Privacy Notice regarding our recruiting system

This Privacy Notice provides information on how Beam deals with personal data collected through the Recruiting System, or that you otherwise provide to Beam, due to your application, and explains the handling of your personal data in the course of the application process.

1. Contact Information

Beam GmbH, Kollwitzstraße 64, 10435 Berlin, is the office responsible for collecting and processing your data.

If you have any questions or suggestions on data protection issues relating to our recruitment, please write to dataprotection@beamberlin.com.

2. What is the purpose of personal data collection?

Beam needs your personal data to handle your application. The data you have provided to us in line with your application will only be used and processed for the purpose of applicant selection. For the handling of your application, we will only use the information that you have provided to us directly.

If you are registered in our application-database we would like to consider your application also for other positions within Beam or within companies affiliated to Beam. In this case, we might contact you and invite you to apply for another position if your profile matches. You then decide if you are interested in applying.

We collect your personal data for the purpose of handling your application on the legal basis of Art. 6 clause 1 (1) b), Art. 88 General Data Protection Regulation (GDPR), para. 26 clause 1 (1) Bundesdatenschutzgesetz (BDSG). In the case of an online application for a specific job or an initiative application, you enter your data into the appropriate online form yourself. For security reasons, we will send you a notice of confirmation after you have completed online registration. In the case of an email application, we enter all relevant data into our recruitment system and upload your documents including your email. Your email will subsequently be deleted from our mailbox. Where an application is made on paper, we scan your application documents and upload them to our recruitment system. Your original documents will be returned to you by post once the information has been entered.

3. Which personal data do we collect?

We record your personal data that is relevant for or that you provide to us during the application process (including, but not limited to name, address, email, position you applied for, and details on your application). To be able to consider your application thoroughly we might also need information on your previous professional career and other similar information.

In the case of an online application, you complete the personal data in the online forms and upload the relevant documents. In the case of other application channels, we record the relevant information from your application and store your application documents.

In relation to your application, we undertake only to use data that comes directly from you personally. This may also include data that you make available online for the purposes of describing your professional career (e.g. in social networks). Please feel free to notify us of further information relating to your professional career which is available online.

Where you make an online application, instead of entering your personal data manually or uploading a CV document, you can also transfer your profile from a social network (LinkedIn, XING, etc.).

4. Who processes the information from your application?

For the purpose of the recruiting process, your application documents will be shared with the persons responsible for the recruiting of the respective position within Beam GmbH.

If in our view your application would also be suitable for other jobs in the same or another group company (both nationally and internationally) we will approach you in this regard. Prior to any disclosure of your personal data to the recruiters of these positions, we will contact you again to obtain your express consent. You may cancel your agreement to disclosure at any time, by email or post, at the address indicated in Clause 1. Canceling your agreement to the disclosure of the application means that the application will cease to be considered for the respective jobs.

For some jobs, a company medical aptitude examination is required. Following the examinations, our appointed service providers will inform us of the applicant’s suitability/fitness for the job in question. We do not receive information about your personal examination results.

Service provider for the hosting of the recruitment system is the company Recruiterbox by Applied Training Systems, Inc.* a Delaware corporation (“ATSI”), 911 E Pike St., Seattle, WA 98122 within a cloud solution. The hosting is executed in Germany.

5. Who is informed about your application?

Your personal data is treated strictly confidentially and will be provided only to the competent persons involved in the recruitment process.

Should you be considered for employment, the subsequent use or disclosure of your information is limited to general accepted employment-related purposes to those with a need to know. This includes information disclosed to internal or third-party providers for the required pre-employment checks, verification, and any legal or regulatory requirements.

This means that all responsible employees of Beam GmbH that contribute to the selection process for the position you apply for have access to your application/profile for their recruitment purposes, including, if applicable, employees of their respective data processors. Within Beam GmbH uniform minimum standards apply for dealing with personal data, according to our global privacy policy. In particular, it is inadmissible to use your application/profile for other purposes besides our recruitment processes. Nevertheless please note that due to the various locally applicable data protection regulations there are different levels of protection by the respective privacy regulation in the different countries.

If you applied using any other application channel besides online application, your personal data will only be shared in the country the job is located in.

6. How can you change your personal data?

In the case of an online application, you can access and update your profile and personal information in the recruitment system, including your personal data and added documents, at any time. Furthermore, it is possible to withdraw an application for a position via your profile or delete the complete profile.

7. When is your personal data deleted?

We only save your personal data as long as we need it for the respective purpose. Our customary deletion period following the conclusion of the application process is six months.

You can at any time delete your personal data and the uploaded documents (e.g. your CV) yourself. In addition, you have the possibility to ask us to delete your data by sending a respective request to the address under Clause 1 or in the course of a recruitment process to your recruiter.

8. Technical information on the Career Portal

For technical reasons, certain data must be collected and saved when you visit this website. The following data is collected without any action on your part and saved until it is automatically deleted after 10 days:

• The IP address from the querying computer,
• Date and time of access,
• Name and URL of the file accessed,
• The website from which the access took place (referrer URL),
• The browser used and in some cases the operating system of your computer.

8.1. How is your personal data transferred?

The internet server of our provider meets the current security standards. Our aim is to protect your personal data from loss, misuse, unauthorized access, publication, change, and deletion. Your personal data is transferred to the servers using the security standard, the TLS method.

8.2 What is a cookie?

Cookies are small text files that might store personal data. Cookies can be sent to this website when it is called, allowing the user to be identified. Cookies help users to use internet sites more easily.

We differentiate between cookies that are necessary for the technical functions of the website and those that are not necessary. We would like to provide you the option to make an informed decision for or against the use of cookies that are not necessary for the technical functions of this website. The use of this website in its entirety will not be affected by this.

8.3 How are cookies used?

This is the information on how and in what manner cookies are used on our sites.

The use of the career portal and application system is generally possible without the use of cookies that do not serve a technical purpose. This means that you can prevent browser tracking from cookies (do-no-track, tracking protection list) or disallow the saving of third-party cookies. In addition, we recommend checking the saved cookies regularly if they are not expressly desired.

Please note that when you delete all cookies, you are also deleting any opt-out cookies, meaning that you must opt-in again.

Cookies that are mandatory for using the site. Session cookies cannot be deactivated as they are necessary for the usage of this website.

The “PHPSESSID cookie” and the “ScustomPortal-[…] cookie” are used by the platform on stateless protocols as identification criteria to recognize several associated requests of a client and to assign them to one session. In these cookies, there is a long alphanumerical ID included which is also stored on the server. In case both IDs match, the client is allowed to send a request to the server. The session and the cookie are destroyed as soon as the page is closed.

Session cookies cannot be deactivated as they are necessary for the use of this website.

The “JSESSIONID cookie” is used as an identifier for applications using stateless protocols in order to identify multiple requests from one client and assigned them to a session. This cookie contains a long, alphanumeric ID that is stored on the server. If the two IDs match, the client is permitted to send queries to the server. The session and the cookie are deleted as soon as the page is closed.

9. Rights of the Data Subject

You have the right to request information on the personal data stored about you, at any time. You also have the right to request the correction of inaccurate personal data concerning you, including the completion of incomplete data, if necessary in the form of a supplementary statement. In addition, you have the right, where appropriate, to request the deletion of stored personal data about you. If statutory provisions, e.g. storage obligations, do not allow deletion, processing of your data will instead be restricted (i.e. blocked), so that the data is only accessible for the purpose of complying with the mandatory statutory provisions. You may also have the right to request that the processing of your data be restricted (blocking). With regard to personal data that you have made available to us and which is processed by us using automated procedures based on consent or contractual agreement, you have the right to request that this data be transferred to you or, where applicable, to a third party designated by you. You may object to data processing for reasons arising from your particular situation if data processing is based on our overriding legitimate interests or is necessary for the performance of public duty. Insofar as data processing is based on your consent, you have the right to withdraw consent at any time. You also have a right to complain to the regulatory body. The regulatory body responsible for Beam GmbH is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Berlin, Friedrichstraße 219, 10969 Berlin
Tel.: 030 1388 9777 (Monday to Friday from 10:00 to 13:00)
Internet: https://www.datenschutz-berlin.de/

To exercise your rights as a data subject, simply send a letter by post or email to the address indicated in Clause 1.

Please do not use the above contact details for sending us your job application.