Data protection information for applicants

 

This privacy policy contains information about how we process certain personal data that are collected as part of your application or your participation in the Talent Community. Amongst other purposes, these data are processed for the purpose of creating a profile in the application system and/or Talent Community, storing your applicant data, and/or processing your application for a specific job advertisement within the United Internet Group (hereinafter “we”).

 

For its group-wide recruiting, the United Internet Group uses a shared applicant management system and a shared platform for the Talent Community. As the technical operator of these services, United Internet Corporate Services GmbH is your central contact person for data protection issues. The information below therefore refers to the use of your data within United Internet Corporate Services GmbH as well as the following group companies of the United Internet Group:

  • IONOS SE
  • 1&1 Mail & Media Applications SE
  • United Internet Media GmbH
  • United Internet AG

 

Table of contents:

 

Part A – Data processing in the applicant management system.. 2

Part B – Data processing in the Talent Community. 6

Part C – Other processing. 8

Part D – Your rights and information regarding the data protection officer 10

Part E – Information about creating passwords in the application profile. 12

Part F – Terms of use. 13

 

 

Part A – Data processing in the applicant management system

 

I. Your personal data and purposes of processing

 

1. General

During the application process, we collect personal data such as your name, address and information relating to your academic and professional history. You either enter this data yourself by filling out our online form, or you use personal data that are already stored by third parties (e.g. LinkedIn, XING), or we receive the data from you or from authorised third parties (e.g. personnel consultancy agencies that are authorised to transmit relevant personal data to us).

Should we inquire about your gender during the application process, for example your preferred salutation, this is only so that we can write or speak to you in the correct manner. If we require you to specify your age or date of birth, this is justified by the fact that you must be of a minimum age to carry out some of our tasks.

 

2. Fulfilment of contractual and pre-contractual obligations

We will collect from you the personal data that are required for the application process (in particular your first name, last name, address, e-mail address, the position you are applying for, and information from your application). In order to properly consider your application, we also require that you provide us with information about your professional history (e.g. CV, qualifications, certificates).

In addition to the personal data you provide for the application, additional data will be collected in the course of the application process and processed for the purpose of selection and for carrying out the process. This includes but is not limited to the following data categories:

  • Correspondence, including e-mail correspondence during the application process
  • Information about dates of interviews and information from the interviews
  • Assessments regarding applicant suitability
  •  

The data are processed on the basis of section 26 para. 1 of the German Federal Data Protection Act (BDSG) in conjunction with point (b) of Art. 6(1) of the GDPR. We require your personal data in order to process your application. The data processing thus serves to initiate an employment relationship.

We limit the scope of our data processing to the information provided by you directly. This may also include information which you have made available in professional online networks or job search websites, provided that you requested us to include such information in the application.

In addition, we would like to point out that you are not obliged to provide us with your personal data. In this case, however, we will unfortunately not be able to proceed with the application process.

 

3. Active Sourcing

a) Initiating contact using online career networks

For the purpose of our recruiting efforts, we also actively search for interesting profiles on online career networks (such as LinkedIn/XING) or other online job portals (a process known as active sourcing). In the context of this active search for candidates, we only process data made publicly accessible by these persons themselves (name, profile data, contact details, if applicable).

The data are processed on the basis of point (f) of Art. 6(1) in conjunction with point (e) of Art. 9(2) of the GDPR. We have a legitimate interest in data processing for the purpose of recruiting personnel.

 

b) Transfer to the applicant management system

If the initial contact was successful and you decide to apply for a vacancy, our recruiters offer you the option to send your application documents by e-mail. If you agree to this and send your application documents, your personal data will be entered into our applicant management system. Our overriding aim is to make the application process easier for you.

The data are processed on the basis of section 26 para. 1 of the German Federal Data Protection Act in conjunction with point (b) of Art. 6(1) of the GDPR.We require your personal data in order to process your application.

 

4. Application profile

When you apply, you are given the option to access your personal application profile. In the application profile, you can view, edit or erase your data as well as the attached documents (e.g. CV). The data you entered during the application process are saved there.

 

a) Online application

When applying online, you can enter and/or upload the following data about yourself into the online form:

  • Personal information (e.g. title, first name, surname, e-mail address, phone number, date of birth, nationality, address)
  • Qualifications (e.g. education, professional experience, if applicable, language skills, IT skills)
  • Application documents (e.g. CV, cover letter)
  • Other application information (e.g. desired salary, starting date)

Mandatory fields in the online application are marked with an asterisk in the application portal.

When applying online, you can register directly with your e-mail address and a password you select (please refer to part E) to view your application profile. For security reasons, after your online registration, we will send you a confirmation message to the e-mail address you specified.

 

b) Other forms of application (e.g. e-mail, post, personnel consultancy agencies)

For other forms of application, we enter the relevant information from the application into our system and scan the application documents.

If you apply in paper form, your application will be destroyed after the information is entered into our system.

In these cases, you can gain access to your application profile by sending us an e-mail to jobs@united-internet.de. We will send you the access link by e-mail. You can then choose a password in your personal profile. You must provide us with a valid e-mail address to receive the access link.

If you are referred to us by a personnel consultancy agency, you will not be able to register with our applicant management system. In this case we transfer your data to the applicant management system ourselves and enter you into the system with the contact details of the personnel consultancy agency rather than your own contact details.

The creation of an application profile serves to carry out the respective application procedure. The data is processed on the basis of section 26 para. 1 of the German Federal Data Protection Act in conjunction with point (b) of Art. 6(1) of the GDPR.

 

5. Forwarding of application data within the United Internet Group

We also allow you to select whether your application is to be considered only for the specific job advertisement in question, or whether it may be forwarded to additional internal recruiting teams for review if there is a similar vacancy. This will only be done if you have given us your consent.

The data are processed on the basis of your consent in accordance with point (a) of Art. 6(1) of the GDPR in conjunction with section 26 para. 2 of the German Federal Data Protection Act. You may withdraw your consent at any time and without stating any reason. You can send your declaration of withdrawal by e-mail or by post to the following addresses:

jobs@united-internet.de

United Internet Corporate Services GmbH,

Zentrales Bewerbermanagement,

Stichwort Datenschutz, Elgendorfer Str. 57,

56410 Montabaur, Germany

 

Purely as a precautionary measure, we would like to inform you that if you withdraw your consent to the forwarding of the application and disclosure of information included in the application to other recipients, your application will no longer be considered for other positions from that point in time.

 

II. Data storage and data erasure

In your application profile, you can view, edit or erase your data as well as the enclosed attachments (such as your CV) at any time.

Since applicants who were referred to us by a personnel consultancy agency do not have access to their application profile, please contact us directly if you wish to erase your data from the applicant management system. We will then erase the data for you. Please feel free to contact us by e-mail: jobs@united-internet.de.

If you received a Talent Community invitation during the application process (see part B I, no. 1) and you have consented to the saving and storage of your data for this purpose, your data will be erased within the periods set out in part B II.

Unless you have consented to extended data retention within the framework of the Talent Community, we will anonymise your data after six months if an employment relationship does not materialise, unless there is another legal basis for their retention. If there is such a legal basis, we will anonymise the data once this basis no longer applies. The data can then no longer be traced back to you. Once anonymised, the data are processed only for statistical analysis purposes.

 

III. Access options within the United Internet Group

Due to the way in which the United Internet Group is organisationally structured, and based on the type of application you chose, your application may, to the extent that there are reasons justifying this, be processed by different departments or business units of the group and thus recorded by these departments or business units.

Your data will be treated as confidential and only made available to the persons responsible for recruiting and to the respective company, and only those data required for the comprehensive examination of your documents will be disclosed.

The following companies have access to the joint applicant management system:

  • IONOS SE
  • 1&1 Mail & Media Applications SE
  • United Internet Media GmbH
  • United Internet AG

The companies concerned have concluded corresponding data protection agreements. The participating companies have appointed the data protection officer referred to in part D as a contact point for data subjects. Irrespective of this, you may assert your rights with and against the company you have specifically applied for.

When applying for an apprenticeship or dual study programme, your application documents may also be viewed by specialist departments of 1&1 AG, Drillisch Online GmbH and IQ-optimize Software AG.

 

Note for internal applications:

If your application is an internal application within the United Internet Group, only the company whose job advertisement you have applied for may access your data.

 

Part B – Data processing in the Talent Community

 

I. Your personal data and purposes of processing

 

1. General

You have the option to register with United Internet Group’s Talent Community to receive notifications about new vacancies, company news and application tips, among other things. Personal data will be collected when you register. You either enter these personal data yourself using an online form, or the data will be taken from your application documents (if you have consented to this).

 

a) Participation in the United Internet Talent Community

You have the option to be part of the United Internet Talent Community.

When registering via a landing page, you can enter and/or upload the following data into the online form:

  • Personal information (e.g. title, first name, surname, e-mail address, phone number, date of birth, nationality)
  • Qualifications (e.g. education, professional experience, if applicable, language skills, IT skills),
  • CV

If you join the Talent Community within the data retention period of the application process, the following data will be taken from your application documents:

  • Application documents (e.g. CV, cover letter)
  • Contact details
  • Information on your professional career up until that point

 

We also retain information regarding the position for which you applied, the way you became aware of the position, whether you are a former employee as well as your desired salary. Any further data will only be processed if you voluntarily provide us with them yourself.

 

If you decide to participate in the United Internet Talent Community, we actively check whether you are suitable for an open position with the participating companies based on the information you provided (in particular contact details, education, professional experience, field of interest). If this is the case, we will inform you by e-mail (and possibly the other contact paths you selected) if we have interesting job offers for you.

 

b) Notifications of news in the company, tips for applications and information about events

Within the United Internet Talent Community, you have the option to receive information by e-mail, e.g. interesting news from the participating companies, tips for job interviews and information on special events such as talent events, etc. We will only send you such messages if you have given your consent.

 

c) Forwarding to 1&1 AG

 

If you are currently doing an apprenticeship within the United Internet Group, we also offer you the option to choose that your personal data from your Talent Community profile (see Part B, I, Sec. 1 lit. a) will be transferred to the recruiting managers of 1&1 AG so that they can take your profile into account when filling their vacancies. If one of the open positions matches your profile, one of the responsible recruiters at 1&1 AG would contact you by e-mail. Your data will only be transmitted to 1&1 AG if you have given us your consent to do so.

 

2. Consent and your option to withdraw

Data processing for the above-mentioned purposes a), b) and number 1) is only carried out if we have received your consent in accordance with point (a) of Art. 6(1) of the GDPR in conjunction with section 26 para. 2 of the German Federal Data Protection Act for the purpose in question. You may withdraw your consent at any time and without stating any reason. You can send your declaration of withdrawal by e-mail or by post to the following addresses:

 

jobs@united-internet.de

United Internet Corporate Services GmbH,

Zentrales Bewerbermanagement,

Stichwort Datenschutz, Elgendorfer Str. 57,

56410 Montabaur, Germany

 

Your consent is voluntary. It has no impact on your chances in an ongoing application process. You may refuse to give your consent without having to fear any disadvantage; you are also under no obligation to state your reason for such refusal. However, if and to the extent to which you do not give your consent, you cannot become a part of the Talent Community or will not benefit from certain advantages (e.g. company information).

 

II. Data storage – erasure of data

We would like to keep you informed of job offers and information from the United Internet Talent Community that may be relevant and of interest to you. For this reason, we only ask for your consent to store data for a limited period (12, 18 or 24 months). After this period has ended, we will ask you by e-mail whether you would like to remain part of the Talent Community and agree that we may continue to process your personal data for this purpose. If you still wish to remain part of the Talent Community, the storage period will be extended by another 12 months. If you do not respond to this e-mail, we will send you a one-time reminder by e-mail after two weeks. If you do not respond to this, we will anonymise your data after four weeks.

You may also edit or erase your data, enclosed attachments (such as your CV) or your entire profile at any time.

 

III. Access options within the United Internet Group

The Talent Community is a joint offering from the following companies of the United Internet Group:

  • IONOS SE
  • 1&1 Mail & Media Applications SE
  • United Internet AG

The participating companies have jointly decided to create the Talent Community and thus jointly determine the purposes and means of processing. They are therefore joint controllers and have concluded an appropriate agreement. The participating companies have appointed the data protection officers listed in part D as a contact point for data subjects. Regardless of this, you may assert your rights as a data subject within the meaning of the GDPR with and against each of the controllers.

 

Part C – Other processing

 

I. Visiting the career portal

Using the internet presence of the United Internet Group, in this case the career portal, requires the processing of certain data. When accessing the career portal website, usage data will be processed. Visitors’ browsers automatically transmit data to the server of the website. These transmitted data are known as log data. This processing also includes such data that are technically required to display the website and to ensure stability and security (in particular IP address, date and time of access).

The legal basis for this data processing is our legitimate interest in a stable and functional web presence in accordance with point (f) of Art. 6(1) of the GDPR

 

II. Cookies

In addition, cookies are saved on your computer when you use the website. Cookies are small text files that are saved on your hard disk and assigned to the browser you are using by means of a unique character string, and which transmit certain information to the entity that places the cookie (in this case us). We only use cookies that are necessary to use basic functions and to guarantee the security of the website (essential cookies).

The data will then be processed on the basis of points (b) and (f) of Article 6(1) of the GDPR, as it is necessary to implement the functions selected by you and/or to safeguard our legitimate interest in the functionality of the online offer.

With regard to the erasure periods, a distinction is made between session and permanent cookies. Session cookies are deleted as soon as you close your browser. Permanent cookies, on the other hand, will be automatically deleted after one hour. You also have the option to delete the cookies in the security settings of your browser at any time.

If we also use cookies to analyse your use of the online offer and to target it to your interests and, if applicable, to present you with interest-based content and advertisements, this will be done exclusively on the basis of your voluntary consent in accordance with point (a) of Article 6(1) of the GDPR. You will then have the option to make your corresponding settings via consent management within the framework of the online offer. You can withdraw your consent to future processing at any time. Further information on the cookies and their individual functions as well as on settings and withdrawal options can be found in the relevant areas of consent management. Please note that we generally only provide consent management within the framework of the online offer if consent-based cookies are to be used in addition to the technically required cookies mentioned above.

 

III. International data transfer

It is possible that data may, in very few, isolated cases, be transferred to Argentina. The EU Commission has decided that Argentina offers an adequate level of data protection, so that the transfer of personal data is permissible in accordance with Art. 45 of the GDPR.

 

Part D – Your rights and information regarding the data protection officer

 

You have the following rights with regard to the personal data concerning you:

 

  • Right to access in accordance with Art. 15 of the GDPR
  • Right to rectification in accordance with Art. 16 of the GDPR
  • Right to erasure in accordance with Art. 17 of the GDPR
  • Right to restriction of processing in accordance with Art. 18 of the GDPR
  • Right to data portability in accordance with Art. 20 of the GDPR

 

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of point (f) of Article 6(1) of the GDPR. We will no longer process personal data on this basis, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to establish, exercise or defend legal claims.

In addition, you have the right to lodge a complaint with a data protection supervisory authority about the processing of your personal data by us. You can contact the supervisory authority which has jurisdiction over your place of residence or country, or the supervisory authority to which we are subject. The supervisory authority to which we are subject is:

The State Commissioner for Data Protection and Freedom of Information Rhineland-Palatinate

Hintere Bleiche 34

55116 Mainz, Germany

 

If you have given us consent to the processing of your personal data, you can withdraw this consent at any time with effect for the future. The lawfulness of the processing of your data until the withdrawal remains unaffected.

If you wish to exercise your rights as a data subject or if you have other questions about the information provided here, please contact the data protection officer:

 

United Internet Corporate Services GmbH

Elgendorfer Str. 57

56410 Montabaur, Germany

Or by e-mail to:  jobs@united-internet.de

 

Part E – Information about creating passwords in the application profile

I. Access to the application profile and password creation

To access your personal profile, you can log in with your e-mail address and create a password that is at least ten characters long and does not contain four identical characters in a row. In addition, it must contain characters from three of the following four categories:

  • at least one capital letter
  • at least one lower-case letter
  • at least one number
  • at least one special character

 

II. Changing your password

If you want to change your password, you can have a new password sent to you by e-mail. Click “Edit profile” under “My profile” and enter your e-mail address under “Reset password”. A link will then be sent to you by e-mail. You can use this link to create a new password.

 

III. Forgot your password?

If you have forgotten your password, you can click “Forgot your password?” and then enter your e-mail address. A link will then be sent to you by e-mail. You can use this link to create a new password.

Your data will be treated confidentially. You can change your data at any time or remove them from the system under the item “Delete profile”.

 

 

Part F – Terms of use

 

I. General user obligations

The user undertakes to use the system lawfully. They assure that they will not disseminate any contents which are illegal under criminal law and will not infringe any other rights of third parties when using the system. In particular, it is prohibited to disseminate content that is pornographic, extremist, racist or harmful to minors. Users are also prohibited from engaging in virus attacks or abusing the applications to interfere with the security of third-party networks, hosts or accounts.

The user is responsible for creating the password, keeping it secret and using it properly.

The user agrees that all messages concerning this user relationship may be sent by e-mail, unless another form is mandatory by law.

 

II. Responsibility

The user shall undertake to protect their access to the system against unauthorised use by third parties and to keep their password secret. The user shall indemnify United Internet Corporate Services GmbH from any damage which United Internet Corporate Services GmbH incurs due to unauthorised access of the system or other harmful actions by the user or third parties, to the extent that the user is responsible for these actions.

 

III. Violation of the terms of use

United Internet Corporate Services GmbH shall be entitled to remove illegal content from applications (e.g. content that violates statutory or official regulations or offends common decency) without notifying the user in advance. Furthermore, United Internet Corporate Services GmbH reserves the right to issue a temporary or permanent usage ban in these cases. The user shall be immediately notified of such a measure. This shall not establish a claim for reimbursement for the user.

If United Internet Corporate Services GmbH becomes aware of an unauthorised act of the user or if United Internet Corporate Services GmbH is informed of any alleged tort or unlawful acts by third parties, United Internet Corporate Services GmbH may transfer the personal data to law enforcement and regulatory authorities as allowed by law.

 

 

 

                                                                                                          Version: October 2021