Dear applicant,
Thank you for your interest in our company. In accordance with
the provisions of Art. 13, 14 and 21 of the General Data Protection
Regulation (GDPR), we hereby inform you of the processing of the
personal data you have submitted as part of the application
process and of any personal data we may have collected and your
rights in this regard. In order to ensure that you are fully informed
about the processing of your personal data during the application
process, please take note of the following information.
kaia health software GmbH
Herzog-Wilhelm-Strasse 26
80331 Munich
Germany
info@kaiahealth.com
PROLIANCE GmbH / www.datenschutzexperte.de
Leopoldstr.
21
80802 Munich
Germany
E-Mail: datenschutzbeauftragter@datenschutzexperte.de
In principle, our privacy policy should be simple and understandable for everyone. For this reason, our privacy policy generally uses the official terms of the General Data Protection Regulation (GDPR). The official definitions are explained in Art. 4 GDPR.
We process your personal data in accordance with the provisions of the European General Data Protection Regulation (EU-GDPR) and the Federal Data Protection Act (Subsequently referred to as BDSG 2018), insofar as this is necessary for the decision on the establishment of an employment relationship with us. The legal basis is Art. 88 GDPR in conjunction with § 26 BDSG 2018 and, if applicable, Art. 6 Para. 1 lit. b GDPR for the initiation or execution of contractual relationships.
Furthermore, we may process your personal data insofar as this is necessary to fulfil legal obligations (Art. 6 para. 1 lit. c GDPR) or to defend asserted legal claims against us. The legal basis is Art. 6 para. 1 lit. f GDPR or – if any special categories of personal data are concerned – Art. 9 (2) lit. f GDPR. The legitimate interest is, for example, a burden of proof in proceedings under the General Equal Treatment Act (Allgemeines Gleichbehandlungsgesetz - AGG).
Once you give us express consent to process personal data for specific purposes, the lawfulness of this processing depends on your consent pursuant to Art. 6 para. 1 lit. a GDPR. Any consent given may be withdrawn at any time with effect for the future (see section 9 of this data protection information).
If there is an employment relationship between you and us, we may, pursuant to Art. 88 GDPR i. V. m. § 26 BDSG 2018, further process the personal data we have already received from you for the purposes of the employment relationship, insofar as this is necessary for the performance or termination of the employment relationship or for the exercise or fulfilment of the rights and obligations of the representation of the interests of the employees resulting from a law or a collective agreement, a works agreement or a service agreement (collective agreement).
We pass on your personal data within our company exclusively to those areas and persons who need this data to fulfil their contractual and legal obligations or to implement our legitimate interest.
For our applicant management we use the services of Greenhouse Software, Inc., For this purpose, your data will be stored and processed on servers of Greenhouse in the USA. Further information from the third-party provider on data protection can be found on the following website: https://www.greenhouse.io/privacy/
As a data processor, Greenhouse process and host EEA Personal Information obtained from our customers (“Kaia health software GmbH”) when providing recruitment software applications (collectively, the " Services") to our customers. In that context, Greenhouse only process Personal Information on behalf and instructions of its customers, which are data controllers. The Master Subscription Agreement defines the roles and responsibilities of the parties for the processing of Personal Information in the context of the Services. More information about Greenhouse’s privacy shield notice can be found here.
Data will otherwise only be passed on to recipients outside the company if this is permitted or required by law if this is necessary to fulfil legal obligations or if we have your consent.
We store your personal data as long as this is necessary for the decision on your application. Your personal data or application documents will be deleted a maximum of six months after completion of the application procedure (e.g. notification of the rejection decision), unless longer storage is legally necessary or permissible. In addition, we only store your personal data to the extent required by law or in a specific case to assert, exercise or defend legal claims for the duration of a legal dispute.
In the event that you have agreed to your personal data being stored for a longer period of time, we will store it in accordance with your declaration of consent.
If the application procedure is followed by an employment relationship, an apprenticeship relationship or an internship relationship, your data will, as far as necessary and permissible, initially continue to be stored and then transferred to the personal file.
If necessary, you will receive an invitation to join our talent pool following the application process. This allows us to consider you also in the future with suitable vacancies with our applicant selection. If we have received your corresponding consent, we will store your application data in our talent pool in accordance with your consent or future consent, as the case may be.
In the following section you will find information on the rights of data subjects which are grant-ed to you by the current data protection laws with regard to the controller of the processing of your personal data:
The right to request information about your personal data processed by us in accordance with Art. 15 GDPR. In particular, you may request information about the purposes of processing, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right of complaint, the origin of your da-ta, if they have not been collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information regarding their details.
The right to immediately request the correction of incorrect or complete personal data stored by us in accordance with Art. 16 GDPR.
The right to request the deletion of your personal data stored by us in accordance with Art. 17 GDPR, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfil a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims.
The right, pursuant to Art. 18 GDPR, to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful, but you refuse to have it deleted and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have filed an objection against the processing pursuant to Art. 21 GDPR.
The right to receive your personal data that you have provided to us in a structured, current and machine-readable format or to request its transfer to another person responsible in accordance with Art. 20 GDPR.
The right to complain to a supervisory authority pursuant to Art. 77 GDPR. As a rule, you can contact the supervisory authority of the federal state in which we have our registered office or, if applicable, that of your usual place of work or usual residence.
The right to revoke consent granted pursuant to Art. 7 para. 3 GDPR: You have the right to revoke consent to the processing of data once granted at any time with effect for the future. In the event of revocation, we will delete the data concerned without delay, unless further processing can be based on a legal basis for processing without consent. The revocation of con-sent shall not affect the legality of the processing carried out on the basis of the consent until revocation;
If your personal data is processed by us on the basis of legitimate interests pursuant to Art. 6 para. 1 lit. f GDPR, you have the right to object to the processing of your personal data in accordance with Art. 21 GDPR, insofar as this is for reasons resulting from your particular situation. If the objection is directed against the processing of personal data for the purpose of direct marketing, you have a general right of objection without the requirement to indicate a special situation.
If you would like to make use of your right of withdrawal or objection, simply send an email to info@kaiahealth.com.
The provision of your personal data within the scope of application processes is voluntary. However, we can only decide or establish an employment relationship with you if you provide necessary personal information to complete the application.
The decision on your application is not based exclusively on automated processing. Therefore, no automated decision is made in individual cases within the meaning of Art. 22 GDPR.
Status of this privacy policy: 21.04.2022