Privacy Policy for Kienbaum Jobs

We, Kienbaum Consultants International GmbH (hereinafter referred to as “Kienbaum”), appreciate your interest in open vacancies of our clients or in membership of our Talent Pool. The protection and security of your data is our top priority. We are therefore committed to protecting your privacy and treating your data as strictly confidential. Information on the personal data we collect and for what purposes they are used is given below. Changes in the law or changes in our internal company processes may result in an adjustment of this data protection declaration. We therefore ask you to read this data protection declaration again from time to time.

Our portal Kienbaum Jobs is divided into a public area and a personalized area. The public area contains the openly accessible job market and general information about Kienbaum Jobs. Your personal data is stored in our database in the personalized area of Kienbaum Jobs (log-in area) for the purposes specified there.

1. Controller, data protection officer and contact details

The controller, as defined by the data protection legislation, is:

Kienbaum Consultants International GmbH
Edmund-Rumpler-Straße 5
51149 Cologne
Tel.: +49 (221) 801 72-0
Fax: +49 (221) 80172-172
E-mail: dataprivacy.ES@kienbaum.com
If you have any questions or suggestions regarding data protection, please do not hesitate to contact us. You can reach our data protection officer as follows:

Attorney at Law Dr Gregor Scheja
Scheja und Partner Rechtsanwälte mbB
Adenauerallee 136
53113 Bonn
www.scheja-partner.de
https://www.scheja-partner.de/kontakt/kontakt.html

2. Object of data protection: personal data

Data protection is a subject that concerns the protection of personal data. This includes all information that relates to an identified or identifiable natural person (so-called data subject). This includes, for example, details such as name, address, telephone number or e-mail address as well as information that is always collected during the use of Kienbaum Jobs, such as details about the start and end and time and the extent of usage.

3. Categories of personal data and the purposes, nature, extend and legal basis of data processing

In the following, we would like to give you an overview of the purposes, type and extend of the processing of your personal data as well as the respective legal basis on which we base the processing of your data.

 3.1 Accessing and using Kienbaum Jobs

As is the case everywhere on the Internet, when you access and use Kienbaum Jobs, data traces of your usage remain on our servers for technical reasons. The following data are transmitted to our servers by your internet browser and recorded in so-called log files:

• Date and time of access
• IP address of the client
• Port number
• Command method
• URI Stern and URI Query
• Protocol status
• Win32 status
• Elapsed time
• Browser type/version
• Operating system used
• Error message

We process these data in order to facilitate your use of Kienbaum Jobs while ensuring technical stability and security, and for the purposes of fault diagnosis and clearance. We also process these data in anonymized form for statistical purposes (number of users and page impressions) and for quality assurance reasons.

We process these data on the legal basis of Art. 6 (1) point f) GDPR. Data processing is necessary to protect our legitimate interest in enabling our clients and interested parties to use Kienbaum Jobs and ensuring the technical functionality of the platform.

These data are processed automatically when Kienbaum Jobs is accessed. You cannot use our services without the provision of the data.

We usually delete this data after 4 weeks, unless we exceptionally need it longer for the above-mentioned purposes. In such a case, we delete the data without undue delay once the purpose ceases to exist..

3.2 Data in Kienbaum Jobs

You have to register in order to use the personalized services of Kienbaum Jobs. The following data are processed in the different parts of the portal:

3.2.1 Registration for the personalized area of Kienbaum Jobs

For registration purposes you are asked to provide the following personal profile data:

• Preferred greeting
• First name and last name
• Current / last position
• Current / last employer
• E-mail address
• Password

In addition, you can voluntarily create your candidate profile during registration and enter the data listed in section 3.2.3.

You can terminate your registration at any time by clicking the “Cancel” button. The data you have entered up to this point will be completely deleted by this.

We process this data in order to carry out your registration for Kienbaum Jobs and to enable you to use Kienbaum Jobs.

This processing of your personal data is based on your consent pursuant to Art. 6 (1) point a) GDPR.

3.2.2 Access to the personalized area of Kienbaum Jobs

As soon as you have registered, you will receive an activation link to your specified e-mail address to activate your access. You can now log in to Kienbaum Jobs with your e-mail address and password within 36 hours. If you do not log in within this period, your data will be deleted automatically.

 3.2.3 Candidate profile

In the log-in area of Kienbaum Jobs you have the option of entering or changing your candidate profile. The following data categories can be provided for your candidate profile, some of them are required and others optional.
Personal data

• Preferred greeting
• Title
• First name and last name
• Date of birth
• E-Mail address
• Telephone number
• Address

Curriculum vitae data

• Current employer
• Current position
• Previous employer
• Previous position
• Further information regarding your position and area of responsibility
• Social media links
• Upload of CV, cover letter, certificates, photo
• Information on education and degrees obtained
• Language skills

Career goals

• Details of your possible availability
• Mobility and, if applicable, place of work
• Salary
• Company of choice

The processing of the aforementioned personal data is based on your consent pursuant to Art. 6 (1) point a) GDPR.

3.2.4 Processing your personal data

We process your data contained in the candidate profile in order to provide you with our executive search services, in particular your support as a candidate.

If you have given us your corresponding consent, your personal data collected by Kienbaum will be processed for the purposes described below:

• Filling a specific advertised vacancy and contacting you in this connection;

• joining the Kienbaum Talent Pool for the filling of suitable positions from the European and worldwide Kienbaum network (https://www.kienbaum.com/en/locations) and contacting you in this connection. For this purpose, your data will be stored for a maximum of five years after you have given your consent. After this period has expired, Kienbaum will delete your personal data at the latest, unless Kienbaum is re-authorized by you before the expiry of this period by means of a separate declaration of consent to continue to process your (then updated) data. During the term of your consent, you will receive from time to time event invitations, newsletters and/or personalized e-mails from Kienbaum that are suitable for you and that enable you, among other things, to network in the industry, to receive information on cur-rent topics and to stay in contact with Kienbaum, even if you are not currently being con-sidered for a specific recruitment process. You can unsubscribe from this accompanying communication at any time.

Insofar as you are interested in a position in a third country outside the European Economic Area or an internationally operating company with a subsidiary in such a third country, or your candidate profile is passed on within the global Kienbaum network in the course of filling a position, you consent to your data being passed on to such third countries, even though the data protection law there may not offer suitable guarantees that ensure a standard of data protection comparable with EU law. Therefore, compliance with the data protection principles of EU law cannot be guaranteed in each individual case. This may lead to a violation of your fundamental rights and freedoms and resulting damages. In this respect, it may be more difficult for you to assert your rights under the General Data Protection Regulation (e.g. information, rectification, deletion, compensation for damages caused) and, if necessary, to enforce them with the help of authorities or in court.

The processing of your personal data described above is based in each case on your corresponding consent pursuant to Art. 6 (1) point a) GDPR.

3.2.5 Presentation of vacancies and assessment of your suitability

In the course of the placement process, we will provide and explain vacant positions of our clients to you. If you are considered by us as a potential candidate for a vacant position, a detailed personal interview serves to provide you with an even clearer picture of the vacant position (tasks, scope of responsibility, specific challenges, corporate cultural environment, remuneration, opportunities for further development, etc.) and of the respective company (economic framework data, positioning in the market, etc.). At the same time, the interview aims to provide Kienbaum with more detailed knowledge about your career and your respective motivations for change, your specific experience and qualifications relevant for the position, your personnel, sales or budget responsibilities, professional successes and failures, career goals, etc., and at the same time, above all, to get to know you as a person better. The interview is intended to enable Kienbaum to assess your suitability for the position to be filled – also in cross-comparison with other candidates under consideration – and eventually to be able to present you to the company as part of a candidate recommendation.

This processing of your personal data is based on your consent pursuant to Art. 6 (1) point a) GDPR.

3.2.6 Sharing your data with our customers

If we consider you to be suitable for a specific position and you give us your consent, we will forward your candidate profile in the form of a substantiated candidate recommendation to our client for whose specific position you would like to apply. This recommendation is made – depending on our client’s wishes – in oral or written form and is based exclusively on criteria relevant to the position.

If Kienbaum has not initially disclosed the client’s name to you, your data will be passed on to the client by Kienbaum in a personally identifiable form after the client has been named to you and you have separately consented to the passing on of the data.

This disclosure is based on your consent pursuant to Art. 6 (1) point a) GDPR.

3.2.7 Conducting satisfaction surveys

If you have given us permission to do so, we will contact you after our advisory services or the application process to ask you about your satisfaction with the services provided by Kienbaum. Your data collected as part of the survey will be deleted immediately after the survey has been evaluated.

This processing of your personal data is based on your consent pursuant to Art. 6 (1) point a) GDPR.

3.3 E-mail applications

In the context of the application procedure, we process the personal data that you provide to us. This may also include data that you provide online in professionally used social networks for the professional presentation of yourself. If you draw our attention to other information about yourself that is available online, we will also take this data into consideration in connection with your application.

We process your data for the purpose of filling the respective advertised vacancy and contacting you in this connection.

If our client is named in the job advertisement, the legal basis for the processing of your data, including our transfer of your data to our client, is Article 6(1) point b) GDPR (execution of pre-contractual measures).

If our client is not named in the job advertisement, we will only process and transfer your data after prior disclosing the company’s identity to you and with your consent to transfer your data to our client in accordance with Art. 6 (1) point a) GDPR.

3.4 Cookies

Cookies used on the website

This website uses cookies. Cookies are small text files that are stored on your hard disk, where they are assigned to your browser; they send certain information to the entity that sets them (in this case to us). Cookies cannot execute programs or transmit viruses to your computer. They serve the purpose of making the internet offering generally more user-friendly and effective.

Cookies at Kienbaum Jobs

The following necessary cookies are used within Kienbaum Jobs (jobs.kienbaum.com):

• Session cookie: used to guide the user in the log-in area. Storage period: until the browser is closed.
• Language cookie: used to save the language selection in the portal. Storage period: until the browser is closed.
• Token field for CSRF: used to prevent fake website access. Storage time: one hour.
• Cookie consent preferences: used to store the types of cookies allowed/rejected by users in portals with cookie management function enabled, so that they do not have to renew their consent with each page view/visit. Storage period: no expiry period.

Even if the selection option for performance cookies is displayed, no such cookies are currently stored in Kienbaum Jobs.

To enable login via job-related social media accounts, functional cookies are managed for the following social media providers:

• Xing (https://privacy.xing.com/en/privacy-policy/printable-version)
• Linkedin: Apply with linkedin (https://www.linkedin.com/legal/l/cookie-table)

3.5 Google Analytics

This website uses functions of the web analysis service Google Analytics. The provider is Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Google Analytics uses cookies. These are text files that are stored on your computer and allow the use of the website to be analyzed. As a general rule, the information generated by the cookie relating to your use of the website is transmitted to a server belonging to Google in the USA, where it is stored. Google Analytics cookies are stored on the basis of your consent pursuant to Art. 6 (1) point a) GDPR. In order to sufficiently secure the data transfer to the USA, we have concluded the standard data protection clauses of the EU Commission with our service provider Google.

The following personal data are collected through the use of cookies:

• date and time of access,
• duration of visit,
• type of device,
• operating system in use,
• functions used by you,
• quantity of data sent,
• type of event,
• IP address,
• domain name,
• location (country and city) of the device in use,
• language,
• operating system,
• device resolution,
• browser in use,
• traffic source,
• visited pages,
• triggered by clicking on an ad in the Google search engine

IP anonymisation

We have activated the IP anonymization in Kienbaum Jobs. Within European Union member states and other signatory countries of the Agreement on the European Economic Area, Google therefore abbreviates your IP address before transmitting it to the USA. Only in exceptional cases is the complete IP address transmitted to a Google server in the USA and abbreviated there. On our behalf, Google uses this information to evaluate your use of the website, compile reports on website activities, and perform additional services for the website operator relating to the use of the website and the internet. The IP address transmitted by your browser in connection with Google Analytics is not merged with any other data held by Google.

Browser plugin

You can prevent cookies from being stored by way of browser software settings; please note, however, that in this case you may not be able to use all the functions of Kienbaum Jobs to the full extent. You can also prevent Google from collecting and processing the data generated by the cookie and relating to your use of the website (including your IP address) by downloading and installing the browser plugin by way of the link: https://tools.google.com/dlpage/gaoptout?hl=en.

Objection to data collection

You can prevent your data being collected by Google Analytics by clicking the link below. This places an opt-out cookie on your computer, which prevents the collection of your data during future visits to Kienbaum Jobs: deactivate Google. Analytics Further information on Google Analytics’ data practices and a link to the Google privacy policy are provided on the page:

https://support.google.com/analytics/answer/6004245?hl=en.

3.6 Hyperlinks

Our website contains hyperlinks to other providers’ websites. Activating such a link takes you directly to the relevant provider’s website, as indicated by the appearance of a new URL in your browser’s address bar. We cannot accept any responsibility for the way in which your data are treated on such external websites because we have no influence on the host companies’ data processing practices. Please consult the relevant websites directly for information relating to the use of your data.

4. Recipients of the personal data

We treat all information you enter in the context of Kienbaum Jobs as strictly confidential and do not pass it on to third parties without your consent.

If you give us your consent, we will transfer your data to companies of the Kienbaum Group within and outside the European Economic Area. You can view a list of the aforementioned companies at https://www.kienbaum.com/en/locations .

If you have given your consent, we will forward your data as a candidate recommendation to our clients for whose specific vacancies you would like to apply.

Insofar as we engage other companies (processors pursuant to Art. 28 GDPR) for data processing purposes, they are contractually obliged to treat your data diligently and not to use same for their own purposes or forward same to third parties – while complying with the provisions of data protection legislation and our instructions. The obligation to observe secrecy also encompasses all of our company’s employees.

5. Transfer of your data to a third country

Provided that you give consent, we transmit your data to Kienbaum Group companies and/or Kienbaum partner enterprises in Brazil, China, Japan, Switzerland, Singapore, Thailand and the USA. The adequacy of data protection in Japan and Switzerland has been endorsed by a decision of the EU Commission. An adequacy decision has not been adopted in favor of Brazil, China, Singapore, Thailand and the USA. As regards the intended transmission of data to these third countries, Kienbaum uses additional suitable or appropriate safeguards in the form of standard data protection clauses adopted by the EU Commission as per the examination procedure according to Article 93 (2) GDPR. You can request a copy of the standard data protection clauses from Kienbaum using the contact details provided in Section 1. above.

If you consent to the transfer of your data by us to a customer in a third country or a customer with a subsidiary in such a third country for the purpose of your application, the associated third-country transfer will take place for the execution of pre-contractual measures at your request in accordance with Art. 49 (1) point b) GDPR.

6. Storage period

The storage period for personal data is stated in the individual sections relating to data processing. In addition, as a general rule, we store your personal data only for as long as required to achieve the purposes or – in case of consent – for as long as you have not revoked the consent. In case of an objection, we erase your personal unless its further processing is required under the relevant legal provisions. We also erase your personal data if we are obliged to take such action for statutory reasons. Furthermore, you have the option to delete your candidate profile in Kienbaum Jobs by yourself at any time.

7. Rights of data subjects

As regards the processing of your personal data, as the data subject you can assert rights against us. Your rights as a data subject are outlined below.

Right of access: You have the right to obtain information as to the personal data concerning you that are being processed by us.

Right to rectification: You can demand that inaccurate personal data concerning you be rectified and that incomplete personal data concerning you be completed.

Right to erasure: You have the right to demand that your personal data be deleted, provided that the statutory conditions are satisfied.

Restriction of processing: Provided that the statutory conditions are satisfied, you can demand that the processing of your personal data be restricted.

Data portability: Provided that the statutory conditions are satisfied, you have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format, and to transmit or have us transmit those data to another controller without hindrance.

Revocation of consent: If you have given us consent to process your data, you can revoke such consent at any time with future effect. The processing of your personal data prior to the revocation of consent shall remain lawful.

Right to lodge a complaint with the supervisory authority: If you consider that the processing of your personal data is infringing data protection law, you can lodge a complaint with the competent supervisory authority. For this purpose, contact the supervisory authority in the member state of your habitual residence, place of work, or place of the alleged infringement.

Your contact with us: You can contact us free of charge if you have any questions about the processing of your personal data and your data subject rights. To exercise your aforemen-tioned rights, please contact us at dataprivacy.ES@kienbaum.com or by post at the address given above under point 1. Please ensure that we are able to clearly identify you.

8. Requirement to provide your personal data

You are not obliged to provide us with your personal data. Without this data, however, we are generally unable to consider you as a candidate for a vacant position.

The most recently revised version of this data protection policy shall apply. Date of this version: 17.01.2023