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Privacy Policy Declaration for Job Applications

Before you enter your data on our application portal or submit it to us, we ask you that you read the following data protection declaration for applications carefully. This will inform you about how we process the personal data you provide to us as part of your application. Unless stipulated otherwise, our general data protection declaration, which you can access here, applies. By ticking the checkbox(es) on our applicant portal and submitting your data, you expressly agree that Tourlane GmbH, Köpenicker Str. 126, 10179 Berlin (hereinafter referred to as "Tourlane") may process and use the data you have submitted for the purpose of carrying out recruitment and application processes. If you do not wish to use the application portal, you can also send us your application in writing or by email to the following address: Tourlane GmbH, Köpenicker Str. 126, 10179 Berlin, Germany, Email: hr@tourlane.de. This data protection declaration also applies to applications sent by post or email.

1. Party Responsible for Data Processing

The party responsible for processing your personal data is Tourlane GmbH, Köpenicker Str. 126, 10179 Berlin, AG Berlin-Charlottenburg, (HRB 170081B), Tel: 030 - 555 708 92, Email: hr@tourlane.de.

2. Data Protection Officer

You can contact Tourlane's data protection officer as follows: Tourlane GmbH, Data Protection Department, Köpenicker Str. 126, 10179 Berlin, Email: datenschutz@tourlane.de

3. Data Collected by Us in the Application Portal

3.1 Application Details

With our application portal, we offer you a fast and uncomplicated way to apply for a job with us. In addition to entering data manually and uploading documents, you can import your data from your XING or LinkedIn profile. The information we need from you is marked with an asterisk on the application form (first and last name, email address, cover letter and CV, including relevant information). We recommend that you upload the relevant documents in a common file format (e.g. PDF, TIF, JPG or Microsoft Word). You also have the option of submitting other information voluntarily via the form, such as information about your personal goals, career development or references. There is no legal or contractual obligation to provide your data. However, we will not be able to process your application without the information marked as mandatory in the form.

3.2 Automatically Collected Technical Data

When you use the application portal, your IP address will be automatically saved for technical reasons. However, the data will be deleted immediately after your access to our website has terminated. Otherwise, only access data without personal reference will be stored, such as the name of your Internet service provider, the previously visited website, date and time of the request, content of the request (specific page), the amount of data transferred, the website from which the request came, the browser, any log files such as the operating system and its interface, language and the version of the browser software. This data, which is anonymous to us, is used exclusively to improve our application portal and does not enable any conclusions about your character. This data will not be merged with other data sources. When using the applicant portal, so-called "session cookies" are used, which are deleted again at the end of your visit. The cookies are intended to enable or facilitate the use of certain functions of the portal. Cookies are small data packages that contain certain information (e.g. the time of the server request, the operating system used, the previously visited website, the IP address, etc.) and are stored on the user's computer when the user visits a website. If you call up the corresponding server again, your browser sends the previously stored cookie back to the server. You generally have the option of preventing cookies from being stored on your computer by making the appropriate browser settings. You can also delete a cookie once it has been set at any time. Find out how this works from the instructions in your browser and from the additional information in our data protection declaration. If your browser does not accept cookies, however, it is possible that certain functions of the applicant portal will not be available.

4. Data Collected by Us When Applying by Post or Email

If you do not wish to apply to us via the application portal, but by post or email, you should at least send us your full name, your postal or electronic contact address, a cover letter and your CV. There is no legal or contractual obligation to provide this data. However, we will not be able to process your application without it.

5. Data Storage for Further Job Offers in the Talent Pool

If you have consented to the storage and use of your data for our talent pool, we will store your application and the submitted documents for a period of up to twelve months. We will then process your data again if necessary, in order to compare the data, you have submitted with new job offers and to be able to contact you in the event of suitable vacancies. This consent is of course voluntary and can be revoked at any time. Just send us an email with your full name to hr@tourlane.de.

6. Purposes of Processing and Legal Framework

The data provided by you in your application will be processed exclusively for the purpose of processing your application. The legal basis for this is your consent pursuant to Art. 6 Abs. 1 lit. a) of the GDPR and, insofar as specific categories of personal data (e.g. information on your health, religion, ethnic origin, political orientation or other "sensitive" data) are concerned, your consent pursuant to Art. 9 Abs. 2 lit. a) of the GDPR. If you wish to exclude the processing of such categories of data by us from the outset, we recommend that you do not transmit such information by removing it from your documents or making it unrecognizable.

You can revoke your consent at any time in whole or in part with effect for the future. To do this, simply send an email with your full name to hr@tourlane.de. You can also send us your revocation by post: Tourlane GmbH, Köpenicker Str. 126, 10179 Berlin. Please note that we will then no longer be able to consider your application in the form submitted. If your application is successful and you become part of our Tourlane team, the data you provide in your application may also be used for personnel matters within the scope of employment. The legal basis for this is Art. 88 of the GDPR i.V.m. § 26 BDSG (new). In addition, data processing is carried out in accordance with Art. 6 Para. 1 lit. f) of the GDPR in order to safeguard our legitimate interests for the following purposes: The technical data collected when using the application portal is necessary to ensure the stable and secure operation of the platform. Mutual legal claims may arise in connection with the application process (e.g. claims under the AGG, pre-contractual claims for damages). The processing of personal data may therefore be necessary for the assertion or defense of such claims.

7. Recipient of Your Data

Your application (be it online, by post or by email) will only be considered and processed by the responsible members of the HR team. All employees entrusted with data processing are obliged to maintain the confidentiality of your data. The application portal is provided on our behalf by Greenhouse Software Inc., 455 Broadway, New York NY, 10013 USA (hereinafter referred to as "Greenhouse"), the so-called contract processors pursuant to Art. 28 of the GDPR. For this purpose, your data will be stored and processed on Greenhouse servers in the USA. Greenhouse is certified according to the „Privacy Shield Framework“ and thus meets the European standards for legally compliant order data processing. In addition, we have verified before entrusting Greenhouse that it offers sufficient guarantees for secure and legally compliant data processing. Your data is first transferred via an encrypted connection to Greenhouse's servers where it is temporarily stored. All data is encrypted on the basis of the SSL procedure. Your data will then be transferred to our internal servers via an encrypted connection and finally deleted from the Greenhouse servers. Your data will not be passed on to other third parties. We will only disclose your personal data to third parties if and insofar as this is necessary and legally permissible or if there is a corresponding legal or statutory obligation to do so, e.g. if we are obliged to do so by a court.

8. Duration of Data Storage

The processing of your personal data transmitted in the form of an application is generally carried out for the duration of the application process. If we are unable to offer you any employment, we will store the data you have provided for up to three months after the end of the application process (dispatch of the rejection) in order to answer questions in connection with your rejection and to be able to comply with the burden of proof under the General Equal Treatment Act (Allgemeines Gleichbehandlungsgesetz - AGG).

If you have given us your consent to do so and your application is of fundamental interest, we will store your data for up to twelve months in order to contact you in the event of new job offers.
You can withdraw your application at any time. In this case your data will be deleted immediately. In this case, however, we reserve the right to store certain data for a period of up to three months in order to comply with statutory provisions, in particular the above-mentioned obligations to provide evidence under the AGG.

If your application is successful, the data provided by you may be used for personnel matters within the scope of your employment. In this case, your data will be stored for the duration of the employment contract and will be deleted at the end of the employment contract at the latest upon the expiration of the statutory periods of limitation or preclusion under the employment contract.

9. Revocation Right, Information Rights and Other Rights

You have the right, pursuant to Art. 15 of the GDPR, to obtain information about the personal data we process. In particular, you may request information on the processing purposes, the types of data processed, the categories of recipients, the planned storage period, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right of appeal, the origin of your data provided that it has not been collected from us, as well as the existence of an automated decision-making process including profiling and, if applicable, meaningful information on its details. Furthermore, pursuant to Art. 16 of the GDPR, you have the right to have incorrect data corrected and, if necessary, incomplete data completed. According to Art. 17 of the GDPR, you also have the right to delete your personal data stored by us if one of the reasons for deletion of Art. 17 of the GDPR applies (if the data is no longer necessary for the purposes for which it was processed, if you have withdrawn your consent and there is no other legal basis for the processing, if you have lodged a legitimate objection against the processing according to Art. 21 of the GDPR, if the data have been processed unlawfully or if the deletion is necessary to fulfil a legal obligation incumbent upon us), unless the processing is necessary for the exercise of our right to freedom of expression and information, for the fulfilment of a legal obligation, for reasons of public interest or for the assertion, exercise or defense of legal claims.

Furthermore, according to Art. 18 of the GDPR you have the right to restrict the processing of your data as far as the correctness of the data is disputed by you, the processing is unlawful, but you refuse its deletion and we no longer need the data but you require it for the assertion, exercise or defense of legal claims or if you have lodged an objection against the processing according to Art. 21 of the GDPR,. In addition, according to Art. 20 of the GDPR, you have the right to receive your personal data that you have provided to us in a structured, common and machine-readable format or to request that it be transferred to another responsible person. Furthermore, you may object to data processing - insofar as this is based on safeguarding our legitimate interests pursuant to Art. 6 lit. f) of the GDPR - pursuant to Art. 21 of the GDPR, insofar as there are reasons for doing so which arise from your particular situation or the objection is directed against direct advertising. In the latter case, you have a general right of objection which is permissible without stating a particular situation.

In addition, in accordance with Art. 7 Abs. 3 of the GDPR, you can revoke your consent to us at any time. As a result, we may no longer continue the data processing based on this consent in the future.
Please address your requests for information and other inquiries, as well as your objection or revocation, stating your full name, to Tourlane GmbH, Köpenicker Str. 126, 10179 Berlin, AG Berlin-Charlottenburg, (HRB 170081B), Tel: 030 - 555 708 92, Email: hr@tourlane.de or datenschutz@tourlane.de.

You also have the right to file a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates statutory data protection regulations. This can be done, by the responsible regulatory authority in Berlin, for example.

Effective as of: 28.11.2018

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