Privacy Notice for Applicants applying via Greenhouse

In this privacy notice, you will find information about the processing of certain personal data that arises from your application with us or your participation in our talent pool. This data is processed by us, among other things, for the purpose of creating a profile in our applicant management system and/or our talent pool, storing your applicant data, and/or processing your application for a specific job posting within the 1&1 Mail & Media Group (“we”). The 1&1 Mail & Media Group uses a joint applicant management system for group-wide recruiting. The 1&1 Mail & Media Applications SE acts as the responsible entity in accordance with Art. 4 No. 7 GDPR and serves as the central contact point for your data protection questions. The following information thus relates to the use within 1&1 Mail & Media Applications SE and its associated companies pursuant to § 15ff. AktG, as listed below:

  • 1&1 Mail & Media GmbH
  • 1&1 Mail & Media Development & Technology GmbH
  • 1&1 Mail & Media Service GmbH
  • 1&1 De-Mail GmbH
  • 1&1 Energy GmbH
  • United Internet Media GmbH
  • United Internet Media Austria GmbH
  • 1&1 Mail & Media GmbH

Hereinafter also referred to as the 1&1 Mail & Media Group.

I. Responsible Entity

The responsible entity in accordance with Art. 4 No. 7 GDPR is:

1&1 Mail & Media Applications SE 
Elgendorfer Str. 57
56410 Montabaur 
jobs@mail-and-media.com

Hereinafter also referred to as the "Responsible Entity".

II. Your Personal Data and Processing Purposes

1. General

To manage and carry out the selection process for applications, we use Greenhouse Software Inc., a digital applicant management system. Personal data such as your name, address, and other personal information, as well as information about your educational and professional background, are collected as part of the application process. You provide this data either by filling out our online form or using your personal data stored with third parties (e.g., LinkedIn, XING), or it is data we receive from you or authorized third parties (e.g., authorized personnel consulting agencies). If we ask you for your gender during the application process for the purpose of appropriate address, this is solely for correct addressing purposes. Providing your age or birthdate is necessary because some of our activities legally require a minimum age.
Your personal data will be transferred to Greenhouse Software Inc., a cloud service provider based in the United States, which is commissioned by the responsible entity to manage its recruitment and hiring process on behalf of the responsible entity. If you are located outside the United States, your personal data will be transferred to the United States when you submit it through this website. The data transfer is based on appropriate safeguards in accordance with Art. 46 (1) GDPR, particularly based on the EU Commission's standard contractual clauses.
Information of the third-party provider: Greenhouse Software Inc. 18 West 18th Street, 11th Fl. New York, NY 10011, USA
Privacy Policy of Greenhouse: https://www.greenhouse.com/de/privacy-policy
You can obtain a copy of the standard contractual clauses by contacting us at jobs@mail-and-media.com.

2. Fulfillment of a Contract or Implementation of Pre-Contractual Measures

We collect the personal data (especially first name, last name, address, email, applied position, application details) from you that are required for the application process. For a thorough review of your application, it is necessary that you provide us with information about your previous professional background (e.g., CV, qualifications, degrees).
In addition to the personal data provided by you for the application process, further data is collected and processed during the application process for the purpose of selection and implementation. This includes the following data categories:

  • Correspondence, including email correspondence during the application process
  • Information about interview appointments and information from interviews
  • Assessments of applicant suitability

The data processing is based on Art. 6 (1) (b) GDPR. We need your personal data to process your application. The data processing thus serves the purpose of initiating an employment relationship.
For processing your application, we limit ourselves to the information you provide directly. This may also include information you have posted on professional online networks or job portals, provided you have requested us to include such information in your application or have agreed to the transfer of this data from third parties to us.
Furthermore, we would like to inform you that you are not obligated to provide us with your personal data. However, in this case, the application process cannot be conducted.

3. Active Sourcing

a) Contact on Online Career Networks
For recruitment purposes, we also actively search for interesting profiles on online career networks (e.g., LinkedIn/XING) or other job portals on the internet (so-called active sourcing). During this active search for candidates, we only process data that is publicly accessible and made visible by these individuals themselves (e.g., name data, profile data, if applicable, contact details).
The data processing is based on Art. 6 (1) (f) in conjunction with Art. 9 (2) (e) GDPR. We have a legitimate interest in data processing for recruitment purposes.

b) Transfer to the Applicant Management System
If the contact is successful and you decide to apply for a job posting, our recruiters will offer you the option to send your application documents via email. If you agree and send your application documents, your personal data will be recorded in our applicant management system Greenhouse Software Inc. Our aim is to facilitate the application process for you.
The data processing is based on Art. 6 (1) (b) GDPR. We need your personal data to process your application.

4. Application Profile

With your application, an internal application profile is created in Greenhouse. The data you enter in your application is recorded in the application profile. You can request to view or delete the stored data (e.g., CV) at any time via email.

a) Online Application
In the online application, you can independently enter or upload the following data in the online form:

  • Personal information (e.g., first name, last name, email, phone number, place of residence)
  • Application documents (e.g., CV, cover letter)
  • Other application information (e.g., salary expectation, start date, notice period, willingness to relocate, work permit, languages)

The mandatory fields in the online application are marked with an asterisk on the application portal.

b) Other Application Forms (e.g., Email, Mail)
For any other form of application, we record the relevant information from the application and scan the application documents. For paper applications, your application will be destroyed after the information is recorded in our system.

Creating an application profile serves to carry out the respective application process. The data processing is based on Art. 6 (1) (b) GDPR.

5. Transfer of Application Data within the 1&1 Mail & Media Group

We also offer you the option to choose that your application be reviewed not only for the specific job posting but also be passed on to other recruiting teams within the 1&1 Mail & Media Group if there is a similar open position. This will only happen if you have given us your consent.

If you agree to the use of your application documents for other job postings, the personal data contained in your application will be processed by the 1&1 Mail & Media Group for the purpose of managing the responsible entity's recruitment-related activities, including analyzing suitability for other open positions of the responsible entity, organizing and conducting interviews and tests for these positions, evaluating and assessing the results, and as otherwise necessary in the recruitment and hiring process. The processing is based on Art. 6 (1) (a) GDPR on your consent, which you give by activating the checkbox.

Your personal data will be transferred to Greenhouse Software Inc., a cloud service provider based in the United States, which is commissioned by the responsible entity to manage its recruitment and hiring process on behalf of the responsible entity. If you are located outside the United States, your personal data will be transferred to the United States when you submit it through this website. The data transfer is based on appropriate safeguards in accordance with Art. 46 (1) GDPR, particularly based on the EU Commission's standard contractual clauses.

Information of the third-party provider: Greenhouse Software Inc. 18 West 18th Street, 11th Fl. New York, NY 10011, USA

Privacy Policy of Greenhouse: https://www.greenhouse.com/de/privacy-policy

You can obtain a copy of the standard contractual clauses by contacting us at jobs@mail-and-media.com.

III. Data Storage and Deletion

Your personal data will be stored by us for the duration of the application process and for a period of 6 months after the conclusion of the application process (e.g., rejection or employment). If you have given us your consent to store your application documents for longer or in our talent pool, the data will be stored for the duration specified in the consent. The processing is based on Art. 6 (1) (b) GDPR.

We are legally obligated to comply with the deletion periods for applicant data in accordance with § 15 (4) AGG (German General Equal Treatment Act).

After the specified retention period, your personal data will be deleted or anonymized.

I. Your Personal Data and Processing Purposes

1. General

With your consent, we store your application data in our talent pool. This allows us to contact you for suitable job opportunities that match your profile in the future. This process includes storing your personal data, evaluating your application data, and sending you notifications about potential job opportunities.

2. Consent and Revocation Option

Participation in the talent pool is voluntary and based on your explicit consent according to Art. 6 (1) (a) GDPR. You can revoke your consent at any time, without giving reasons, by contacting us at jobs@mail-and-media.com.

The revocation does not affect the lawfulness of the processing based on consent before its withdrawal.

II. Data Storage and Deletion

The personal data you provide for the talent pool will be stored for a period of 12 months unless you withdraw your consent earlier. After this period, the data will be deleted or anonymized unless there is a legal obligation to retain it.

III. Access Options within the 1&1 Mail & Media Group

Your data in the talent pool can be accessed by the relevant HR departments and hiring managers within the 1&1 Mail & Media Group to evaluate your suitability for current or future job openings.

PART C: OTHER PROCESSING OPERATIONS

I. Visiting the Career Portal

When you visit our career portal, we collect and store data that your browser automatically transmits to us, such as your IP address, date and time of the request, browser type, and operating system. This data is necessary to display the website correctly and to ensure its stability and security (Art. 6 (1) (f) GDPR).

II. Cookies

We use cookies on our career portal to make our website user-friendly and to enable the use of certain functions. Cookies are small text files stored on your computer by your browser. You can configure your browser settings to block cookies or to alert you when cookies are being sent. However, if you do so, some parts of our website may not work properly.

III. International Data Transfer

Personal data collected through the career portal is transferred to and processed by Greenhouse Software Inc. in the United States. This transfer is based on standard contractual clauses to ensure adequate data protection (Art. 46 (1) GDPR).

IV. Sanctions List Check

To comply with legal requirements, we check your data against sanctions lists. This processing is based on Art. 6 (1) (c) GDPR to fulfill a legal obligation.

PART D: YOUR RIGHTS AND INFORMATION ON THE DATA PROTECTION OFFICER

You have the following rights regarding your personal data:

  • Right to access (Art. 15 GDPR): You can request information about the personal data we process.

  • Right to rectification (Art. 16 GDPR): You can request the correction of incorrect or incomplete data.

  • Right to erasure (Art. 17 GDPR): You can request the deletion of your data under certain conditions.

  • Right to restriction of processing (Art. 18 GDPR): You can request the restriction of data processing under certain conditions.

  • Right to data portability (Art. 20 GDPR): You can request to receive your data in a structured, commonly used, and machine-readable format or to have it transferred to another controller.

  • Right to object (Art. 21 GDPR): You can object to the processing of your data based on legitimate interests.

You also have the right to lodge a complaint with a supervisory authority if you believe that the processing of your data violates data protection law (Art. 77 GDPR).

For questions about the processing of your personal data, you can contact our data protection officer at:

Data Protection Officer

1&1 Mail & Media Applications SE
Markus Kadelke
Elgendorfer Str. 57
56410 Montabaur
E-Mail: info@mail-and-media.com

I. General Obligations of Users

Users of our career portal must provide accurate and complete information during the application process and must not violate any applicable laws or the rights of third parties.

II. Responsibility

We are not liable for any damages resulting from the use of the career portal, unless they are caused by intent or gross negligence.

III. Violation of the Terms of Use

In case of a violation of these terms of use, we reserve the right to exclude the user from the application process and to take legal action if necessary.

Date: July 2024

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