Data privacy | AllocNow

AllocNow Privacy Policies

This data privacy statement was last reviewed and updated on Dec 13, 2024

Table of content

1. Overview

2. Legal Basis for Processing

3. Data Collection

4. Use of Browser Cookies

5. Secure Data Storage

6. Data Retention Policy

7. Rights of Data Subjects

8. Disclosure of Personal Data to Sub-Processors

9. Changes to this Data Privacy Policy

10. Contact

10.1 Inquiries to AllocNow

10.2 Data Protection Officer

10.3 Supervisory authority

1. Overview

AllocNow GmbH ("AllocNow", “we” or “us”) is committed to protecting the privacy and security of your data. This Data Privacy Statement outlines how we collect, use, disclose, and protect the personal information provided to us, in compliance with the General Data Protection Regulation (GDPR).

AllocNow is a data processor registered in Germany that provides the AllocNow Product Sustainability Platform and the Scope 3.1 Matching App (“software” or “service”) to your employer. Our software is designed to automate lifecycle assessments and environmental footprint management for businesses.

As the sole operator of the software, AllocNow acts as a data processor in accordance with Article 28 of the General Data Protection Regulation (GDPR). In the course of providing our software, AllocNow processes data, which may include personal data, particularly for the operation of the software. The details of this processing are explained further in this Data Privacy Statement.

The processing of personal data by AllocNow is governed by a data processing agreement entered into between your employer, acting as the data controller, and AllocNow as the data processor. Additionally, AllocNow may engage sub-contractors, such as hosting providers, to facilitate the provision of the service.

If you have any questions regarding the processing of your personal data in the context of your employment relationship, please direct your inquiries to your employer.

2. Legal Basis for Processing

AllocNow processes your personal data on the AllocNow Product Sustainability Platform because it is necessary for fulfilling the contractual agreement with your employer (Art. 6.1 lit. b EU-GDPR). When users engage with our service, we collect and process their personal information to fulfill contractual obligations and provide the agreed-upon features and functionalities. This includes tasks such as user account management, service delivery, and customer support. The processing of personal data is essential for the execution of contractual agreements between AllocNow and your employer, ensuring a seamless and efficient experience.

3. Data Collection

In the course of operating the AllocNow Product Sustainability Platform, AllocNow collects specific data to facilitate the provision of our services. This includes the collection of user names, business email addresses, and user ID, for example the Microsoft Entra UserPrincipalName (UPN), which are essential for user identification, and account management. Additionally, AllocNow logs user activities within the platform to enhance functionality and ensure optimal performance. Furthermore, login events, including date and time information, IP-address, and information about web browser and version as well as the user’s operating system are recorded to maintain the security and integrity of user accounts. The collection of this data is crucial for AllocNow to fulfill its contractual obligations, deliver a seamless user experience, and uphold highest security standards.

4. Use of Browser Cookies

In certain instances, our software employs what are commonly known as browser cookies. These are small text files stored on the device you use to access the software. Typically, cookies play a vital role in ensuring the security of the software ("mandatory"), implementing specific features like standard language settings ("functional"), or enhancing the overall user experience and software performance ("performance").

Primarily, the software relies on mandatory and functional cookies, particularly for user identification, security assurance, and the implementation of default settings. The use of cookies is deemed essential for delivering our service, constituting our legitimate interest as per Article 6.1 lit. f EU-GDPR .

The retention period for these cookies extends until the closure of the software session. Users have the autonomy to configure their browser settings, allowing them to either permit or object to the use of cookies. It is important to note that deactivating cookies may constrain or entirely inhibit the operability of the software.

5. Secure Data Storage

Ensuring the secure storage of data is a paramount priority at AllocNow. We employ robust measures to protect the confidentiality, integrity, and availability of the information entrusted to us. Our data storage practices adhere to industry-leading security standards, encompassing encryption protocols, access controls, and regular security assessments. By implementing these measures, we aim to fortify the resilience of our systems against unauthorized access, data breaches, or any compromise of sensitive information. AllocNow is committed to maintaining a secure environment for our users' data, fostering trust and confidence in our platform.

6. Data Retention Policy

Our data retention policies at AllocNow are designed to balance the need for efficient service provision with a commitment to privacy and security. In general, personal data collected are retained only for the duration of the user's access to the service. We maintain a standard retention period of 180 days for logs. This time frame allows us to analyze system activities, diagnose issues, and enhance the overall performance of the AllocNow Product Sustainability Platform. After the 90-day period, logs are routinely and securely purged from our systems, aligning with our dedication to data minimization and privacy principles.

7. Rights of Data Subjects

Users of the AllocNow Product Sustainability Platform possess certain rights concerning their personal data.

Right to Access (Art. 15 EU-GDPR): Users have the right to request access to the personal data we hold about them, allowing them insight into the information processed.
Right to Rectification (Art. 16 EU-GDPR): Users can request corrections to any inaccurate or incomplete personal data, ensuring accuracy and completeness.
Right to Erasure (Art. 17 EU-GDPR): Users possess the right to withdraw consent and request the deletion of their personal data, subject to legal requirements.
Right to Restriction of Processing (Art. 18 EU-GDPR): Users have the right to request the restriction of processing in specific circumstances, providing an additional layer of control over their personal data.
Right to Object (Art. 21 EU-GDPR): Users can raise concerns or lodge complaints about our data processing practices, seeking resolution and transparency.

To exercise any of these rights, users can contact us at privacy@allocnow.com. We are committed to promptly and transparently addressing inquiries and concerns, in compliance with the EU-GDPR.

Please note that you must contact your employer directly to exercise your rights as a data subject arising from the processing in the context of the employment relationship. In all cases, your employer is the responsible data controller. We retain the right to choose not to respond to these requests or to forward them to your employer.

8. Disclosure of Personal Data to Sub-Processors

In order to provide the AllocNow Product Sustainability Platform and ensure its seamless operation, we engage with trusted sub-processors. These sub-processors play vital roles, such as providing authentication services and hosting our platform infrastructure. We want to assure our users that the selection of sub-processors is done with careful consideration of their commitment to data protection and security. To this end, we have established Standard Contractual Clauses (SCCs) with our sub-processors to ensure compliance with data protection regulations, including the EU-GDPR.

Below is key information about two of our sub-processors:

AWS: Provides hosting services and authentication. Located in the USA, with SCCs in place.
Microsoft: Provides authentication services. Located in the USA, with SCCs in place.

9. Changes to this Data Privacy Policy

We retain the right to modify or revise this Data Privacy Policy at our discretion. We recommend users regularly revisit this page to stay informed about any updates or alterations, ensuring awareness of our ongoing efforts to safeguard the personal data we gather.

10. Contact

10.1 Inquiries to AllocNow

For any inquiries or concerns related to data privacy or the processing of personal information at AllocNow, users are encouraged to contact us.

AllocNow GmbH
Friedrich-Ebert-Str. 17
53177 Bonn

E-mail: privacy@allocnow.com

10.2 Data Protection Officer

We have appointed a data protection officer.

Markus Knipp
permanIT GmbH
Bachstraße 32
53115 Bonn

E-mail: privacy@allocnow.com

10.3 Supervisory authority

Users have the right to contact the relevant data protection authorities in North Rhine-Westphalia, Germany, should they believe their data protection rights have been infringed. The local supervisory authority in North Rhine-Westphalia is the State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia (Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen), and they can be contacted at poststelle@ldi.nrw.de. We are committed to collaborating with users and relevant authorities to address any concerns and ensure compliance with applicable data protection laws.

This data privacy statement was last reviewed and updated on Dec 13, 2024

Table of content

1. An overview of data protection

2. Hosting

3. General information and mandatory information

4. Recording of data on this website

5. Customer Relation Management tool (HubSpot CRM)

6. Online-based Audio and Video Conferences (Conference tools / Microsoft Teams)

7. Handling applicant data (Personio)

1. An overview of data protection

General information

The following information will provide you with an easy to navigate overview of what will happen with your personal data when you visit this website. The term “personal data” comprises all data that can be used to personally identify you. For detailed information about the subject matter of data protection, please consult our Data Protection Declaration, which we have included beneath this copy.

Data recording on this website

Who is the responsible party for the recording of data on this website (i.e., the “controller”)?

The data on this website is processed by the operator of the website, whose contact information is available under section “Information about the responsible party (referred to as the “controller” in the EU-GDPR)” in this Privacy Policy.

How do we record your data?

We collect your data as a result of your sharing of your data with us. This may, for instance be information you enter into our contact form.

Other data shall be recorded by our IT systems automatically or after you consent to its recording during your website visit. This data comprises primarily technical information (e.g., web browser, operating system, or time the site was accessed). This information is recorded automatically when you access this website.

What are the purposes we use your data for?

A portion of the information is generated to guarantee the error free provision of the website. Other data may be used to analyze your user patterns.

What rights do you have as far as your information is concerned?

You have the right to receive information about the source, recipients, and purposes of your archived personal data at any time without having to pay a fee for such disclosures. You also have the right to demand that your data are rectified or eradicated. If you have consented to data processing, you have the option to revoke this consent at any time, which shall affect all future data processing. Moreover, you have the right to demand that the processing of your data be restricted under certain circumstances. Furthermore, you have the right to log a complaint with the competent supervising agency.

Please do not hesitate to contact us at any time if you have questions about this or any other data protection related issues.

2. Hosting

We are hosting the content of our website at Your vision. Your goals. Your website. | Wix.com Ltd., 40 Namal Tel Aviv St., Tel Aviv 6350671, Israel (hereinafter: “WIX”).

WIX is a tool for creating and hosting websites. When you visit our website, WIX analyses user behavior, visitor sources, region of website visitors and visitor numbers. The WIX stores cookies on your browser, which are necessary for the presentation of the website and to ensure security (necessary cookies).

Date recorded via WIX may be stored on a variety of servers around the globe. Among other locations, WIX servers are also located in the USA.

Details can be found in the privacy policy of WIX: About Privacy | WIX .

According to WIX, the transfer of data to the United States as well as other non-EU countries is based on the standard contract clauses of the EU Commission or comparable warranties pursuant to Art. 46 EU-GDPR. For details, please go to: Wix - DPA Users.

The WIX is used on the basis of Art. 6(1)(f) EU-GDPR. We have a legitimate interest the most reliable presentation of our website. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(a) EU-GDPR, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting) within the meaning of the TDDDG. This consent can be revoked at any time.

The company is certified in accordance with the “EU-US Data Privacy Framework” (DPF). The DPF is an agreement between the European Union and the US, which is intended to ensure compliance with European data protection standards for data processing in the US. Every company certified under the DPF is obliged to comply with these data protection standards. For more information, please contact the provider under the following link: Data Privacy Framework.

We have concluded a data processing agreement (DPA) for the use of the above-mentioned service. This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the EU-GDPR.

3. General information and mandatory information

Data protection

The operators of this website and its pages take the protection of your personal data very seriously. Hence, we handle your personal data as confidential information and in compliance with the statutory data protection regulations and this Data Protection Declaration.

Whenever you use this website, a variety of personal information will be collected. Personal data comprises data that can be used to personally identify you. This Data Protection Declaration explains which data we collect as well as the purposes we use this data for. It also explains how, and for which purpose the information is collected.

We herewith advise you that the transmission of data via the Internet (i.e., through e-mail communications) may be prone to security gaps. It is not possible to completely protect data against third-party access.

Information about the responsible party (referred to as the “controller” in the EU-GDPR)

The data processing controller on this website is:

AllocNow GmbH
Friedrich-Ebert-Str. 17
53177 Bonn

E-mail: privacy@allocnow.com

The controller is the natural person or legal entity that single-handedly or jointly with others makes decisions as to the purposes of and resources for the processing of personal data (e.g., names, e-mail addresses, etc.).

Storage duration

Unless a more specific storage period has been specified in this privacy policy, your personal data will remain with us until the purpose for which it was collected no longer applies. If you assert a justified request for deletion or revoke your consent to data processing, your data will be deleted, unless we have other legally permissible reasons for storing your personal data (e.g., tax or commercial law retention periods); in the latter case, the deletion will take place after these reasons cease to apply.

General information on the legal basis for the data processing on this website

If you have consented to data processing, we process your personal data on the basis of Art. 6(1)(a) EU-GDPR or Art. 9 (2)(a) EU-GDPR, if special categories of data are processed according to Art. 9 (1) EU-GDPR. In the case of explicit consent to the transfer of personal data to third countries, the data processing is also based on Art. 49 (1)(a) EU-GDPR. If your data is required for the fulfillment of a contract or for the implementation of pre-contractual measures, we process your data on the basis of Art. 6(1)(b) EU-GDPR. Furthermore, if your data is required for the fulfillment of a legal obligation, we process it on the basis of Art. 6(1)(c) EU-GDPR. Furthermore, the data processing may be carried out on the basis of our legitimate interest according to Art. 6(1)(f) EU-GDPR. Information on the relevant legal basis in each individual case is provided in the following paragraphs of this privacy policy.

Designation of a data protection officer

We have appointed a data protection officer.

Markus Knipp
permanIT GmbH
Bachstraße 32
53115 Bonn

E-mail: privacy@allocnow.com

Supervisory Authority

Recipients of personal data

In the scope of our business activities, we cooperate with various external parties. In some cases, this also requires the transfer of personal data to these external parties. We only disclose personal data to external parties if this is required as part of the fulfillment of a contract, if we are legally obligated to do so (e.g., disclosure of data to tax authorities), if we have a legitimate interest in the disclosure pursuant to Art. 6 (1)(f) EU-GDPR, or if another legal basis permits the disclosure of this data. When using processors, we only disclose personal data of our customers on the basis of a valid contract on data processing. In the case of joint processing, a joint processing agreement is concluded.

Revocation of your consent to the processing of data

A wide range of data processing transactions are possible only subject to your express consent. You can also revoke at any time any consent you have already given us. This shall be without prejudice to the lawfulness of any data collection that occurred prior to your revocation.

Right to object to the collection of data in special cases; right to object to direct advertising (Art. 21 EU-GDPR)

In the event that data are processed on the basis of Art. 6(1)(e) or (f) EU-GDPR, you have the right to at any time object to the processing of your personal data based on grounds arising from your unique situation. This also applies to any profiling based on these provisions. To determine the legal basis on which any processing of data is based, please consult this data protection declaration. If you log an objection, we will no longer process your affected personal data, unless we are in a position to present compelling protection-worthy grounds for the processing of your data that outweigh your interests, rights, and freedoms or if the purpose of the processing is the claiming, exercising, or defence of legal entitlements (objection pursuant to Art. 21(1) EU-GDPR). If your personal data is being processed in order to engage in direct advertising, you have the right to object to the processing of your affected personal data for the purposes of such advertising at any time. This also applies to profiling to the extent that it is affiliated with such direct advertising. If you object, your personal data will subsequently no longer be used for direct advertising purposes (objection pursuant to Art. 21(2) EU-GDPR).

Right to log a complaint with the competent supervisory agency

In the event of violations of the EU-GDPR, data subjects are entitled to log a complaint with a supervisory agency, in particular in the member state where they usually maintain their domicile, place of work or at the place where the alleged violation occurred. The right to log a complaint is in effect regardless of any other administrative or court proceedings available as legal recourses.

Right to data portability

You have the right to have data that we process automatically on the basis of your consent or in fulfillment of a contract handed over to you or to a third party in a common, machine-readable format. If you should demand the direct transfer of the data to another controller, this will be done only if it is technically feasible.

Information about, rectification and eradication of data

Within the scope of the applicable statutory provisions, you have the right to demand information about your archived personal data, their source and recipients as well as the purpose of the processing of your data at any time. You may also have a right to have your data rectified or eradicated. If you have questions about this subject matter or any other questions about personal data, please do not hesitate to contact us at any time.

Right to demand processing restrictions

You have the right to demand the imposition of restrictions as far as the processing of your personal data is concerned. To do so, you may contact us at any time. The right to demand restriction of processing applies in the following cases:

In the event that you should dispute the correctness of your data archived by us, we will usually need some time to verify this claim. During the time that this investigation is ongoing, you have the right to demand that we restrict the processing of your personal data.
If the processing of your personal data was/is conducted in an unlawful manner, you have the option to demand the restriction of the processing of your data instead of demanding the eradication of this data.
If we do not need your personal data any longer and you need it to exercise, defend or claim legal entitlements, you have the right to demand the restriction of the processing of your personal data instead of its eradication.
If you have raised an objection pursuant to Art. 21(1) EU-GDPR, your rights and our rights will have to be weighed against each other. As long as it has not been determined whose interests prevail, you have the right to demand a restriction of the processing of your personal data.

If you have restricted the processing of your personal data, these data – with the exception of their archiving – may be processed only subject to your consent or to claim, exercise or defend legal entitlements or to protect the rights of other natural persons or legal entities or for important public interest reasons cited by the European Union or a member state of the EU.

SSL and/or TLS encryption

For security reasons and to protect the transmission of confidential content, such as purchase orders or inquiries you submit to us as the website operator, this website uses either an SSL or a TLS encryption program. You can recognize an encrypted connection by checking whether the address line of the browser switches from “http://” to “https://” and also by the appearance of the lock icon in the browser line.

If the SSL or TLS encryption is activated, data you transmit to us cannot be read by third parties.

4. Contacting us through this website

If you contact us by e-mail or telephone, your request, including all resulting personal data (name, request) will be stored and processed by us for the purpose of processing your request. We do not pass these data on without your consent.

These data are processed on the basis of Art. 6(1)(b) EU-GDPR if your inquiry is related to the fulfillment of a contract or is required for the performance of pre-contractual measures. In all other cases, the data are processed on the basis of our legitimate interest in the effective handling of inquiries submitted to us (Art. 6(1)(f) EU-GDPR) or on the basis of your consent (Art. 6(1)(a) EU-GDPR) if it has been obtained; the consent can be revoked at any time.

The data sent by you to us via contact requests remain with us until you request us to delete, revoke your consent to the storage or the purpose for the data storage lapses (e.g. after completion of your request). Mandatory statutory provisions - in particular statutory retention periods - remain unaffected.

5. Customer Relation Management tool (HubSpot CRM)

General

We use HubSpot CRM on this website. The provider is HubSpot Inc. 25 Street, Cambridge, MA 02141 USA (hereafter HubSpot CRM).

HubSpot CRM enables us, among other things, to manage existing and potential customers and customer contacts, to communicate with you and to plan and execute marketing activities in line with your interests. HubSpot CRM enables us to capture, sort and analyze customer interactions via email, social media, or phone across multiple channels. The personal data collected in this way can be evaluated and used for communication with the potential customer or marketing measures (e.g., newsletter mailings). HubSpot CRM also enables us to collect and analyze the user behavior of our contacts on our website.

The use of HubSpot CRM is based on Art. 6(1)(f) EU-GDPR. We have a legitimate interest in the most efficient customer management and customer communication. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(a) EU-GDPR, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting). This consent can be revoked at any time.

For details on how HubSpot processes your date, please refer to HubSpot’s privacy policy:HubSpot-Datenschutzrichtlinie.

Data transmission to the US is based on the standard contractual clauses of the EU Commission. Details can be found here: HubSpot verpflichtet sich zum Schutz von EU-Datenübertragungen.

Booking appointments

Our website gives you the option to schedule appointments with us. We use HubSpot CRM to book these appointments.

To book an appointment, enter the requested data and the desired date in the form provided. The data entered will be used for planning, conducting and, if necessary, for the follow-up of the appointment. The appointment data will be stored for us on the servers of HubSpot CRM. The data recorded in this manner will be stored until you ask us to delete them, revoke your consent to the archiving of your data or until the purpose of archiving the data no longer exists. This does not affect mandatory statutory provisions – in particular those governing retention periods.

The legal basis for the processing of the data is Art. 6(1)(f) EU-GDPR. AllocNow has a legitimate interest in ensuring that appointments with customers and prospective customers can be scheduled as easily as possible. If appropriate consent has been obtained, the processing is carried out exclusively on the basis of Art. 6(1)(a) EU-GDPR, insofar the consent includes the storage of cookies or the access to information in the user’s end device (e.g., device fingerprinting). This consent can be revoked at any time.

Newsletter

If you would like to receive the newsletter offered on the website, we require an e-mail address from you as well as information that allows us to verify that you are the owner of the e-mail address provided and that you agree to receive the newsletter. Further data is not collected or only on a voluntary basis. For the handling of the newsletter, we use newsletter service providers, which are described below.

We also use HubSpot CRM for the newsletter service.

The data is processed based on your consent (Art. 6(1)(a) EU-GDPR). You may revoke any consent you have given at any time by unsubscribing from the newsletter. This shall be without prejudice to the lawfulness of any data processing transactions that have taken place prior to your revocation.

The data deposited with us for the purpose of subscribing to the newsletter will be stored by us until you unsubscribe from the newsletter or the newsletter service provider and deleted from the newsletter distribution list after you unsubscribe from the newsletter. Data stored for other purposes with us remain unaffected.

After you unsubscribe from the newsletter distribution list, your e-mail address may be stored by us or the newsletter service provider in a blacklist, if such action is necessary to prevent future mailings. The data from the blacklist is used only for this purpose and not merged with other data. This serves both your interest and our interest in complying with the legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6(1)(f) EU-GDPR). The storage in the blacklist is indefinite. You may object to the storage if your interests outweigh our legitimate interest.

6. Online-based Audio and Video Conferences (Conference tools / Microsoft Teams)

Data processing

We use online conference tools, among other things, for communication with our customers. The tools we use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).

Furthermore, the provider of the tool processes all the technical data required for the processing of the online communication. This includes, in particular, IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

Should content be exchanged, uploaded, or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards, and other information shared while using the service.

Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.

Purpose and legal bases

The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6(1)(b) EU-GDPR). Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6(1)(f) EU-GDPR). Insofar as consent has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.

Duration of storage

Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the duration of storage of your data that is stored by the operators of the conference tools for their own purposes. For details, please directly contact the operators of the conference tools.

Conference tools used

We employ the following conference tools:

Microsoft Teams

We use Microsoft Teams. The provider is the Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. For details on data processing, please refer to the Microsoft Teams privacy policy:Microsoft Privacy Statement – Microsoft privacy .

Data processing

7. Handling applicant data (Personio)

We offer website visitors the opportunity to submit job applications to us (e.g., via e-mail, via postal services on by submitting the online job application form). Below, we will brief you on the scope, purpose and use of the personal data collected from you in conjunction with the application process. We assure you that the collection, processing, and use of your data will occur in compliance with the applicable data privacy rights and all other statutory provisions and that your data will always be treated as strictly confidential.

Scope and purpose of the collection of data

If you submit a job application to us, we will process any affiliated personal data (e.g., contact and communications data, application documents, notes taken during job interviews, etc.), if they are required to make a decision concerning the establishment or an employment relationship. The legal grounds for the aforementioned are § 26 BDSG according to German Law (Negotiation of an Employment Relationship), Art. 6(1)(b) EU-GDPR (General Contract Negotiations) and – provided you have given us your consent – Art. 6(1)(a) EU-GDPR. You may revoke any consent given at any time. Within our company, your personal data will only be shared with individuals who are involved in the processing of your job application.

If your job application should result in your recruitment, the data you have submitted will be archived on the grounds of § 26 BDSG and Art. 6(1)(b) EU-GDPR for the purpose of implementing the employment relationship in our data processing system.

Data Archiving Period

If we are unable to make you a job offer or you reject a job offer or withdraw your application, we reserve the right to retain the data you have submitted on the basis of our legitimate interests (Art. 6(1)(f) EU-GDPR) for up to 6 months from the end of the application procedure (rejection or withdrawal of the application). Afterwards the data will be deleted, and the physical application documents will be destroyed. The storage serves in particular as evidence in the event of a legal dispute. If it is evident that the data will be required after the expiry of the 6-month period (e.g., due to an impending or pending legal dispute), deletion will only take place when the purpose for further storage no longer applies.

Longer storage may also take place if you have given your agreement (Article 6(1)(a) EU-GDPR) or if statutory data retention requirements preclude the deletion.

Admission to the talent pool

If we do not make you a job offer, you may be able to join our talent pool. In case of admission, all documents and information from the application will be transferred to the talent pool in order to contact you in case of suitable vacancies.

Admission to the talent pool is based exclusively on your express agreement (Art. 6(1)(a) EU-GDPR). The submission agreement is voluntary and has no relation to the ongoing application procedure.The affected person can revoke his agreement at any time.In this case, the data from the talent pool will be irrevocably deleted, provided there are no legal reasons for storage.

The data from the talent pool will be irrevocably deleted no later than two years after consent has been granted.

Personio

We use Personio services for the processing of our applicant management. Therefore our website uses plugins and redirects you to the website of Personio SE & Co. KG, Seidlstraße 3, 80335 München (Personio) which offers a human resource and candidate management software solution. Data transmitted as part of your application will be transferred using TLS encryption and stored in a database at Personio. The controller of this data within the meaning of Article 24 EU-GDPR is AllocNow.

Personio’s role is limited to operating the software and the recruitment website and, in this context, being a processor under Article 28 EU-GDPR. The processing by Personio is based on an agreement between the AllocNow and Personio. In addition, Personio processes additional data, some of which may be personal data, to provide its services, in particular for operating the recruitment website. For details please refer to Personio's privacy notice Privacy Policy | Personio.