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

General Information
We provide you with this privacy notice to inform you about how we handle your personal data in the context of the application and recruiting process. This privacy notice applies to personal data that we process in connection with your application, contact for recruiting purposes, or the assessment of possible employment with Litherm Technologies GmbH.

Controller
The controller within the meaning of data protection law is:

Litherm Technologies GmbH
Dornbergsweg 2
38855 Wernigerode
Germany

Tel.: +49 3943 935 672
Email: info@litherm.de

Registered in the Commercial Register
Registration number: HRB 37036
Register court: Stendal

Represented by the Managing Director: Felix Nelles

No data protection officer has been appointed. For questions regarding data protection and to exercise your data subject rights, you may contact us at any time at info@litherm.de.

Personal Data in the Application Process
As part of the application process, we process in particular the following personal data:

master data and contact details, in particular name, email address, telephone number and place of residence;
information about your availability, in particular your earliest possible start date;
information about your salary expectations;
information about your current employer, where you provide this;
application documents, in particular CV, cover letter, current certificates, employment references, certificates, references and other documents uploaded or submitted by you;
information about education, studies, professional background, qualifications, knowledge, skills and previous activities;
communication data and information arising in the context of email correspondence, phone calls, video interviews, in-person interviews or other communication with you;
information about the channel through which you became aware of us or through which your application reached us;
information that is publicly accessible in the context of active candidate sourcing, in particular via professional networks such as LinkedIn, or that you provide to us during further communication;
voluntary additional information that you provide to us as part of your application or during the further application process.

Mandatory information is marked accordingly in our application form. Without this information, we are generally unable to process your application. Further information and documents may be submitted voluntarily, provided they are relevant to your application.

Special categories of personal data within the meaning of Art. 9 GDPR, such as health data, information about a disability, religious beliefs or comparable particularly sensitive information, are processed by us only insofar as you voluntarily provide them to us or where this is exceptionally legally permissible or required.

Legal Bases and Purposes for the Processing of Personal Data in Applications and the Application Process
We process your personal data for the purpose of conducting the application process, assessing your suitability for the relevant position, communicating with you, organizing and conducting interviews and deciding on the establishment of an employment relationship.

The processing is carried out in particular on the basis of Section 26 BDSG and Art. 6(1)(b) GDPR, insofar as the processing is necessary for deciding on the establishment of an employment relationship or for carrying out pre-contractual measures.

Where we process personal data to safeguard legitimate interests, in particular to document the application process, to defend against or assert legal claims or to conduct appropriate and efficient recruiting organization, the processing is carried out on the basis of Art. 6(1)(f) GDPR.

Where processing is based on your consent, in particular in the case of inclusion in our Talent Pool, the processing is carried out on the basis of Art. 6(1)(a) GDPR. You may withdraw consent you have given at any time with effect for the future.

Application Channels and Central Recording in Personio
You may apply to us or contact us as part of a recruiting process through various channels. This may take place in particular via our online application form, by email, through professional networks such as LinkedIn, through referrals, through external recruiting partners or through other communication channels.

Regardless of the channel through which they are received, applications and application-related information are generally centrally recorded and managed in our applicant management system Personio. This serves the structured conduct of the application process, communication with applicants, internal coordination with the persons involved in the application process and documentation of the application process.

Active Sourcing and Professional Networks
We may also actively approach potential candidates, in particular through professional networks such as LinkedIn. In this context, we process personal data that you have made publicly accessible there yourself or that you voluntarily provide to us during further communication. The purpose of the processing is to contact you regarding possible professional opportunities at Litherm Technologies GmbH and to assess whether a collaboration may generally be considered.

If no application process results from the contact, we delete the personal data processed in this context as soon as it is no longer required for the purpose of contacting you, unless there is a statutory retention obligation or another legal basis for longer storage.

Interviews and Communication
As part of the application process, we communicate with you in particular by email, telephone, via Microsoft 365 and via video conferencing services such as Microsoft Teams or Google Meet. In this context, communication data, appointment data and content may be processed where required for the organization and conduct of the application process.

Access to Applicant Data
Access to your personal data is granted only to those persons and departments that require it for the conduct of the application process. This may include, in particular, management, persons responsible in the HR and recruiting process, leadership personnel, hiring managers, interviewers and administratively involved persons, insofar as they are involved in the respective application process.

Retention Period
We store your personal data only for as long as this is necessary for the conduct of the application process.

If no employment relationship is established, we delete or anonymize your application data no later than six months after completion of the application process, unless longer storage is required by law or is exceptionally necessary for the assertion, exercise or defense of legal claims.
After expiry of this period, anonymized data may continue to be processed for statistical purposes. This anonymized data does not allow any conclusions to be drawn about your person.

If an employment relationship is established, the personal data collected during the application process may, insofar as necessary and permissible, be transferred to the personnel file and further processed for the purpose of conducting the employment relationship.

Talent Pool
If you give us separate voluntary consent for this purpose, we may also include your application data in our Talent Pool beyond the specific application process. In this case, we process your data in order to contact you regarding future suitable positions or career opportunities.

Inclusion in the Talent Pool is based on your consent pursuant to Art. 6(1)(a) GDPR. Giving consent is voluntary and has no influence on the ongoing application process. You may withdraw your consent at any time with effect for the future, for example by email to info@litherm.de.

The retention period in the Talent Pool is 24 months from the granting of consent or from completion of the respective application process. Thereafter, your data will be deleted or anonymized unless you consent again to longer storage or another legal basis exists for further processing.

Disclosure of Data to Third Parties and Use of Personio
To conduct and manage our application process, we use the applicant management software Personio. The provider is Personio GmbH, which offers HR management and applicant management software. Personio processes applicant data on our behalf as a processor within the meaning of Art. 28 GDPR. The basis for the processing is a data processing agreement between us as the controller and Personio.

In addition, personal data may be transferred to external parties where this is necessary for the conduct of the application process, where there is a legal obligation, where you have given your consent or where another legal basis under data protection law applies. This may include, in particular, IT and communication service providers, providers of professional networks, video conferencing services, external recruiting partners and legal or other advisory parties.

Your personal data will not be disclosed to third parties for other purposes without an appropriate legal basis.

Automated Decisions
No exclusively automated decision within the meaning of Art. 22 GDPR that produces legal effects concerning you or similarly significantly affects you takes place in our application process. Decisions regarding applications are not made exclusively by automated means.
Where systems used by us provide technical support functions, these serve the organization and management of the application process. The assessment and selection of applicants is carried out by the responsible persons involved in the application process.

Data Subject Rights
Where we process your personal data, you as a data subject have the following rights in particular, subject to the statutory requirements:

right of access pursuant to Art. 15 GDPR;
right to rectification pursuant to Art. 16 GDPR;
right to erasure pursuant to Art. 17 GDPR;
right to restriction of processing pursuant to Art. 18 GDPR;
right to data portability pursuant to Art. 20 GDPR;
right to object pursuant to Art. 21 GDPR.

Where the processing of personal data is based on your consent, you have the right pursuant to Art. 7(3) GDPR to withdraw this consent at any time with effect for the future.

To exercise your data subject rights or if you have questions regarding the processing of your personal data in the application process, you may contact us at any time, in particular by email at info@litherm.de.

In addition, you have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates data protection regulations.

Final Provisions
We reserve the right to amend this privacy notice so that it always complies with current legal requirements or to reflect changes to our application and recruiting process. For any renewed visit to our recruiting page or any renewed application, the privacy notice applicable at that time shall apply.
In addition to this privacy notice, you can view our general privacy policy at https://litherm.com/privacy.

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.