Processing of (personal) data by the entity in charge of the online application process

General

We provide you with this privacy notice, which relates exclusively to data collected as part of the online application process, to inform you how we handle the personal data we collect from you during the application process.

Controller

The controller within the meaning of data protection law is:

SYNAOS GmbH
Goseriede 4
30159 Hannover, Germany
Phone: +49 172 821 4444

Commercial Register
Registration number: HRB 217270
Registry court: Amtsgericht Hannover (Local Court of Hanover)
Data Protection Officer: ploon.compliance GmbH

Personal Data in the Application Process

Personal data is any information relating to the personal or factual circumstances of an identified or identifiable natural person. This includes information such as your name, address, telephone number and date of birth, as well as data about your career history, etc., which can be attributed to a specific person with reasonable effort. Information that cannot be linked directly or indirectly to your actual identity is not personal data.

Legal Basis and Purposes of Processing Personal Data in Applications and the Application Process

If you apply to us electronically, i.e. by email or via our web form, we collect and process your personal data for the purpose of handling the application process and carrying out pre-contractual measures.

By submitting an application on our recruiting page, you express your interest in taking up employment with us. In this context, you provide us with personal data, which we use and store exclusively for the purpose of your job search/application.

In particular, the following data is collected:

Name (first and last name)
Email address
Telephone number
LinkedIn profile (optional)
Channel through which you became aware of us

You also have the option of uploading relevant documents such as a cover letter, your CV and references/certificates. These may contain further personal data such as your date of birth, address, etc.

Only authorised employees from the HR department or employees involved in the application process have access to your data.

Your personal data is, as a matter of principle, stored exclusively for the purpose of filling the vacancy for which you have applied.

Your data will be stored for a period of 6 months after the conclusion of the application process. This is generally done to fulfil legal obligations or to defend against potential claims arising from statutory provisions. Thereafter, we are obliged to delete or anonymise your data. In that case, the data will only be available to us as so-called metadata without any direct personal reference for statistical evaluations (for example, the proportion of female and male applicants, the number of applications per period, etc.).

In addition, we reserve the right to store your data for inclusion in our "Talent Pool" for 12 months after the conclusion of the application process in order to identify other positions that may be of interest to you. This also applies, for example, to applications for an apprenticeship or internship. By accepting this privacy notice, you consent to any such extended storage of your data and to inclusion in our "Talent Pool".

If you receive and accept an offer of employment from us as part of the application process, we will store the personal data collected during the application process for at least the duration of the employment relationship.

Use of Artificial Intelligence in the Application Process

As part of our application and recruiting process, we partly use applications based on artificial intelligence (AI) technologies. The use of these applications serves exclusively to support our employees involved in the application process and to make internal administrative and organisational processes more efficient. AI-supported applications may in particular be used to technically process, structure, summarise or prepare information and content from the application process for further internal handling. This may include, for example, summarising application documents, interview notes or, where such processing takes place, transcripts of job interviews.

In the course of this use, personal data that you have provided to us during the application process may be processed. This may include in particular your contact details, information about your professional background, education, qualifications, professional experience and skills, as well as other information contained in your application documents or communicated during the application process.

The AI applications we use do not make any decisions as to which applicants are further considered in the application process, invited to further interviews or rejected. In particular, the AI does not independently evaluate, rank or prioritise applicants. No decision based solely on automated processing, including profiling, within the meaning of Art. 22 GDPR takes place in our application process. Results of AI-supported processing serve solely as internal support and do not replace independent review by our employees. Decisions on the further course of the application process are made exclusively by the persons responsible for them.

The processing of your personal data in connection with the use of AI applications is generally based on Section 26(1) of the German Federal Data Protection Act (BDSG) in conjunction with Art. 6(1)(b) GDPR, insofar as the processing is necessary for carrying out the application process or for deciding on the establishment of an employment relationship. Where a different legal basis applies to individual processing operations, the processing is governed by the legal basis applicable in each case.

When selecting and using AI-supported applications, we take into account the applicable data protection requirements as well as the provisions of Regulation (EU) 2024/1689 on Artificial Intelligence (AI Act). In doing so, we pay particular attention to the data-protection-compliant and purpose-limited use of the applications, limiting the personal data processed to what is necessary, and appropriate technical and organisational measures to protect the data processed. Personal data processed in connection with AI applications will only be processed for as long as is necessary for the respective processing purpose.

Disclosure of Data to Third Parties

The data submitted as part of your application is transmitted using TLS encryption and stored in a database. This database is operated by Personio GmbH, which provides HR management and applicant management software (https://www.personio.de/impressum/). In this context, Personio acts as our processor pursuant to Art. 28 GDPR. The processing is based on a data processing agreement between us as the controller and Personio.

For the AI-supported pre-assessment of application documents (see section "Use of Artificial Intelligence in the Application Process"), we use technology provided by Anthropic Ireland, Limited. The processing is based on a data processing agreement pursuant to Art. 28 GDPR. As Anthropic may use sub-processors outside the EU/EEA to provide the service, data transfers are based on the EU Standard Contractual Clauses pursuant to Art. 46 GDPR. It is contractually guaranteed that your data will not be used to train AI models. SYNAOS deletes the chat histories and evaluations created as part of the AI-supported pre-assessment no later than 180 days after the conclusion of the application process. Irrespective of this, the underlying data is also deleted automatically by the AI provider, generally considerably sooner than 180 days, in accordance with its current deletion practice.

Data Subject Rights

Where personal data is processed by us as the controller, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and purpose of the processing, in particular the right of access (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to data portability (Art. 20 GDPR), the right to object (Art. 21 GDPR), and the right to human review of decisions made in the context of the AI-supported assessment procedure (see section "Use of Artificial Intelligence in the Application Process"). Where the processing of personal data is based on your consent, you have the right to withdraw this consent at any time pursuant to Art. 7(3) GDPR.

To exercise your data subject rights with regard to the data processed in this online application process, please contact our Data Protection Officer (see section 2).

Final Provisions

We reserve the right to amend this privacy notice at any time to ensure that it always complies with current legal requirements or to reflect changes to the application process or similar. The new privacy notice will then apply to any subsequent visit to this recruiting page or any new application.

In addition to this privacy notice, you can view our general privacy policy at http://synaos.com/impressum.html.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.