Information about data processing
V2 (022024)
Claranet uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by Claranet.
Shared responsibility
With regard to interaction within the company account of Claranet, Claranet and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
Data processing by New Work SE
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with Claranet, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
Job applications with onlyfy one
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
Pausing your online application
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of Claranet in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to Claranet only.
Visibility of your data
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
Notes on the special functions of onlyfy one
Calendar function
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
WhatsApp application
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
Applicability of the Swiss Federal Data Protection Act (FADP)
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
Data processing by ClaranetBelow you will find information from Claranet regarding the data processing for which Claranet is solely responsible or is responsible within the scope of joint responsibility with New Work SE.
Transparency and trustworthy handling of your personal data is an important basis for good cooperation. We therefore inform you about how we process your data and how you can exercise the rights to which you are entitled under the General Data Protection Regulation (GDPR). The following information provides you with an overview of the collection and processing of your personal data in connection with the application process. Please read this privacy policy carefully before you apply to us.
1. data protection contact If you have any questions about data processing, please contact us at datenschutz@claranet.com or the customer's data protection officer
2. What is personal data? According to Art. 4 No. 1 GDPR, personal data means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
3. What data is processed? The following data or data categories are processed in order to carry out the application process
Applicant master data (first name, surname, title, e-mail address, telephone number, address, date of birth, citizenship)
Qualification data (cover letter, letter of motivation, CV, previous activities, professional qualifications and competences)
Voluntary information, such as an application photo, information on severe disability or other information that you voluntarily provide us with in your application or upload voluntarily
additional questions depending on the respective job advertisement (e.g. driving licence, citizenship)
communication between you and us as well as comments and evaluations that are written about you during the application process
Other data/data categories, e.g. publicly accessible, job-related data, e.g. a profile on professional social media networks such as XING or LinkedIn (can be customised by the customer if necessary)
Special categories of personal data: If you provide information in your application documents that contains special categories of personal data within the meaning of Art. 9 para. 1 GDPR (e.g. information that allows conclusions to be drawn about your sexual orientation; information about your health; information that allows conclusions to be drawn about your ethnic origin or religion), we will also only process this data to the extent permitted by law.
4. For what purposes do we process your data and on what legal basis? Data processing for the purposes of the employment relationship
Your personal data is processed for the purposes of personnel selection to fill vacancies, i.e. to initiate an employment contract. The necessity and scope of the data collection depend, among other things, on the position to be filled. If your desired position involves the performance of particularly confidential tasks, increased personal and/or financial responsibility, or is linked to certain physical and health requirements, more extensive data collection may be necessary. Your data may also be used to remind you to complete your application. The legal basis is § 26 para. 1 of the Federal Data Protection Act (BDSG).
Consent - Art. 6 para. 1 lit. a and Art. 9 para. 2 lit. a GDPR, Section 26 para. 2 BDSG
If you have given us your voluntary consent to the processing of certain personal data, this consent forms the legal basis for the processing of this data.
In the following cases (customisation by the customer, if applicable), we process your personal data on the basis of your consent:
To longer data storage for our company, i.e. we store the application documents in our company account beyond the current application procedure for consideration in later application procedures of our company.
To be supplemented by the company: if necessary, further processing(s) based on consent (e.g. forwarding the documents to other group companies/group-wide applicant pool, sending feedback questionnaires). The data that you have already provided in the application process will be processed for this purpose.
If we base data processing on your consent, you have the right to withdraw your consent at any time with effect for the future. If possible, please send your cancellation by e-mail to datenschutz@claranet.com. The legality of the processing of your data up to the time of revocation remains unaffected.
Data processing on the basis of legitimate interest - Art. 6 para. 1 lit. f GDPR
In certain cases, we process your data to protect our legitimate interests or those of third parties. A legitimate interest exists, for example, if your data is required for the assertion, exercise or defence of legal claims in the context of the application process (e.g. claims under the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidence purposes.
Feedback questionnaire
In order to optimise our application processes and improve us as an employer, we offer you the opportunity to provide your personal feedback. For this purpose, we will send you a feedback questionnaire (with prior consent - to be adapted by customers) to the e-mail address you have provided. If you take part in the survey, onlyfy one (see point 5 ‘Who will your data be passed on to?’) will record the feedback, position title and location of the position as well as the job category and, if applicable, the type of employment for which you have applied. This information is then transmitted to kununu and possibly other verified review platforms and published there without mentioning your name. Please note, however, that others, e.g. your employer, may be able to identify you based on the information you provide in the published feedback.
5. Who will your data be passed on to? Your data is mainly processed by our HR department. However, other internal and external parties may also be involved in the processing of your data.
Internal bodies may be specialised departments or divisions or the works council of our company.
We use New Work SE as an external service provider. New Work SE, Strandkai 1, 20457 Hamburg, Germany, operates onlyfy one, the online platform we use to bring talents and companies together. You can find more information about onlyfy one above.
If you apply via onlyfy one, your personal data will be recorded directly in onlyfy one. We can also transfer your data to onlyfy one in the event of a postal or e-mail application.
6. How long will your data be stored in our onlyfy one company account? We store your personal data for as long as is necessary to make a decision about your application. If an employment relationship between you and us does not materialise, we may continue to store data for as long as this is necessary for the defence against possible legal claims. As a rule, your data will be deleted within [six] months of the end of the application process for our company.
If no employment relationship is established, but you have given us your consent for the further storage of your data (‘applicant pool of Claranet’), we will store your data until you withdraw your consent, but for a maximum of [three] further years. We may also store your data for a longer period for the purpose of defence against possible legal claims if there is a specific reason to do so.
If you withdraw your application before the end of the application process, i.e. delete your data and your account, the stored data will be blocked for the period of the ongoing application process and deleted after [six] months after the end of the application process for our company.
If you do not make any further changes to your candidate profile, e.g. complete an ongoing application, start a new application or change the data of an existing application, your data will be deleted within [six] months of the end of the last active application process for our company.
If you no longer use your candidate profile and have not given your consent to longer data storage in our applicant pool, the data will be deleted within [six] months of the end of the application process for our company.
You can request the deletion of your candidate profile and your application documents at any time. After the deletion request has been made, you will be informed of the exact deletion date and your data will be automatically deleted in accordance with the conditions set out in this Privacy Policy. (if necessary, customisation by the customer)
7. what rights do you have in connection with the processing of your data? You can request information about whether we have stored personal data about you. If you wish, we will tell you what data is involved, the purposes for which the data is processed, to whom this data is disclosed, how long the data is stored and what other rights you have in relation to this data.
You also have the right to have your data rectified or erased. You may also request that we provide all personal data that you have provided to us in a structured, commonly used and machine-readable format either to you or to a person or company of your choice.
You also have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you. As part of the application process, we do not use exclusively automated processing for decision-making.
You also have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) of Article 6(1) GDPR (data processing in the public interest) or point (f) of Article 6(1) GDPR (data processing for the purposes of a legitimate interest), including profiling based on those provisions. 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 serves the establishment, exercise or defence of legal claims.
You also have the right to lodge a complaint with the competent data protection supervisory authority.
To exercise your rights, you can contact us by email at datenschutz@claranet.com. We will process your requests immediately and in accordance with the legal requirements and inform you of the measures we have taken or will take.
8. is there an obligation to provide your personal data? The provision of personal data is neither legally nor contractually required, nor are you obliged to provide the personal data. However, the provision of personal data is necessary to carry out the application process. This means that if you do not provide us with personal data when applying, we will not be able to carry out the application process.
