Privacy policy

activeMind AG, and activeMind.legal Rechtsanwaltsgesellschaft mbH, and activeMind.legal UK Ltd. provide a joint career portal for submitting applications online. We place great importance on the protection of privacy and comply with the statutory data protection regulations. The following is an explanation of how we handle your personal data.

1. Who is the controller?

The controller pursuant to data protection law is:

activeMind AG Management and Technology Consulting
Potsdamer Straße 3
80802 Munich
Germany

Phone: +49 (0)89 / 91 92 94 - 900
www.activemind.de

and

activeMind.legal Rechtsanwaltsgesellschaft mbH
Potsdamer Straße 3
80802 Munich
Germany

Phone: +49 (0)89 / 91 92 94 - 900
www.activemind.legal

and

activeMind.legal UK Ltd.
No 1 Royal Exchange
London, EC3V 3DG
United Kingdom

Phone: +44 20 89383608
www.activemind.uk

In many areas, the data is jointly processed. The joint responsibility is arranged through an agreement between the companies. The companies use the same database for their respective activities and access the same data as necessary. The companies are each independently responsible for the lawful processing of personal data and the granting of data subject rights including making required information available. The companies support each other as necessary.


As our data protection officer, we have appointed:

Data protection officer of activeMind AG
Potsdamer Straße 3
80802 Munich

Phone: +49 (0)89 / 91 92 94 - 900
E-Mail: privacy@activemind.de

and

Data protection officer of activeMind.legal
Potsdamer Straße 3
80802 Munich

Phone: +49 (0)89 / 91 92 94 - 900
E-Mail: privacy@activemind.legal


2. Which processing activities are carried out?

Contact and application

Purpose, legal basis and legitimate interest

On our application portal, you can submit your application online to activeMind AG, activeMind.legal Rechtsanwaltsgesellschaft mbH and activeMind.legal UK Ltd. We will process the data you provide exclusively for the purpose of evaluating your professional suitability and contacting you.

At the time of sending the message, the following data will also be stored:

  • Date and time of the request
  • URL from which the request was made

Alternatively, it is possible to contact us via the E-Mail addresses provided. In this case, the user's personal data transmitted with the E-Mail will be stored. This includes the date and time the E-Mail was sent, E-Mail address, IP addresses and information on the servers involved in the E-Mail communication.

In addition, you can contact us via the telephone number provided. In this case, we collect log data that includes your telephone number and the duration of the call. As a matter of principle, we do not record conversations.

The processing is carried out for the establishment of an employment relationship within the framework of the implementation of pre-contractual measures, which are carried out upon request, § 26 BDSG.


Recipients of the data

Within the companies, access to their data is granted to those entities that need it to fulfill contractual, legal and regulatory obligations.

Our website is maintained by service providers who act as our data processors.

We use HR management software for our application process, which helps us manage the application process and job postings.

In addition, we are supported by an externally contracted call center for your telephone inquiries.

All service providers are contractually obligated to treat your data confidentially.


Storage duration

In the event that your application is rejected, it will be deleted 6 months after notification of the decision.

If an employment relationship is established, the application documents will be stored for at least the period of employment.


Provision prescribed or required

The provision of personal data is neither legally nor contractually required. However, it is not possible to process the application without this information.


Objection

Please read the information about your right to object according to Art. 21 GDPR below.


Accessing our website

Purpose, legal basis and legitimate interest

When you access our website, i.e. even if you do not register or otherwise submit information, information of a general nature is automatically collected. This information (server log files) includes, for example, the type of web browser, the operating system used, the domain name of your Internet service provider, your IP address, referrer URL, date and time of access and the like.

In particular, they are processed for the following purposes:

  • Ensuring a smooth connection setup of the website,
  • Ensuring the smooth use of our website, and
  • Ensuring and evaluating system security and stability, in particular for abuse detection as well as
  • for the technically error-free presentation and optimization of our website.

We do not use your data to draw conclusions about you personally. However, we reserve the right to check the server log files retrospectively if there are concrete indications of unlawful use.

The processing is carried out in accordance with Art. 6 (1) (f) GDPR on the basis of our legitimate interest in improving the stability and functionality of our website and ensuring system security and abuse detection.


Recipients of the data

We use service providers for the operation and maintenance of our website, who act as our data processors.

All service providers are contractually obligated to treat your data confidentially.


Storage duration

Data is stored in server log files in a form that allows identification of the data subjects for a maximum period of 14 days; unless a security-related event occurs (e.g. a DDoS attack).

In the event of such an event, server log files are stored until the elimination and complete clarification of the security-related event.


Provision prescribed or required

The provision of the aforementioned personal data is neither legally nor contractually required. However, without the IP address and the cookie identifier, the service and functionality of our website is not guaranteed. In addition, individual services and services may not be available or may be limited.


Objection

Please read the information about your right to object according to Art. 21 GDPR below.


Reach measurement

Purpose, legal basis and legitimate interest

We evaluate user behavior with the help of analysis tools.

A more detailed description of the tools can be found in the chapter Analysis tools of this privacy statement.

The processing is carried out in accordance with Art. 6 (1) (f) GDPR on the basis of our legitimate interest. The measurement of the reach and the resulting information are suitable for adjusting the web offer.


Recipients of the data

We use technical service providers for the operation and maintenance of our website, who act as our data processors.

All service providers are contractually obligated to treat your data confidentially.


Storage duration

The data is anonymized immediately after collection.


Provision prescribed or required

The provision of the data is neither legally nor contractually required.


Objection

Please read the information about your right to object according to Art. 21 GDPR below.


Use of Cookies

General Information

A cookie is a small data set that is created when a website is visited and is temporarily stored on the website user's system. If the server of this website is called up again by the user of the website, the browser of the user of the website sends the previously received cookie back to the server. The server can evaluate the information obtained through this procedure. Cookies can, in particular, make it easier to navigate a website.

Detailed information on the subject of cookies, and which cookies are used on this website (after consent), can be found in our Cookie Consent Tool, which you can access at any time by clicking on the icon at the bottom left of your web browser.


Deletion of Cookies

You can reject any cookie category, except for the technically necessary cookies. To do this, click on the icon at the bottom left of your web browser and change the desired settings in the cookie consent banner that opens.

You can also delete individual cookies or the entire cookie inventory via your browser settings. In addition, you will receive information and instructions on how to delete these cookies or block their storage in advance. Depending on the provider of your browser, you can find the necessary information under the following links:

  • Mozilla Firefox: https://support.mozilla.org/kb/clear-cookies-and-site-data-firefox
  • Internet Explorer: https://support.microsoft.com/help/17442/windows-internet-explorer-delete-manage-cookies
  • Google Chrome: https://support.google.com/accounts/answer/61416
  • Opera: http://www.opera.com/help
  • Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac

Additionally, you can prevent loading of so-called scripts by default. NoScript allows JavaScript, Java and other plugins to run only on trusted domains of your choice. For information and instructions on how to edit this feature, contact your browser vendor (e.g. for Mozilla Firefox: https://addons.mozilla.org/en-GB/firefox/addon/noscript/).


Use of technically necessary cookies

Purpose, legal basis and legitimate interest

We use cookies to make our website more user-friendly. Some elements of our website require that the calling browser can be identified even after a page change.

The following data is stored and transmitted in the cookies:

  • Language settings
  • Consent management

Technically necessary cookies help to make a website usable by enabling basic functions such as page navigation and access to secure areas of the website. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary that the browser is recognized even after a page change.

The processing is carried out in accordance with Art. 6 (1) (f) GDPR on the basis of our legitimate interest in a user-friendly design of our website and in the documentation of consent.


Recipients of the data

We use technical service providers for the operation and maintenance of our website, who act as our data processors.

All service providers are contractually obligated to treat your data confidentially.


Storage duration

Details on the storage duration of cookies can be found in our Cookie Consent Tool, which you can access by clicking on the icon at the bottom left of the screen.


Provision prescribed or required

The provision of the aforementioned personal data is neither legally nor contractually required. However, without this data, the service and functionality of our website cannot be guaranteed. In addition, individual services and services may not be available or may be limited.


Objection

Please read the information about your right to object according to Art. 21 GDPR below.


Use of technically unnecessary cookies

Purpose and legal basis

We also use such cookies on the website that enable an analysis of the user's surfing behavior. These cookies are used to make the use of the website more efficient and attractive.

We use web analytic technologies from the following providers:

  • Matomo

The legal basis for these processing operations is in each case your consent, Art. 6 (1) (a) GDPR.


Recipients of the data

We use technical service providers for the operation and maintenance of our website, who act as our data processors.

All service providers are contractually obligated to treat your data confidentially.

Further recipients and details about the technical functioning of the tools used and information on how you can prevent the transfer of data (tracking) can be found in our Cookie Consent Tool, which you can access by clicking on the icon at the bottom left of the screen.


Storage duration

For details on the storage duration of cookies and the technologies used as part of these tracking tools, please refer to our Cookie Consent Tool, which you can access by clicking on the icon at the bottom left of the screen.


Provision prescribed or required

The provision of your data is voluntary, based solely on your consent. However, we would like to point out that in this case you may not be able to use all functions of this website to their full extent.


Withdrawal of consent

You can withdraw your consent at any time. To do so, click on the icon at the bottom left of the screen and make the desired settings in the cookie consent banner that opens.


Profiling

With the help of web analytics tools, the behavior of visitors to the website can be evaluated and interests can be analyzed. For this purpose, we create a pseudonymous user profile.


Objection

Please read the information about your right to object according to Art. 21 GDPR below.


Analysis tools in use

Matomo (based on logfiles)

With the help of the locally installed analysis tool Matomo, we evaluate user behavior locally on the server. Matomo does not collect the data itself, but accesses the database of the web server.

The web server truncates each requesting IP address before storing it in the log file. Thus, the database is sufficiently anonymized and it is not possible to draw conclusions about individual persons.


Matomo (based on cookies)

This website uses Matomo (formerly Piwik), an open source software for statistical analysis of visitor access. The provider of the Matomo software is InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand.

Matomo uses cookies that enable an analysis of your use of the website. The information generated by the cookie about your use of the website is stored on a server in Germany. We have configured Matomo so that no profiling takes place.

The IP address is anonymized immediately after processing and before storage by truncating the last 2 bytes.

You have the option to prevent the installation of cookies by changing the settings of your browser software. We would like to point out that if you change your settings accordingly, not all functions of this website may be available.

For more information on the privacy settings of the Matomo software, please see the following link: https://matomo.org/docs/privacy/.

The data is deleted as soon as it is no longer required for our recording purposes. In our case, this is done automatically after 6 months.

First, you can completely prevent the storage of cookies in your browser. However, this may mean that you can no longer use some functions of our website that require identification. Secondly, you can activate the "Do-not-track" setting in your browser. We have configured Matomo to respect this setting.

In addition, you can create a so-called opt-out cookie with a mouse click below, which is valid for two years. It has the consequence that Matomo will not register your further visits. Note, however, that the opt-out cookie will be deleted if you delete all cookies.


What data protection rights do you have?

Every data subject has the right to access under Article 15 of the GDPR, the right to rectification under Article 16 of the GDPR, the right to erasure under Article 17 of the GDPR, the right to restriction of processing under Article 18 of the GDPR, the right to object under Article 21 of the GDPR and the right to data portability under Article 20 of the GDPR.

With regard to the right to information and the right to erasure, the restrictions pursuant to Sections 34 and 35 BDSG apply.

You may withdraw your consent to the processing of personal data at any time. This also applies to the withdrawal of declarations of consent given to us before the applicability of the General Data Protection Regulation, i.e. before May 25, 2018. Please note that the withdrawal is only effective for the future. Processing that took place before the withdrawal is not affected.

In addition, you have the right to lodge a complaint with a competent data protection supervisory authority (Art. 77 GDPR in conjunction with Section 19 BDSG). A list of supervisory authorities (for the non-public sector) with address can be found at: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.


Data security

We only handle personal data to the extent that this is in accordance with data protection regulations. In doing so, we also strive to take all necessary technical and organizational security measures to adequately protect your personal data from unauthorized access and misuse at all times.

Insofar as we store or process personal data, this is done within a high-security data center. To protect the security of your data during transmission, we use encryption methods (e.g. SSL) via HTTPS. Our servers are secured by means of firewall and virus protection. Back-up and recovery procedures as well as role and authorization concepts are a matter of course for us.

Our employees are obliged to observe the regulations of the GDPR and the BDSG when handling data.


Changes to our privacy statement

We reserve the right to adapt this pirvacy statement to ensure that it always complies with the current legal requirements or to implement changes to our services in the pirvacy statement, e.g. when introducing new services. The new privacy statement will then apply to your next visit.

Currently, the version dated February 27, 2022 applies.


Information regarding your right to object in terms of Art. 21 GDPR

Right to object on a case-by-case basis

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 Art. 6(1)(f) GDPR (data processing on the basis of a balance of interests); this also applies to profiling based on this provision within the meaning of Art. 4 No. 4 GDPR.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate interests for the processing that override your interests, rights and freedoms, or the processing serves the assertion, exercise or defense of legal claims.


Recipients of an objection

The objection can be made informally with the subject "Objection", stating your name, address or other identifying information to:

activeMind AG
Management and Technology Consulting
Potsdamer Strasse 3
80802 Munich
Germany

E-mail: privacy@activemind.de

or to

activeMind.legal Rechtsanwaltsgesellschaft mbH
Potsdamer Street 3
80802 Munich
Germany

E-mail: privacy@activemind.legal

or to

activeMind.legal UK Ltd.
No 1 Royal Exchange
London, EC3V 3DG
United Kingdom

E-mail: privacy@activemind.legal