Prelucrarea datelor (personale) de către entitatea responsabilă cu procesul de candidatură online
1. General information
This data privacy statement applies to personal data collected in the context of our recruitment and hiring processes. It explains how we collect, use, and handle your personal data when you apply for or are considered for a position with us.
This privacy policy applies to all recruitment and application channels through which we may receive or process candidate data. This includes, but is not limited to, applications submitted via our careers website, email, online forms, professional networks (e.g., LinkedIn), referrals, university job portals, and any other platforms or sources.
It also applies in cases where we proactively approach potential candidates (e.g., via professional networks) and, following an initial interaction, process their personal data where permitted by applicable law, including creating a candidate profile or application record in our systems.
It also applies in cases where we proactively approach potential candidates (e.g., via professional networks) and, following an initial interaction, process their personal data where permitted by applicable law, including creating a candidate profile or application record in our systems.
2. The controller
The controller under data protection law is:
- Aily Labs GmbH
- Müllerstraße 27, 80469, München
- Commercial register entry number: HRB 257335
- Registration Court: Amtsgericht München
- Contact (Data Protection Officer): Privacy@ailylabs.com
3. Personal Data Processed
Personal data means any information relating to an identified or identifiable natural person. This includes, for example, your name, contact details, and information about your professional background and qualifications that can be used to identify you, directly or indirectly.
As part of the application process, we may process the following categories of data:
- First and last name
- Email address
- Phone number
- CV/resume and professional experience
- Education history
- Cover letter (if provided)
- LinkedIn profile or other professional links (optional)
- Source of application (e.g., job portal, referral, direct sourcing)
- Communication data (emails, messages, interview notes)
- Any additional information you voluntarily provide
You may also upload documents (e.g., CV, cover letter, references), which may include additional personal data such as date of birth or address.
4. Purpose and Legal Basis of Processing
We process your personal data, regardless of the channel through which it was collected, for the purpose of managing the application process and assessing your suitability for employment, including taking steps prior to entering into an employment contract.
Your data is processed primarily on the basis of Article 6(1)(b) GDPR (performance of pre-contractual measures) and, where applicable, Article 6(1)(f) GDPR (legitimate interests in conducting an efficient recruitment process). Our legitimate interests include identifying and recruiting suitable candidates and managing our hiring processes efficiently.
Access to your data is restricted to authorized HR personnel and employees involved in the recruitment process.
Your data is processed primarily on the basis of Article 6(1)(b) GDPR (performance of pre-contractual measures) and, where applicable, Article 6(1)(f) GDPR (legitimate interests in conducting an efficient recruitment process). Our legitimate interests include identifying and recruiting suitable candidates and managing our hiring processes efficiently.
Access to your data is restricted to authorized HR personnel and employees involved in the recruitment process.
By submitting an application or otherwise engaging with us in the context of a potential employment opportunity, you express your interest in employment with us and acknowledge the processing of your personal data for the purposes of the recruitment process as described in this privacy policy.
In cases where your data is provided through third parties (e.g., referrals) or where we proactively approach you, we will process your personal data only where a valid legal basis applies, including where processing is necessary for pre-contractual steps, based on our legitimate interests, or on the basis of your consent where required.
In cases where your data is provided through third parties (e.g., referrals) or where we proactively approach you, we will process your personal data only where a valid legal basis applies, including where processing is necessary for pre-contractual steps, based on our legitimate interests, or on the basis of your consent where required.
We do not make hiring decisions based solely on automated processing, including profiling, within the meaning of Article 22 GDPR.
5. Retention Period
Your personal data will generally be stored for 6 months after the conclusion of the application process.
This retention period allows us to comply with legal obligations and to defend against potential legal claims. After this period, your data will be deleted or anonymized. In case of anonymization, the data will only be retained in aggregated form without any personal reference (e.g., for statistical purposes).
If you consent to being included in our Talent Pool, we may retain and process your data for an additional period of up to 6 months after the conclusion of the application process for the purpose of considering you for future relevant opportunities.
If you accept an offer of employment, your data will be retained for the duration of your employment in accordance with applicable employee data policies.
This retention period allows us to comply with legal obligations and to defend against potential legal claims. After this period, your data will be deleted or anonymized. In case of anonymization, the data will only be retained in aggregated form without any personal reference (e.g., for statistical purposes).
If you consent to being included in our Talent Pool, we may retain and process your data for an additional period of up to 6 months after the conclusion of the application process for the purpose of considering you for future relevant opportunities.
If you accept an offer of employment, your data will be retained for the duration of your employment in accordance with applicable employee data policies.
6. Disclosure of Data to Third Parties
Data transmitted as part of your application will be transferred using encryption and stored in systems used to support our recruitment process. These include applicant tracking systems and communication and collaboration tools.
In particular, we use Personio GmbH as our applicant tracking system provider (https://www.personio.com/legal-notice/). In addition, we may use communication tools (e.g., email and video conferencing solutions) to conduct interviews and document the recruitment process.
These service providers act as data processors on our behalf under Article 28 GDPR and are bound by appropriate data processing agreements.
In particular, we use Personio GmbH as our applicant tracking system provider (https://www.personio.com/legal-notice/). In addition, we may use communication tools (e.g., email and video conferencing solutions) to conduct interviews and document the recruitment process.
These service providers act as data processors on our behalf under Article 28 GDPR and are bound by appropriate data processing agreements.
Where personal data is transferred to countries outside the European Economic Area, appropriate safeguards are implemented in accordance with applicable data protection laws, such as the use of Standard Contractual Clauses approved by the European Commission.
7. Your Rights
Under the GDPR, you have the following rights, subject to applicable conditions:
- 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)
If processing is based on your consent, you may withdraw it at any time (Art. 7(3) GDPR).
To exercise your rights, please contact our Data Protection Officer at the details above.
To exercise your rights, please contact our Data Protection Officer at the details above.
You also have the right to lodge a complaint with a supervisory data protection authority if you believe that the processing of your personal data violates applicable data protection law.
8. Updates to this Privacy Policy
We reserve the right to update this privacy policy at any time to reflect legal requirements or changes in our recruitment process. The version published on our careers page applies at the time of your application.
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