Privacy Policy for Applicants

Privacy Policy for Applicants (Art. 13 GDPR)

The protection of personal data is important to us. We handle your personal data in accordance with the legal provisions of the European General Data Protection Regulation (GDPR) and all other applicable data protection laws.

Personal Data Processed by TeleMatrix During the Application Process:

As part of the online application process for the position of interviewer at TeleMatrix GmbH, we collect, process, and store various types of information about you.

The following information is required during the application process:

At the beginning, for the purpose of contacting you: your name, address, email address, phone number, possible start date, and your language skills. Optionally, you may indicate how you found out about the job posting.

During the further course of the application process, you will be asked to present a valid identification document via Microsoft Teams for verification purposes. If you do not hold citizenship of an EU country, you will also be asked to present your residence permit via Microsoft Teams.

During the application process, training sessions will take place. The evaluations of these trainings will be recorded.

If you are hired by TeleMatrix GmbH, the following additional personal data will be collected to enable the employment relationship:

• Date of birth
• Nationality
• For non-EU citizens: residence permit (including a copy)
• Disability status
• Current status (e.g., student, retiree, etc.)
• Other existing employment relationships
• Health insurance provider
• Tax identification number and social security number
• Bank account information
• Exemption from pension insurance (if applicable)
• Confirmation that all information provided is accurate

Purposes for Processing Personal Data:

Personal data is processed and stored solely for purposes directly related to your interest in working as an interviewer for TeleMatrix GmbH, the handling of your application, and potential employment.

Recipients or Categories of Recipients of the Personal Data:

Only employees who require access to your personal data for recruitment, selection, training, and onboarding processes have access to it. All employees involved in data processing are bound by confidentiality obligations.

All personal information you provide during the application process, as well as training evaluations, are stored exclusively by the HR management software provider aventini (aventini GmbH, Manfred-Wörner-Straße 115, 73037 Göppingen), and its technical service providers (processors under Art. 28 GDPR):

• imos Gesellschaft für Internet-Marketing und Online-Services mbH, Alfons-Feifel-Str. 9, 73037 Göppingen – IT and server infrastructure
• Energieversorgung Filstal GmbH & Co. KG, Großeislinger Str. 30, 73033 Göppingen – operation of portal web server in the data center

With the exception of email address and phone number used for contacting purposes, no data is exported from aventini or stored elsewhere.

Data processing occurs in the data center of EVF (Energieversorgung Filstal). Server operation is managed by imos GmbH. As an energy provider, EVF is subject to the German IT Security Act and is legally required to operate an information security management system in accordance with ISO 27001/27019. The data center is certified according to ISO 27001 and DIN EN 50600.

Use of Microsoft Teams and Potential Data Transfers to Third Countries:

In the later stages of the application process, Microsoft Teams is used by TeleMatrix GmbH (data controller under the GDPR) to conduct information sessions and training. You will also be asked to present your ID and, if applicable, your residence permit via Microsoft Teams to verify your identity.

Service provider: Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Carmanhall and Leopardstown, Dublin, D18 P521, Ireland.

It cannot be excluded that personal data may be transferred to Microsoft Corporation (One Microsoft Way, Redmond, WA 98052, USA). This constitutes a third country transfer.

The USA is covered by an adequacy decision of the European Commission, provided the receiving companies are certified. Microsoft Corporation is certified accordingly.

However, it cannot be ruled out that authorities may access your data or that your data subject rights may not be fully enforceable. Therefore, we must obtain your consent to use Microsoft Teams.

During a meeting, Microsoft Teams collects various information to ensure platform functionality and security.

Personal data processed by Microsoft Teams includes:

• IP address
• User information (e.g., display name, email address, profile picture (optional), preferred language)
• Meeting metadata (e.g., date, time, meeting ID, phone numbers, location)
• Text, audio, and video data entered or transmitted during the meeting

No recordings of training sessions are made. If you participate in meetings from your private home, we recommend using a virtual background. Data will be deleted as soon as it is no longer required for the stated purposes. User data from your personal Microsoft account will be deleted once the account is deleted.

A data processing agreement under Art. 28 GDPR has been concluded with Microsoft. No automated decision-making takes place.

You can revoke your consent at any time or leave the Microsoft Teams session.

Legal Basis for Processing Your Data During the Application Process:

When using our applicant portal, we collect and process your personal data on the basis of Art. 6(1)(b) GDPR for the purpose of handling your application and preparing an employment contract.

The use of Microsoft Teams is based on your consent and voluntary participation in the application process (Art. 6(1)(a) GDPR).

If we enter into an employment contract with you, the data provided will be processed on the basis of Art. 6(1)(b) GDPR and § 26(1) BDSG for purposes related to the employment relationship.

Data Retention Period:

If you are hired, your data will be stored in accordance with legal requirements for up to three years after the end of the calendar year in which the employment relationship ends, unless statutory retention periods require otherwise.

If no employment contract is concluded, we retain your data for up to six months after the position is filled or after sending the rejection notice. This extended retention serves our legitimate interest (Art. 6(1)(f) GDPR) in defending possible legal claims, especially those under the German Equal Treatment Act.

If you withdraw from the application process, you may delete your data yourself or request that we delete it.

Your GDPR Rights Regarding Your Personal Data:

You have the following rights under the GDPR:

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)

You have the right to request precise information about your personal data stored by us at any time and free of charge. You also have the right to demand that inaccurate data about you be corrected, that missing data be completed or that the stored data be completely or partially deleted. You can also restrict or block the processing of some or all of your data. This does not apply to data that is stored due to legal regulations or is required for proper business processing.

Right to data portability (Art. 20 GDPR)

You have the right to have the personal data we hold about you delivered to you or to an addressee designated by you in a commonly used, machine-readable format.

Right to object (Art. 21 GDPR)

You can object to data processing at any time. The data will then be deleted immediately.

Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

If you have any questions, problems or complaints about data protection, please contact the TeleMatrix data protection officer. However, TeleMatrix is legally obliged to inform you that you have the right to lodge a complaint with the competent supervisory authority. In the case of TeleMatrix, this is the Rhineland-Palatinate Data Protection Officer:

Supervisory Authority:

If you have questions, issues, or complaints related to data protection, please contact the TeleMatrix Data Protection Officer.

You also have the right to lodge a complaint with the responsible supervisory authority:

The Data Protection Commissioner for Rhineland-Palatinate

P.O. Box 30 40

55020 Mainz, Germany

Contact for Inquiries, Correction, Deletion, and Restriction:

Please send an email with your full name (for identification purposes) to

bewerbung@tele-matrix.de or by post to our mailing address.

We will confirm any correction, deletion, or restriction of your data by email or, if requested, by post.

Automated Decision-Making and Profiling:

No automated decision-making or profiling pursuant to Article 22 GDPR takes place.

Name and Contact Details of the Data Controller (pursuant to the GDPR):

TeleMatrix GmbH

Wilhelm-Theodor-Römheld-Str. 14

55130 Mainz, Germany

+49 (0) 6131 - 9072 - 3333

contact@tele-matrix.de

Contact Details of the TeleMatrix Data Protection Officer:

Johannes Gutmann

TeleMatrix GmbH

Wilhelm-Theodor-Römheld-Str. 14

55130 Mainz, Germany

+49 (0) 6131 - 9072 - 3004

datenschutz@tele-matrix.de