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Processing of (personal) data by the entity in charge of the online application process

Candidate Privacy Notice

1. Introduction
This Candidate Privacy Notice explains how Aerksa (“we”, “us”, or “our”) collects, uses, and protects personal data when you apply for a job with us through our website or other recruitment channels.

We are committed to protecting your personal data and handling it responsibly and transparently.
This notice applies to all individuals applying for roles with Aerska, including roles located in different countries where we operate.

2. The Personal Data We Collect
During the recruitment process we may collect and process the following types of personal data:
  • Identification details such as your name, address, email address, and telephone numberInformation contained in your CV or resume, including employment history, qualifications, and skills
  • Application materials such as cover letters or responses to application questions
  • Interview notes, assessments, and feedback from the recruitment process
  • References provided by you
  • Eligibility to work in a particular country or visa status where required
  • Diversity or equal opportunity information where voluntarily providedTechnical information when you use our website, such as IP address or device informationWe only collect personal data that is relevant and necessary for recruitment purposes.

3. How We Collect Your Personal Data
We collect personal data from several sources, including:
  • Information you provide directly through our careers website or job application forms
  • CVs, resumes, or other documents you upload
  • Recruitment agencies or talent partners who may refer you to us
  • Public professional profiles where relevant to the role
  • References or background checks where applicable and permitted by law

4. How We Use Your Personal Data
We use your personal data for recruitment and hiring purposes, including:
  • Reviewing and assessing your suitability for a role
  • Communicating with you about your application
  • Arranging and conducting interviews
  • Evaluating your skills, qualifications, and experience
  • Verifying the information you have provided
  • Conducting background or reference checks where appropriate
  • Improving our recruitment processes
  • Considering you for future opportunities where appropriate

5. Legal Basis for Processing
Where applicable, we process personal data based on one or more of the following legal grounds:
  • Legitimate interests in recruiting and hiring employees
  • Taking steps at your request before entering into an employment contract
  • Compliance with legal obligations, such as verifying eligibility to work
  • Your consent, where required (for example where you choose to join a talent pool)

6. International Data Transfers
As a global organisation, roles advertised on our website may be located in different countries. Your personal data may therefore be accessed by hiring managers, HR teams, or group companies in other jurisdictions.

Where personal data is transferred internationally, we take appropriate safeguards to ensure it remains protected in accordance with applicable data protection laws.


7. Sharing Your Personal Data
We may share your personal data with:
  • Internal HR teams and hiring managers involved in the recruitment process
  • Companies within our corporate group
  • Recruitment agencies or service providers supporting our hiring processes
  • Technology providers such as recruitment platforms and applicant tracking systems, including Personio
  • Background screening providers where required
  • Regulatory authorities or law enforcement where legally requiredAll third parties are required to respect the security of your personal data and process it in accordance with applicable laws.

8. Data Retention
We retain candidate personal data only for as long as necessary to fulfil the purposes for which it was collected. Typically:
  • If your application is unsuccessful, we may retain your information for up to 6 months after the recruitment process to consider you for future opportunities or to meet legal obligations.
  • If you choose to join our talent pool, we may retain your information for a longer period so we can contact you about relevant roles.
  • If you are successful, relevant information collected during recruitment will become part of your employment record.

9. Equal Opportunities Monitoring
In some jurisdictions, you may be invited to voluntarily provide information relating to diversity or equal opportunities (such as gender, ethnicity, or disability status). This information is used only for monitoring and reporting purposes and will not be used to make recruitment decisions. Providing this information is entirely optional.


10. Accuracy of Information
By submitting an application, you confirm that the information you have provided is accurate and complete to the best of your knowledge. Providing false or misleading information during the recruitment process may result in your application being rejected or, where applicable, withdrawal of an employment offer.


11. Your Rights
Depending on your location and applicable data protection laws, you may have the right to:
  • Request access to the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your personal data in certain circumstances
  • Object to or restrict certain types of processing
  • Withdraw consent where processing is based on consent
To exercise these rights, please contact us using the details provided on our website.


12. Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, or loss.

Access to candidate data is restricted to individuals who need the information for legitimate recruitment purposes.


13. Updates to This Notice
We may update this Candidate Privacy Notice from time to time. The latest version will always be available on our careers website.
For more information about how we process personal data generally, please refer to our main Privacy Policy available on our website.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.