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

General Information

This Privacy Notice explains how Lumics GmbH & Co. KG collects, processes, and protects your personal data during our online recruitment process.

Data Controller

The data controller responsible for processing your personal data is:
Lumics GmbH & Co. KG
Weg beim Jäger 193
22335 Hamburg
Germany
Commercial Register: HRA 116395
Register Court: Hamburg Local Court (Amtsgericht Hamburg)
Data Protection Contact
Sandra Lehmann
Email: Sandra.Lehmann@lumics-consulting.de

Personal Data in the Recruitment Process

Personal data refers to any information relating to an identified or identifiable individual. This includes, for example, your name, address, telephone number, date of birth, and information about your professional background. Information that cannot be linked to an individual is not considered personal data.

Legal Basis and Purpose of Processing

When you apply for a position with us electronically, whether through our application portal or by email, we collect and process your personal data for the purpose of managing the recruitment process and taking steps prior to entering into an employment contract. The legal basis for this processing is Article 6(1)(b) GDPR.
If we retain your profile in our Talent Pool for future career opportunities, we do so based on your consent in accordance with Article 6(1)(a) GDPR.
By submitting an application through our recruiting platform, you express your interest in employment with Lumics. Your personal data will be used solely for evaluating and processing your application.
The data we may collect includes:

First and last name
Email address
Telephone number
LinkedIn profile (optional)
Information on how you learned about Lumics

You may also upload documents such as a cover letter, résumé/CV, certificates, or references, which may contain additional personal information, such as your date of birth or address.
Access to your data is restricted to authorized HR personnel and employees involved in the recruitment process.

Data Retention

Your personal data will generally be stored only for the purpose of filling the position for which you have applied.
Application data will be retained for 120 days after the completion of the recruitment process to allow us to respond to any follow-up questions or legal requirements. After this period, your data will be permanently deleted or anonymized. Non-personal statistical data may be retained for analytical purposes.
With your consent, we may also retain your data in our Talent Pool for up to 365 days after the completion of the recruitment process. This allows us to contact you regarding future career opportunities that may match your profile. By accepting this Privacy Notice, you consent to the storage of your data for this purpose.
If you accept an offer of employment, the personal data collected during the recruitment process will become part of your employee record and will be retained for the duration of your employment and as required by applicable law.

Disclosure of Data to Third Parties

Data submitted as part of your application is transmitted using TLS encryption and stored in a secure database operated by Personio GmbH, our recruitment software provider. Personio acts as a data processor on our behalf in accordance with Article 28 GDPR under a Data Processing Agreement.
In addition, your data may be shared within Lumics or with trusted service providers where necessary to comply with legal obligations or to pursue our legitimate business interests.
Any transfer of personal data to countries outside the European Economic Area (EEA) will take place only in accordance with applicable data protection laws, including the use of EU Standard Contractual Clauses or other approved safeguards where required.

Your Rights

Under applicable data protection laws, you may have the following rights:

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

Where processing is based on your consent, you may withdraw that consent at any time with future effect (Art. 7 GDPR).
To exercise your rights, please contact:
datenschutz@dlh.de

Final Provisions

We reserve the right to update this Privacy Notice at any time to reflect changes in legal requirements or our recruitment processes. The version of the Privacy Notice available at the time of your application or subsequent visit to our recruiting website shall apply.
For more information about how we process personal data, please refer to our general Privacy Notice available on our website:
https://lumics-consulting.de/datenschutz

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.