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

Dear applicant,
Thank you for your interest in our company. In accordance with the requirements of Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of personal data provided by you as part of the application process and, if applicable, collected by us, and your rights in this regard. To ensure that you are fully informed about the processing of your personal data as part of the application process, please take note of the following information.

1. CONTROLLER IN THE CONTEXT OF DATA PROTECTION LAW
KINGSTONE Investment Management GmbH
Promenadeplatz 10
80333 München
datenschutz@kingstone-re.com
https://kingstone-re.com/

2. CONTACT DATA OF OUR DATA PROTECTION OFFICER
PROLIANCE GmbH
Datenschutzbeauftragter
Leopoldstr. 21
80802 München
datenschutzbeauftragter@proliance.ai

3. PURPOSES AND LEGAL BASIS OF PROCESSING
We process your personal data in accordance with the provisions of the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG), insofar as it is required for the employment relationship. The legal basis for this is Art. 88 GDPR in conjunction with § 26 BDSG, if the processing is necessary for the decision about initiating an employment relationship.
Furthermore, we may process your personal data if this is necessary for the fulfillment of legal obligations (Art. 6 (1) lit. c GDPR) or for the defense or assertion of legal claims. The legal basis for this is Art. 6 (1) lit. f GDPR. The legitimate interest is, for example, an obligation to provide evidence in proceedings under the General Equal Treatment Act (AGG).
If you give us express consent to process personal data for specific purposes, the lawfulness of this processing is based on your consent pursuant to § 26 (2) BDSG. Given consent can be revoked at any time with effect for the future (see Section 9 of this information).
If an employment relationship is concluded with you, we may process the personal data you have already provided as part of the application procedure pursuant to Art. 88 GDPR in conjunction with § 26 BDSG for the purposes of the employment relationship, insofar as this is necessary for the initiation, implementation or termination of the employment relationship. Furthermore, we may process such data for the purpose of exercising or fulfilling the rights and obligations of the representative body of employees resulting from a law, collective bargaining agreement, works agreement or a service agreement.

4. CATEGORIES OF PERSONAL DATA
We only process data that is related to your application. This may be general data about you (name, address, contact details, etc.), information about your professional qualifications and education, information about professional training and other data that you may provide us with within the context of your application.

5. SOURCES OF DATA
We process personal data which we receive from you by mail, e-mail or via the application form on our website during your application and our communication with each other.

6. RECIPIENTS OF DATA
Within our company, we only pass on your personal data to those areas and individuals who require this data to fulfill contractual and legal obligations or to implement our legitimate interests.
We may transfer your personal data to affiliated companies to the extent that this is permissible within the scope of the purposes and legal bases set out in section 3 of this information.
If your personal data is processed on our behalf, this processing is performed based on data processing agreements pursuant to Art. 28 of the GDPR. In these cases, we ensure that the processing of personal data is carried out according to the provisions of the GDPR. The categories of recipients in this case are internet service providers and providers of applicant management systems and -software.
Otherwise, data is only passed on to recipients outside the company if this is permitted or required by law, if the transfer is necessary for processing and thus fulfilling the employment contract, if we have your consent or if we are authorized to provide information.

7. TRANSFER TO A THIRD COUNTRY
A transfer to a third country (outside the EEA) is not intended .

8. STORAGE PERIOD
We store your personal data as long as this is necessary for the decision on your application. Your personal data or application documents will be deleted no later than six months after the end of the application process (e.g. upon notification of the rejection decision), unless longer storage is required or permitted by law. We store your personal data beyond this only to the extent that this is required by law or in a specific case for the assertion, exercise or defense of legal claims for the duration of a legal dispute.
If you have consented to a longer storage of your personal data, we will store it in accordance with your declaration of consent.
If an employment, training or internship relationship is established following the application process, your data will initially continue to be stored to the extent necessary and permissible and will subsequently be transferred to the personnel file.

9. YOUR RIGHTS
Every data subject has the right of access pursuant to Art. 15 GDPR, the right to rectification pursuant to Art. 16 GDPR, the right to erasure pursuant to Art. 17 GDPR, the right to restriction of processing pursuant to Art. 18 GDPR, the right to notification pursuant to Art. 19 GDPR and the right to data portability pursuant to Art. 20 GDPR.
In addition, you have the right to lodge a complaint with a data protection supervisory authority pursuant to Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right to lodge a complaint with a supervisory authority shall be without prejudice to any other administrative or judicial remedy.
If the processing of data takes place based on your consent, you are entitled to withdraw your consent to the use of your personal data at any time in accordance with Art. 7 GDPR. Please note that the withdrawal will only take effect in the future. Processing that took place before the revocation is not affected by this. Please also note that we may need to retain certain data for a period of time to comply with legal requirements (see Section 8 of this information).

Right to object
If your personal data is processed in accordance with Art 6 (1) lit. f GDPR to safeguard legitimate interests, you have the right, pursuant to article 21 GDPR, to object to the processing of this data at any time for reasons arising from your particular situation. We will then no longer process this personal data unless we can prove compelling reasons for the processing. These must outweigh your interests, rights and freedoms; or the processing must serve the assertion, exercise or defense of legal claims.
To exercise your rights, you can contact us using the contact details provided in section 1.

10. NECESSITY OF PROVIDING PERSONAL DATA
The provision of personal data for the application process is voluntary. However, we can only consider your application if you provide personal data that is required for the application process.

11. AUTOMATED DECISION-MAKING
The decision about your application/ possible employment is not exclusively based on automated processing. Hence, no automated decision in individual cases within the meaning of Art. 22 GDPR takes place.
In addition to this data privacy statement, please view our general data privacy statement at https://www.kingstone-im.com/datenschutzerklaerung/

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.