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

**General**

We provide you with this privacy policy, which exclusively relates to the data collected as part of the online application process, to inform you about how we handle your personal data collected during the application process.

**Controller**

The controller within the meaning of data protection law is:
Managing Director Ms. Johanna Braun
HEART MOVEMENT GMBH, Valentinskamp 88, 20355 Hamburg
Tel.: +49 (40) 64835388 Email: info@urbanheroes.com
Registration in the commercial register
Registration number: HRB 139761
Register court: Hamburg Local Court
Data Protection Officer: [Link to the German Federal Commissioner for Data Protection and Freedom of Information]

**Personal Data in the Application Process**

Personal data includes information about personal or factual circumstances of a specific or identifiable natural person. This includes information such as your name, address, telephone number, and date of birth, as well as data about your specific career path, etc., which can be attributed to a specific person with reasonable effort. Information that is not directly or indirectly associated with your real identity is not considered personal data.

**Legal Basis and Purposes for Processing Personal Data in Applications and the Application Process**

If you apply to us electronically, i.e., by email or through our web form, we collect and process your personal data for the purpose of processing the application process and conducting pre-contractual measures. By submitting an application on our recruiting page, you express your interest in wanting to take up employment with us. In this context, you provide us with personal data, which we use and store exclusively for the purpose of your job search/application. In particular, the following data is collected:

- Name (first and last name)
- Date of birth
- Email address
- Phone number
- LinkedIn profile (optional)
- Channel through which you became aware of us
Additionally, you have the opportunity to upload meaningful documents such as a cover letter, your resume, and certificates. These may contain additional personal data such as date of birth, address, etc. Only authorized employees from the HR department or employees involved in the application process have access to your data. The storage of personal data generally only occurs for the purpose of filling the vacant position for which you have applied. Your data will be stored for a period of 180 days beyond the end of the application process. This is usually done to fulfill legal obligations or to defend against any claims arising from legal regulations. Afterwards, we are obliged to delete or anonymize your data. In this case, the data is only available to us as metadata without direct personal reference for statistical evaluations (for example, the percentage of female vs. male applicants, number of applications per period, etc.).

Furthermore, we reserve the right to store your data for inclusion in our "Talent Pool" for 720 days after the end of the application process to identify any further interesting positions for you. This also applies, for example, to applications for apprenticeships or internships. By accepting the privacy policy, you consent to the possible further storage of your data and inclusion in our "Talent Pool". If you receive an offer for employment with us as part of the application process and accept it, we will store the personal data collected as part of the application process for at least the duration of the employment relationship.

**Disclosure of Data to Third Parties**

The data transmitted as part of your application is transferred via TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers personnel administration and applicant management software. Personio is our data processor under Art. 28 GDPR. The basis for processing is a contract for order processing between us as the responsible party and Personio.

**Rights of Data Subjects**

If personal data is processed by us as the responsible party, 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 purpose of the processing, including, if applicable, the right to information (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to data portability (Art. 20 GDPR), and the right to object (Art. 21 GDPR). If the processing of personal data is based on your consent, you have the right to revoke this data protection consent in accordance with Art. 7 III GDPR. Please contact our data protection officer (see section 2) to exercise your rights as a data subject regarding the data processed in this online application process.

**Final Provisions**

We reserve the right to adapt this privacy policy at any time to ensure that it always complies with current legal requirements or to reflect changes in the application process or similar. For any subsequent visits to this recruiting page or new applications, the new privacy policy will apply. In addition to this privacy policy, you can also view our general privacy policy at [https://www.urbanheroes.com/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.