General Information

We provide you with this Privacy Notice, which exclusively relates to the data collected as part of the online application process, in order to inform you about how we handle the personal data collected during your application process.

Data Controller

The controller responsible for data processing within the meaning of data protection law is:

portagon GmbH
Baseler Straße 48
60329 Frankfurt am Main, Germany
Phone: +49 (0) 69 710 403 19

Commercial Register Information
Registration Number: HRB 102616
Register Court: Local Court (Amtsgericht) Frankfurt am Main

Data Protection Officer
Dr. Jörg Buschbaum
datenschutz@portagon.com

Personal Data in the Application Process

Personal data means any information relating to an identified or identifiable natural person. This includes information such as your name, address, telephone number, and date of birth, as well as details regarding your professional background and career history that can reasonably be attributed to a specific individual. Information that cannot be linked, directly or indirectly, to your actual identity does not constitute personal data.

Legal Basis and Purpose of Processing Personal Data During the Application Process

If you apply electronically, either by email or through our web application 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 via our recruiting page, you express your interest in obtaining 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 and application.

In particular, the following data may be collected:

First and last name
Email address
Telephone number
LinkedIn profile (optional)
Source through which you became aware of us

You also have the option to upload supporting documents such as a cover letter, CV/résumé, and certificates or references. These documents may contain additional personal data, such as your date of birth, address, and similar information.

Access to your data is restricted to authorized employees within the HR department and employees involved in the recruitment process.

As a general rule, your personal data will be stored solely for the purpose of filling the vacancy for which you have applied.

Your data will be retained for a period of 180 days after the completion of the application process. This is generally done to fulfill legal obligations and to defend against potential claims arising under statutory provisions. After this period, we are obliged to delete or anonymize your data. In such cases, the data will only be available to us as anonymized metadata for statistical analyses (e.g., the proportion of female and male applicants, the number of applications received during a certain period, etc.).

Furthermore, we reserve the right to store your data in our Talent Pool for 360 days after the conclusion of the application process in order to identify potential future opportunities that may be of interest to you. This also applies, for example, to applications for internships or trainee positions. By accepting this Privacy Notice, you consent to the extended storage of your data and its inclusion in our Talent Pool.

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

Disclosure of Data to Third Parties

The data transmitted as part of your application is transferred using TLS encryption and stored in a database.

This database is operated by Personio GmbH, a provider of HR management and applicant tracking software (https://www.personio.com/legal-notice/).

In this context, Personio acts as our data processor pursuant to Article 28 GDPR. The legal basis for this processing is a Data Processing Agreement concluded between us as the data controller and Personio.

Data Subject Rights

Where we process personal data as the controller, you, as the data subject, have certain rights under Chapter III of the General Data Protection Regulation (GDPR), depending on the legal basis and purpose of the processing. These rights may include in particular:

Right of access (Art. 15 GDPR)
Right to rectification (Art. 16 GDPR)
Right to erasure (Art. 17 GDPR)
Right to restriction of processing (Art. 18 GDPR)
Right to data portability (Art. 20 GDPR)
Right to object (Art. 21 GDPR)

Where the processing of personal data is based on your consent, you also have the right to withdraw your consent at any time in accordance with Art. 7(3) GDPR.

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

Final Provisions

We reserve the right to amend this Privacy Notice at any time to ensure compliance with current legal requirements or to reflect changes in the application process or similar circumstances. The updated Privacy Notice will apply to any future visits to this recruiting page and any future applications.

In addition to this Privacy Notice, you may also review our general Privacy Policy at:

https://www.portagon.com/en/privacy-policy/

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