Privacy policy for job applications

– Information pursuant to Articles 13, 14 and 21 of the General Data Protection Regulation (‘GDPR’) –

Last updated: 15 November 2022

We look forward to getting to know you. It doesn't matter whether you've made a speculative application for one of our vacancies or you've caught our eye as a talent: protecting your privacy is important to us. We therefore detail in the following how we process your personal data in connection with the application process. We also explain the rights you have to protect your data.

The controller responsible for the processing of your data is:

Flip GmbH

Rotebühlstrasse 50
70178 Stuttgart
Germany

Email: contact@getflip.com

You can reach our data protection officer at the following contact details:

Flip GmbH

Rotebühlstrasse 50
70178 Stuttgart
Germany

Mail: datenschutz@flipapp.de

When you visit our website, we process personal data. You can find more information in our general privacy policy.

You have the opportunity to apply for our vacancies via our website. For this purpose, an application form with mandatory and voluntary information is available.

3.1 What data do we process?

When you use the application form on our website, we process the following data:

• first name and last name

• email address

• telephone number

• details that we can take from your uploaded CV (e.g. address, education and training)

• indication of your desired annual salary

You also have the option of voluntarily providing us with additional information via the application form. If you use this function, we also process the following data:

• if applicable, information we can gather from your uploaded cover letter (e.g. previous employers, professional skills and goals)

• if applicable, the URL to your LinkedIn profile and information that you have made publicly available on your LinkedIn profile

• if applicable, the URL of your website as well as information that you have made publicly available on your website (e.g. previous projects, clients, publications)

In the course of the subsequent application process, further personal data may also be processed in connection with the processing of your application. These include, for example:

• your date and place of birth

• your nationality

• further information on your qualifications and skills (e.g. letters of recommendation, references, proof of existing work experience)

• bank details

• if applicable, special categories of personal data pursuant to Article 9 (1) GDPR (e.g. health data, if a determination of health suitability for the position is required)

3.2 For what purpose is the data processed and on what legal basis?

We process your data to decide on the establishment of an employment relationship. The legal basis for the processing is Section 26 (1) of the Federal Data Protection Act (BDSG) in conjunction with Article 88 (1) GDPR and Article 6 (1) (1) (b) GDPR.

We process special categories of personal data within the meaning of Article 9 (1) of the GDPR (in particular health data) in the exercise of rights and the fulfilment of obligations under employment law and social law (e.g. recording of a severe disability). The legal basis for this is Article 9 (2) (b) GDPR in conjunction with Section 26 (3) BDSG. In exceptional cases, the processing of health data may also be relevant for the assessment of your ability to work (Article 9 (2) (h) GDPR in conjunction with Section 22 (1) (b) BDSG).

If your profile matches one of our open job descriptions, we may contact you personally (“active sourcing”).

4.1 What data do we process?

When we contact you for the purpose of filling a vacancy, various personal data may be processed. These include, for example:

• first name and last name

• contact details (e.g. email address, telephone number)

• information on your qualifications and skills (e.g. education and training)

• in accordance with the respective operator's terms of use, data that you have provided about yourself in publicly accessible online networks or platforms with a professional focus.

In the course of the subsequent application process, further personal data may also be processed in connection with the processing of your application. These include, for example:

• your date and place of birth

• your nationality

• further information on your qualifications and skills (e.g. letters of recommendation, references, proof of existing work experience)

• bank details

• if applicable, special categories of personal data pursuant to Article 9 (1) GDPR (e.g. health data, if a determination of health suitability for the position is required)

4.2. For what purpose is the data processed and on what legal basis?

We process your data in order to contact you about job offers in our company. We are interested in approaching suitable candidates regarding vacancies in our company. The processing is carried out on the basis of a balancing of interests according to Article 6 (1) (1) (f) GDPR, which always takes your interests into account.

If you are interested in the vacancy and would like to discuss it further, we may also process your data for the subsequent decision on the establishment of an employment relationship. The legal basis for the processing is Section 26 (1) of the BDSG in conjunction with Article 88 (1) GDPR and Article 6 (1) (1) (b) GDPR.

We process special categories of personal data within the meaning of Article 9 (1) of the GDPR (in particular health data) in the exercise of rights and the fulfilment of obligations under employment law and social law (e.g. recording of a severe disability). The legal basis for this is Article 9 (2) (b) GDPR in conjunction with Section 26 (3) BDSG. In exceptional cases, the processing of health data may also be relevant for the assessment of your ability to work (Article 9 (2) (h) GDPR in conjunction with Section 22 (1) (b) BDSG).

Your personal data will only be processed for the purpose of the application procedure or recruiting measures and then deleted (see Section 6). However, with consent, you have the option of having some of your personal data included in our talent pool at a later date, so that we may contact you in the future about suitable vacancies.

5.1 What data do we process?

If you want to be included in our talent pool, we process various personal data. The data will not be passed on to third parties. Personal data includes, for example:

·       first name and last name

·       your date and place of birth

·       contact details (e.g. email address, telephone number)

·       information on your qualifications and skills (e.g. education and training)

5.2 For what purpose is the data processed and on what legal basis?

We process your data in order to contact you in the future about interesting job offers in our company. The processing is based on consent pursuant to Article 6 (1) (1) (a) GDPR. Once you have given your consent, you can revoke it at any time. Please note that your revocation is only valid for the future. Processing that took place before the revocation remains unaffected.

We will delete your personal data as soon as it is no longer required for the above-mentioned purposes:

If you are hired, we store your data for the duration of the employment relationship.

If the application process is completed without us hiring you, we will delete your data no more than four months later, unless you have consented to be included in our talent pool.

Finally, the storage period is also assessed according to the statutory limitation periods, which, for example, according to Section 195 et seq. of the German Civil Code (BGB), are usually three years, but in certain cases can be up to thirty years.

Within the company, your data will be accessed by those departments that need it to process your application and to fulfil their legal obligations (e.g. the HR department and managers).

We use software solutions from Greenhouse Software, Inc, 18 West 18th St, 11th Floor, New York, NY 10011 USA (“Greenhouse”) for our application management. Greenhouse receives some of your personal data as a processor appointed by us (Article 28 GDPR) and is then strictly bound by our instructions when handling your personal data.

When processing your data within the scope of the Greenhouse service used for application management (see Section 7), your data will be transferred to third countries. We have agreed so-called standard data protection clauses pursuant to Article 46 (1), (2) (c) GDPR with Greenhouse, the purpose of which is to ensure compliance with an adequate level of data protection in the third country. Please contact our data protection officer if you would like to receive a copy of the standard data protection clauses.

You have the following rights to protect your personal data:

·       the right of access in accordance with Article 15 GDPR;

·       the right to rectification in accordance with Article 16 GDPR;

·       the right to erasure in accordance with Article 17 GDPR;

·       the right to restrict processing in accordance with Article 18 GDPR; and

·       the right to data portability in accordance with Article 20 GDPR.

The restrictions according to Sections 34, 35 of the BDSG apply to the right of access and the right to erasure.

You also have the option of submitting a complaint about data protection issues to our data protection officer or, pursuant to Article 77 GDPR in conjunction with Section 19 BDSG, to a data protection supervisory authority.

If the processing of personal data is based on your consent pursuant to Article 6 (1) (a) GDPR or Article 9 (2) (a) GDPR, you can revoke this consent at any time. The revocation shall not affect the lawfulness of processing carried out on the basis of the consent up until the revocation.

Sometimes, it may be necessary for you to provide us with personal data in order to establish an employment relationship. Failure to provide personal data may result in us being unable to take this information into account when making a recruitment decision.

Please note that the provision of personal data in the context of the employment relationship may be required by law or contract. Failure to provide such data may potentially have adverse consequences for you.

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6 (1) (1) (e) GDPR (data processing in the public interest) and Article 6 (1) (1) (f) GDPR (data processing on the basis of a balance of interests).

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

The objection can be made informally to the contact details given in the job advertisement.

We do not process your data for automated decisions in individual cases.

Flip GmbH

Rotebühlstr. 50

70178 Stuttgart

Germany

Mail: datenschutz@flipapp.de