General Information
This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.
The Controller
The controller under data protection law is:
- Company name: Phenospex B.V
- Company Address: Jan Campertstraat 11 NL-6416 SG Heerlen
- Phone: (+31) 457 111 693
- Commercial register entry number: 54212677
- Registration Court: Maastricht
Data Protection Contact
For all questions regarding the processing of your personal data or to assert your rights as a data subject, please contact our designated HR department:
- Email: jobs@phenospex.com
- Address: Phenospex B.V, Attn: HR Department, Jan Campertstraat 11 NL-6416 SG Heerlen
Personal Data Collected as Part of the Application Process
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.
Fundamentals and Purposes of Processing Personal Data Collected
If you apply to us electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the sole purpose of executing the application process and preparing a potential employment contract.
By submitting an application, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.
In particular, the following data is collected during this process:
- Name (first and last names)
- E-mail address
- Phone number
- LinkedIn profile (optional)
- Furthermore, you can choose to upload expressive documents such as a cover letter, your CV, and reference letters. These may contain additional personal data such as date of birth, address, etc.
Only authorized HR staff and/or staff involved in the application process have access to your data.
Legal Basis for Processing
The legal basis for the processing of your personal data is:
- Preparation and Execution of a Contract: The processing is necessary to take steps at your request prior to entering into a contract, pursuant to Article 6(1)(b) of the GDPR.
- Compliance with Legal Obligations and Defense of Legal Claims: We may store data to fulfill legal requirements (e.g., non-discrimination laws) and for the establishment, exercise, or defense of legal claims, pursuant to Article 6(1)(f) of the GDPR (legitimate interest).
- Consent: The optional inclusion of your data in our Talent Pool is based on your explicit consent, pursuant to Article 6(1)(a) of the GDPR.
Data Retention and the Talent Pool
The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.
- Standard Retention Period: Your data will be stored for a period of 365 days after the application process has been concluded. This duration is maintained to comply with potential legal requirements and to allow us to defend ourselves against any claims arising from legal provisions, such as those related to anti-discrimination law. After this period, we are obligated to delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis.
- Talent Pool (Optional Consent): If you provide us with your separate, explicit consent, we reserve the right to store your data for an additional 365 days after the standard retention period has concluded (a total of up to 730 days) for the purpose of including it in our Talent Pool. This allows us to contact you regarding other future vacancies that may be of interest to you. You may withdraw this consent at any time, for any reason, by contacting our Data Protection Contact above.
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.
Disclosure of Data to Third Parties
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by
Personio GmbH, which offers a human resource and applicant management software solution [see
Personio legal notice].
In this context, Personio is our
processor under
Article 28 of the GDPR. The processing is based on a legally binding agreement for the processing of orders between us as the controller and Personio, ensuring your data is handled securely and only according to our instructions.
Rights of Data Subjects
If we as the controller process your personal data, you as the data subject have certain rights under
Chapter III of the EU General Data Protection Regulation (GDPR). These rights, depending on the legal basis and the purpose of the processing, include:
- Right of Access (Article 15 of the GDPR)
- Right to Rectification (Article 16 of the GDPR)
- Right to Erasure (Article 17 of the GDPR)
- Right to Restriction of Processing (Article 18 of the GDPR)
- Right to Data Portability (Article 20 of the GDPR)
- Right to Object (Article 21 of the GDPR): You have the right to object to processing based on legitimate interests (e.g., the 365-day retention for legal defense).
- Right to Withdraw Consent: If your data is processed with your consent (e.g., for the Talent Pool), you have the right to withdraw this consent at any time (Article 7 III of the GDPR).
To assert any of your rights as a data subject, please refer to our
Data Protection Contact listed above. You also have the right to lodge a complaint with a supervisory authority.
Concluding Provisions
We reserve 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 application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.
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.