Privacy Policy for the Application Process

Information pursuant to Articles 13, 14, and 21 of the General Data Protection Regulation (GDPR) –

Dear Applicant,

Below we inform you about the processing of your personal data in accordance with Art. 4 (2) GDPR in connection with your application.

SECTION I – General Information

We store and process only data that you voluntarily provide to us. If you make use of our services, as a rule only the data that you voluntarily provide to us in the course of our service provision and that we urgently require to safeguard our own legitimate business interests will be processed.

Where we request additional data from you, this constitutes voluntary information, to which there is no legal entitlement.

The processing of personal data is always carried out in compliance with the European General Data Protection Regulation (GDPR) and the national Federal Data Protection Act (BDSG), in accordance with the country-specific data protection provisions applicable to 8mylez GmbH.

Processing may also take place electronically. As the controller, 8mylez GmbH has implemented numerous technical and organizational measures to ensure the most comprehensive protection possible of the personal data processed.

Nevertheless, internet-based data transmissions can in principle have security gaps, so that absolute protection cannot be guaranteed 100 percent.

For this reason, every data subject is free to transmit personal data to us via alternative means, e.g., in person, by fax, or by post.

Controller

Controller within the meaning of the European GDPR, the national BDSG, as well as other applicable data protection regulations in the EU Member States:

8mylez GmbH
Technologiepark 23
33100 Paderborn

Data Protection Officer

The Data Protection Officer of the controller:

PRIVE – a service of PRIVE Datenschutz GmbH
Reinhardtstraße 7
10117 Berlin, Germany
Email: support@8mylez.com

SECTION II – Use and Purpose of Processing and Legal Basis

Purpose of Processing in the Application Process
We process your personal data for the purpose of your application for employment, to the extent necessary for the decision on establishing an employment relationship with us. The personal data you provide will be processed solely for the purposes communicated to you or for which you have consented, and only in compliance with applicable data protection regulations. In particular, this serves to:

Initiate or execute a contract with you,
Effectively and efficiently respond to your inquiries,
Tailor services and offers to your needs,
Handle your requests and orders,
Provide you access to certain information or offers,
Safeguard our legitimate business interests regarding consulting and support.

Legal Basis for Processing in the Application Process

If the application is necessary to fulfill a contract or for pre-contractual measures, processing is based on Art. 6 (1) lit. b) GDPR.
For unsolicited applications, processing is based on Art. 6 (1) lit. a) GDPR, by consent of the applicant. You may withdraw this consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
If ancillary services are necessary for processing, processing is based on Art. 6 (1) lit. f) GDPR, from our legitimate interest in managing the application process.

If an employment relationship is established, we may further process the personal data already received for purposes of the employment relationship, based on § 26 (1) in conjunction with (8) sentence 2 BDSG.

If no employment relationship arises, we may continue to store data on the basis of Art. 6 (1) lit. f) GDPR, insofar as this is necessary for defense against possible legal claims.

SECTION III – Data Protection Rights in the Application Process

You have the following rights under the GDPR, provided the statutory requirements are met:

Right to withdraw consent (Art. 7 (3) GDPR),
Right of access (Art. 15 GDPR),
Right to rectification (Art. 16 GDPR),
Right to erasure (Art. 17 GDPR),
Right to restriction of processing (Art. 18 GDPR),
Right to data portability (Art. 20 GDPR),
Right not to be subject to automated decisions including profiling (Art. 22 GDPR).

You also have the right to object under Art. 21 (1) GDPR against processing based on Art. 6 (1) lit. f) GDPR, for reasons arising from your particular situation, as well as against processing for direct marketing purposes.

Right to lodge a complaint:
You have the right to lodge a complaint with a supervisory authority under Art. 77 GDPR in conjunction with § 29 BDSG, if you believe that the processing of your personal data is not lawful.

SECTION IV – Origin and Nature of Applicant Data and Recipients

Sources of Personal Data:
We process personal data received during the application process, such as:

Self-completed application forms,
Files sent via email (cover letter, resume, certificates, photo),
Information provided during phone or in-person conversations,
Documents sent by fax or post.

Technical usage data may also be processed during use of our website.

Categories of Data Processed:
We process data related to your application, e.g.:

Personal data (name, address, contact details, date/place of birth, nationality, marital status),
Employment and education data (career history, training, degrees, transcripts, skills, certificates),
Information on career goals, motivations, and availability,
Publicly available job-related information (e.g., profiles on professional social media networks),
Technical communication data (IP address anonymized, browser, OS, provider),
Notes and applicant ID numbers generated by us,
Any other documents and information you provide (letters, declarations of consent, references).

Recipients of Data:
Within 8mylez GmbH, only those departments involved in preparing and conducting the application process have access to your data, i.e., HR staff, relevant departments, managers, and potential supervisors.

In some cases, processors under Art. 28 GDPR (e.g., IT providers, host providers, applicant management systems) may process data on our behalf.

Your data will not be passed on to third parties who process it for their own purposes.

SECTION V – Provisions

Profiling:
Your data will not be used for profiling.

Transfer to Third Countries or International Organizations:
Not intended.

Data Retention:
Data will be anonymized no later than 6 months after rejection, unless further retention is required for legal claims.

Applicants may be invited to join a “talent pool” with consent, in which case data will be retained for an additional 3 months, renewable with repeated consent.

Necessity of Providing Data:
You are not legally or contractually obliged to provide personal data. However, without sufficient information, we cannot consider your application.

Automated Decision-Making:
No automated individual decision-making within the meaning of Art. 22 GDPR takes place. Decisions on applications are not based solely on automated processing.

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