Data protection information GFO careers page

The protection and confidentiality of your personal data is of particular importance to us. To ensure the protection of your personal data, we have taken technical and organisational measures to comply with data protection regulations. With this data protection declaration, we inform you about how we collect personal data as part of your application process and for what purpose the data is processed. Your data will be processed in accordance with this privacy policy and the applicable data protection regulations.

This privacy policy applies to the career portal and the applicant management system of the Gemeinnützige Gesellschaft der Franziskanerinnen zu Olpe mbH (GFO) and the companies affiliated with the GFO (within the meaning of Section 15 AktG).

1. name and contact details of the person responsible The controller pursuant to Section 4 No. 9 of the Church Data Protection Act (hereinafter KDG) is

Gemeinnützige Gesellschaft der Franziskanerinnen zu Olpe mbH (GFO)
Maria-Theresia-Straße 42 a
57462 Olpe
Tel. 02761 9265-0

kontakt@gfo-online.de
www.gfo-online.de

2. data protection officer:

Benjamin Musial
Gemeinnützige Gesellschaft der Franziskanerinnen zu Olpe mbH
GFO Olpe office
Maria-Theresia-Str. 42 a
57462 Olpe

Mail: datenschutz@gfo-online.de

3. order processing

For the efficient implementation of application procedures, we use an applicant management system from softgarden e-Recruiting GmbH, Tauentzienstr. 14, 10789 Berlin (contact: datenschutz@softgarden.de), which operates the applicant management system as a processor within the meaning of Section 4 No. 10 KDG. A contract for order processing in accordance with Section 29 KDG has been concluded with the provider, which ensures compliance with data protection regulations.

We remain your first point of contact for exercising your rights as a data subject and for handling the application process. You can contact us directly using the details of the controller provided above or contact the data protection officer in confidence.

4 Subject matter of data protection

The subject of data protection is the processing of personal data, in this case in the context of applicant management. According to Section 4 No. 1 KDG, this includes all information relating to an identified or identifiable natural person (hereinafter "data subject") that is necessary for the implementation of the application process and the initiation of an employment relationship.

In addition, data associated with the use of the applicant management system is also collected, so-called usage data. Usage data is data that is required to operate our websites, such as information about the start, end and scope of use of our website, including login data. This processing complies with the provisions of data protection and telemedia law.

As part of the application process and/or the use of the system, processing activities may also take place that are carried out either on the basis of legitimate interest in accordance with Section 6 (1) (g) KDG or on the basis of your consent in accordance with Section 6 (1) (b) KDG. Processing activities which are subject to a legal obligation to process or which are in the public interest, Section 6 (1) (d) and (f) KDG, such as in the context of criminal prosecution or investigations by state authorities, are also considered. You can determine and control the scope of processing yourself through individual settings in your web browser, the configuration of the corresponding cookie settings and your user behaviour.

5 Collection and use of your data

5.1 Visiting the website

For operational and maintenance purposes and in accordance with the provisions of telemedia law, interaction is recorded ("system logs"), which are required for the operation of the website or processed for system security purposes, for example to analyse attack patterns or illegal usage behaviour ("evidence function").

Your internet browser automatically transmits the following data when you access the careers portal

• Date and time of access
• Browser type and version
• Operating system used
• Amount of data sent
• IP address of the access

This data is not used for direct allocation in the context of applicant management and is deleted promptly in accordance with the legitimate retention periods, unless longer retention is required for legal or factual reasons, such as for evidence purposes. In individual cases, storage for the aforementioned purposes may be considered. The legal basis is § 6 para. 1 lit. g) KDG and the Telemedia Act.

5.2 Cookies

We store so-called "cookies" in order to offer you a comprehensive range of functions and to make the use of our websites more convenient. "Cookies" are small files that are stored on your computer with the help of your internet browser. If you do not wish cookies to be used, you can prevent them from being stored on your computer by making the appropriate settings in your Internet browser. Please note that this may limit the functionality and range of functions of our website.

For details on cookies, please refer to our cookie policy. You can edit your cookie settings by clicking here clicking here. Alternatively, you can delete all non-functional cookies heredeactivate them.

5.3 Application process

As part of the application process, you can set up and manage an account in the career portal after configuring your user name and password. In addition to the individual application, you can use other options in the softgarden applicant management system and make your individual settings (e.g. inclusion in a talent pool).

For an efficient and promising application, you can provide the following information as part of your application to us:

• Contact details (e.g. address, e-mail, telephone number)
• CV data (e.g. school education, vocational training, work experience, language skills)
• Profiles in social networks (e.g. XING, LinkedIn, Facebook)
• Documents in connection with applications (e.g. application photos, cover letters, references, job references, work samples, etc.)

The legal basis for processing for the purposes of carrying out the application process and initiating an employment relationship is Section 53 (1) KDG. In addition, the use of the applicant management system by the controller is in the legitimate interest pursuant to Section 6(1)(g) KDG. If consent within the meaning of Section 6(1)(b) is required for a specific processing activity, this will be obtained separately and transparently from you by the controller, unless it results from conclusive and voluntary behaviour on your part in accordance with the transparency requirement, such as voluntary participation in a video interview.

5.4 Forwarding of data

As part of the applicant management process, your data will be passed on to GFO and the companies affiliated with GFO (within the meaning of Section 15 AktG) for the purpose of carrying out the application process. Your data will not be passed on to unauthorised third parties as part of the applicant management process and will be processed for the purposes stated in this data protection declaration. Inspection by internal departments and specialist managers of the controller is in the legitimate interest insofar as knowledge of the information from the application process is required and permitted for the selection of applicants or internal administrative purposes of the company. For this purpose, your data may be forwarded to third parties in the company by e-mail or within the management system. The legal basis may be § 53 para. 1, § 6 para. 1 lit. g) and b) KDG.

The transfer to third parties also takes place in the context of order processing in accordance with Section 29 KDG, i.e. in the context of processing activities in which the controller has a legitimate interest in outsourcing processing activities that it is otherwise authorised to carry out itself. For this purpose, the controller shall take measures to ensure compliance with data protection regulations.

Disclosure to external third parties may also take place for the defence of legal claims based on legitimate interest or in the context of the investigation of or disclosure to government agencies, insofar as this is required by law or there is an obligation to disclose. The information obligations towards data subjects within the meaning of § 15, 16 KDG are guaranteed in advance of the relevant disclosure, insofar as these are to be fulfilled separately.

5.5.1 Google Analytics

We use Google Analytics, a web analytics service provided by Google Inc ("Google"), 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. The controller in Europe is Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland. Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of this website is usually transmitted to a Google server in the USA and stored there. However, if IP anonymisation is activated on this website, your IP address will be shortened by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area beforehand. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and truncated there. Google will use this information on behalf of the operator of this website to analyse your use of the website, to compile reports on website activity and to provide the website operator with other services relating to website activity and internet usage. According to Google, the IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data.

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by Google by downloading and installing the browser plug-in available at the following link: tools.google.com/dlpage/gaoptout

You can find more information on this at https://policies.google.com/privacy?hl=en

5.5.2 Matomo

We use the web analysis service Matomo (formerly Piwik), a service provided by InnoCraft Ltd, Waterloo Quay PO625, 6140 Wellington, New Zealand, to analyse and regularly improve the use of the career site at
. Matomo is used with the "AnonymizeIP" extension. This means that IP addresses are only used in anonymised form. The IP addresses that your browser transmits via Matomo are not merged with other data collected by us. Therefore, no direct reference to a person can be made and no personal data is processed. No data is sent to servers outside the control of softgarden, as Matomo is used in the on-premise version and the data is stored exclusively by softgarden. The analysis data tracked by Matomo includes Referrer URL, browser type, browser language setting, screen resolution, device type, sub-pages visited, job adverts accessed, city/region from which the call was made (the exact geo-location is not stored), day and time of access, bounce rate. Information on Matomo's data protection can be found at matomo.org/privacy/ .

Softgarden processes the data for its own purposes in order to improve its products and services and to ensure the functionalities described in more detail in this section:

• Analytics and statistics on the use of the software (anonymised),
• Analysis of pseudonymised data sets (report generation, quantitative analyses) The legal basis for the analysis of anonymised user behaviour is the legitimate interest of softgarden pursuant to Art. 6 para. 1 lit. f) GDPR.

5.6 Job subscription

To be informed about new job vacancies, you can subscribe to the job newsletter or have suitable vacancies displayed on our career board (RSS feed). You can define your subscription in more detail by specifying the desired job and location.

Your e-mail address is also required for the subscription. The legal basis for this is your consent to receive the newsletter in accordance with Section 6 (1) (b) KDG. You can revoke your consent to receive the newsletter at any time via the unsubscribe link in the newsletter (opt-out).

No personal data is processed via the RSS feed itself to inform you about new job adverts.

5.7 Softgarden Network

In order to manage your applications more easily and efficiently, softgarden offers the option of registering for the softgarden network and creating an account for this purpose. The softgarden network is a cross-customer talent pool of softgarden.

You can configure your network account individually and also view the status of your applications. You can enter the following details:

• Title, surname, first name, date of birth
• profile picture
• Contact details (e.g. e-mail address and telephone number)
• Application documents (e.g. CV, education, professional experience, language skills)
• Areas of interest (job category, career level and desired location)

The legal basis for the creation of the softgarden network account is your consent, Art. 6 para. 1 lit. a) GDPR. Further information about the softgarden Network can be found here: https://softgarden.de/unternehmen/datenschutz-network/.

5.8 Social share buttons

It is possible to share the job adverts on various social networks. Different buttons are offered for each network. After clicking on one of these buttons, you will be directed to the respective networks and will be taken to their login pages. These buttons are not plug-ins and do not transfer any personal data directly to the operators of the social networks.

The job adverts can currently be shared on the following social networks

• Facebook(https://de-de.facebook.com/privacy/policy/?entry_point=data_policy_redirect&entry=0 )
• Twitter(https://twitter.com/de/privacy )
• LinkedIn(https://www.linkedin.com/legal/privacy-policy?trk=uno-reg-join-privacy-policy )
• Xing(https://privacy.xing.com/de/datenschutzerklaerung )

The legal basis is § 6 para. 1 lit. g) KDG for statistical analysis and reach measurement of job advertisements. No personal reference is made.

You can also find out how the social networks mentioned process your personal data by clicking on the links provided. We have no influence on the processing of your personal data by the social networks.

5.9 Online surveys "Surveys"

At the end of the application process, softgarden may send you an invitation to take part in a survey via a link. The survey takes place via a service provided by easyfeedback GmbH in order to query the application experience. softgarden conducts this survey as the controller within the meaning of § 4 No. 6) and processes the collected data anonymously for its own purposes (statistics, analysis, studies) and for the further development of softgarden products.

The collection of survey data is secured by SSL encryption as standard and softgarden does not establish any personal reference during processing. The survey can be cancelled at any time. The data processed up to the time of cancellation can be used for the stated purposes.

Your participation in the survey is purely voluntary and by participating you declare your consent, without which your participation is not possible, § 6 para. 1 lit. b) KDG (Art. 6 para. 1 lit. a) GDPR). The processing of the data is anonymised. Anonymised data is subsequently not subject to the material scope of the KDG (the GDPR).

You can find more information on easyfeedback's data protection in the following information: https://easy-feedback.de/privacy/datenschutzerklaerung.

5.10. Talent pool

As part of your application or via the "Get in touch" button, you have the opportunity to recommend yourself for the talent pool of the GFO and the companies affiliated with the GFO (within the meaning of Section 15 AktG). The processing is necessary in order to be automatically considered for further job advertisements, i.e. for similar or otherwise suitable positions.

If you register for the talent pool using the "Get in touch" button, the following information will be requested:

• Salutation, academic title (optional)
• First name, surname, email address
• Job fields of interest
• Current career level
• Preferred location(s)
• XING profile or CV

Inclusion in the talent pool of GFO and companies affiliated with GFO (within the meaning of Section 15 AktG) is purely voluntary with your consent and through the use of an opt-in link. The legal basis is § 6 para. 1 lit. b) KDG. Furthermore, we will write to you after 24 months to ask whether you still wish to be part of the talent pool.

6 Deletion and use of the data

Your data will be stored for the duration of the application process and in accordance with the legitimate retention periods after completion of the recruitment process. Data will be deleted 6 months after rejection and 6 months after recruitment. Once the retention period has expired, the data will be completely anonymised. The processing of anonymised data records is not subject to the material scope of the data protection regulations, so that anonymised data can be processed for statistical and analytical purposes, for the creation of market studies or for product development.

7 Your rights as a data subject

Data subjects are entitled to know at any time whether their personal data has been stored and can assert a right of access to stored data (right of access), verify its accuracy (right to rectification), request its completion and updating, request its erasure (right to be forgotten), request the restriction of processing (right to restriction) and have the data ported/ported in a commonly used, machine-readable format (data portability). These rights apply provided there are no compelling and/or legitimate grounds on the part of the controller to the contrary. To do so, please contact datenschutz@gfo-online.de or send a letter to the address given above.

In cases in which we process data on the basis of your consent (Section 6 (1) (b) KDG), you have the right to withdraw your consent at any time without giving reasons and with effect for the future. The corresponding data processing will then no longer take place in the future, but will not affect the legality of the processing carried out up to the time of revocation. In addition, you have the right to object to processing, for example if the data is or was processed incorrectly, or if other reasons in the interests of the data subject prevent (further) processing. Data subjects also have the right to lodge a complaint with the supervisory authority responsible for data processing.

Please note that in the event of an objection and/or revocation, certain services/processing activities cannot be provided or utilised if the processing is necessary for these purposes.

8 Automated decision-making

Automated decision-making does not take place. Should this be or become necessary, we will obtain transparent consent in advance of the processing at the appropriate point.

9. changes to this privacy policy

We reserve the right to amend or supplement this privacy policy at any time with regard to the constantly changing legal, technical and organisational requirements for the processing of personal data. This also applies to any translation errors and differences with regard to national data protection law requirements.