1. General Information
This data protection statement applies exclusively to the data collected during the online job application process. It provides information about how the personal data of candidates is processed during this process.
2. Data Controller
The data controller for data protection purposes is:
Kaleidos INC – Sucursal España
Calle Max Aúb 5, bajo B
28003, Madrid, Spain
Phone: +34 691 098 737 / +34 691 09 87 02
Commercial Registry Information
Registration Number: Volume 44089, Page 17, Sheet No. M-777660
Registry Court: Commercial Registry of Madrid
3. Processing of Personal Data During the Application Process
Personal data refers to information relating to an identified or identifiable natural person. This includes details such as name, address, phone number, and date of birth, as well as education and other data that can be reasonably linked to a specific individual. Information that cannot be used to directly or indirectly identify a person does not constitute personal data.
4. Principles and Purposes of Personal Data Processing During the Application Process
When submitting an application electronically, via email or through our online form, the applicant’s data is collected and processed for the purpose of managing and conducting the recruitment process, including any necessary pre-contractual measures.
By applying through our recruitment platform, the candidate explicitly expresses interest in working with us. The personal data provided in this context will be used and stored solely for job search and application purposes.
We specifically collect the following data:
Full name
Email address
Phone number
LinkedIn profile (optional)
How you heard about us
Throughout the selection process, the candidate may also upload relevant documents such as a cover letter, CV, and academic qualifications, which may contain additional personal data like date of birth, address, etc.
Access to this data is limited to authorized personnel within the People department and those directly involved in the recruitment process.
Personal data will be stored solely for the purpose of filling the position for which the candidate applied.
Candidate data will be retained for 24 months after the selection process concludes, to comply with legal obligations or defend against potential claims. After this period, we are required to delete or anonymize the data. From that point onward, the data will only be retained as metadata without any personal identifiers, for statistical purposes (e.g., gender distribution of applicants, number of applications over time, etc.).
We may also retain candidate data in our talent pool for up to 24 months following the recruitment process, in order to identify future job opportunities that may match the candidate’s profile. This includes applications for internships or training roles. By accepting the privacy policy, the candidate expressly consents to the extended retention of their data and its inclusion in our talent pool.
If the candidate is offered and accepts a job offer during the selection process, their personal data collected throughout will be retained for at least the duration of the employment relationship.
5. Data Sharing with Third Parties
The data provided during the application process is transmitted via TLS encryption and stored in a secure database. This database is operated by Personio GmbH, which provides applicant tracking and HR management software (https://www.personio.com/legal-notice/). In this context, Personio acts as our data processor in accordance with Article 28 of the GDPR. The legal basis for this processing is the Data Processing Agreement (DPA) signed between us, as data controllers, and Personio.
6. Data Subject Rights
When we, as the data controller, process personal data, candidates—as data subjects—have specific rights under Chapter III of the GDPR. These include:
Right of access (Article 15)
Right to rectification (Article 16)
Right to erasure (Article 17)
Right to restriction of processing (Article 18)
Right to data portability (Article 20)
Right to object (Article 21)
If the processing of personal data is based on consent, in accordance with Article 7(3) of the GDPR, the candidate has the right to withdraw their consent at any time.
To exercise these rights in relation to the processing of data during the online application process, candidates should contact the Data Protection Officer (see Section 2).
7. Final Provisions
We reserve the right to amend this data protection statement at any time in order to comply with applicable legal requirements or to reflect changes in the recruitment process or other relevant procedures. If a candidate revisits this recruitment page or submits another application, the updated data protection statement will apply.
In addition to this data protection statement, you may also consult our general Privacy Policy.
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.