V2 (022024)
New Work SE uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by New Work SE.
With regard to interaction within the company account of New Work SE, New Work SE and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with New Work SE, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of New Work SE in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to New Work SE only.
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
Thanks for your interest in a vacancy at a New Work Group company. We’d like to let you know about the personal data we process in connection with your application.
This privacy notice applies in addition to our existing Privacy Policies when visiting our websites which provide you with detailed information as to how we process your personal data as a result of you visiting our website or for reasons other than your job application:
For xing.com
https://privacy.xing.com/en/privacy-policy
For engage.kununu.com
https://engage.kununu.com/en/privacy/
For internations.org
https://www.internations.org/privacy-policy/
For prescreen.io (in German)
https://prescreen.io/de/privacy-policy-website/
For honeypot.io
https://www.honeypot.io/en/privacy_policy
Who is responsible for processing your data?
The data controller under privacy law is the company to which you are applying/have applied for a job. Hereafter, the respective data controller is collectively referred to as “we”.
Data controller contact details
New Work SE
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
XING GmbH & Co. KG
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
XING Marketing Solutions GmbH
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
New Work Young Professionals GmbH
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
HalloFreelancer GmbH
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
XING Events GmbH
Sandstr. 33
80335 München
Deutschland
Tel: +49 89 552 73 58-0
Fax: +49 89 552 73 58-10
E-Mail: info@xing-events.com
datenschutzbeauftragter@new-work.se
XING E-Recruiting GmbH & Co. KG
Am Strandkai 1
20457 Hamburg
Deutschland
Tel: +49 40 419 131-361
Fax: +49 40 419 131-11
E-Mail: e-recruiting@xing.com
datenschutzbeauftragter@new-work.se
XING E-Recruiting GmbH
Wollzeile 1-3 Top 5.1
1010 Wien
Österreich
Tel: +49 40 419 131-361
Fax: +49 40 419 131-11
E-Mail: e-recruiting@xing.com
datenschutzbeauftragter@new-work.se
XING E-Recruiting Switzerland AG
Pfingstweidstrasse 106e
8005 Zürich
Schweiz
Tel: +49 40 419 131-361
Fax: +49 40 419 131-11
E-Mail: e-recruiting@xing.com
datenschutzbeauftragter@new-work.se
New Work Networking Spain S.L.
CL CONSEJO DE CIENTO, 334-336
P.6 PTA.1
Barcelona
Spanien
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
New Work Networking Portugal Unipessoal Lda.
Rua Alfredo Allen, nº 455
Porto
Portugal
Tel: +49 40 419 131-0
Fax: +49 40 419 131-11
E-Mail: info@xing.com
datenschutzbeauftragter@new-work.se
XING Switzerland GmbH
Gartenstrasse 25
8002 Zürich
Schweiz
Tel: +49 40 419 131-361
Fax: +49 40 419 131-11
E-Mail: e-recruiting@xing.com
datenschutzbeauftragter@new-work.se
NEW WORK AUSTRIA XING kununu Prescreen GmbH (ehemals kununu GmbH)
Schottenring 2-6
1010 Wien
Österreich
Tel: +43 (1) 393 00 30 0
Fax.: +43 1 253 30 33 2403
E-Mail: office@kununu.com
datenschutzbeauftragter@new-work.se
kununu engage GmbH
Köpenicker Straße 154
10997 Berlin
Deutschland
Tel.: +49 (0) 40 4191313831
E-Mail: berlin@kununu.com
datenschutzbeauftragter@new-work.se
InterNations GmbH
Schwanthalerstr. 39
80336 Munich
Germany
Tel: +49 (0)89 4613324-0
E-Mail: info@internations.org
Prescreen International GmbH
Mariahilfer Straße 17
1060 Wien
Österreich
Tel: +43 (1) 89 07 679
E-Mail: office@prescreen.io
Honeypot GmbH
Schlesische Straße 26
10997 Berlin
Deutschland
Tel: +49 (0) 152 28463177
E-Mail: hello@honeypot.io
Which of your data do we process? And to what end?
We process the data you provide us with during your application so as to be able to assess your suitability for the vacancy (or any other suitable vacancies within the New Work Group) and to conduct the application process. This includes your application documents (CV, cover letter and certificates) as well as the following personal data:
Title/salutation, first name and last name
E-mail address
Date of birth
Phone number
Address
Country of residence and
Nationality
During the course of an application process, we may ask applicants to take an online personality diagnostics test to enable us to gauge their personality, e.g. for social skills or specific character traits. We have commissioned the following company to organise and evaluate these tests within the scope of a commissioned data processing agreement: The Predictive Index, LLC, 101 Station Drive, Westwood, Massachusetts 02090, USA. We have concluded the EU’s standard contractual clauses with this service provider.
To make it quick and easy for you to arrange appointments with us during your application process, we offer you the option of using an online scheduling service called Calendly, which is operated by Calendly LLC, BB&T Tower, 221 17th ST NW, Atlanta, GA 30363, USA, https://calendly.com. By using this service, your data will be sent to a third country.
We have concluded a data processing agreement with Calendly that includes the EU’s standard contractual clauses. More information about this is available on https://calendly.com/pages/dpa.
This privacy notice and the provider’s privacy notice apply to data collected via the Calendly service.
Provided you grant us your consent to do so, which you can revoke at any time, we also add the data and application documents you send us to our TalentPool so we can contact you at a later date regarding future vacancies.
We also send out surveys from time to time as part of our quality assurance process, meaning that we may contact you after your job application process.
We will notify you if we intend to process your personal data for any purpose other than that for which it was originally collected.
What is the legal basis of this?
When we process your personal data in connection with your job application, we do so primarily on the basis of Section 6(1)(b) GDPR or, when processing data in Germany, on the basis of Section 26 of the German Federal Data Protection Act (BDSG) which permits data processing for employment-related purposes where necessary for hiring decisions.
Should this data be required following completion of the application process in order to comply with a legal obligation, data may be processed in line with the recitals provided in Article 6 GDPR, particularly for the purposes of legitimate interests as set out in Section 6(1)(f) GDPR. In such cases, our interest pertains to the assertion or defence of claims.
How long is the data saved for?
Your data will be deleted once it is no longer required for its intended purpose.
In the event of an unsuccessful application, candidate data is deleted after a period of six (6) months.
In the event that you provide the corresponding consent, we will add your data to our TalentPool. There, your data will be deleted after a period of two (2) years. We will contact you before this period expires to ask you if you’d like us to continue saving your data in our TalentPool.
Should your application result in an employment relationship with New Work SE or another New Work Group company, the data from the job applicant system will be transferred to our employee information system.
To which recipients are the data passed on?
We use a specialised software provider for our application process. This service provider acts on our behalf and may also gain access to your personal data in connection with maintaining and updating its systems. We have concluded a commissioned data processing agreement with this provider to ensure that data is processed in a lawful manner.
Following receipt, your application data will be screened by our HR department. Suitable applications will then be forwarded internally, possibly also within the New Work Group, to the head of the department looking to fill the vacancy. The subsequent steps will then be taken accordingly. Your data will only be made available to people within the company who need access to ensure correct handling of our application process.
To the extent permitted for the above purposes, we also send your personal data to our affiliates.
Otherwise, personal data may be processed on our behalf on the basis of commissioned data processing agreements by providers of applicant selection process systems, e.g. personality diagnostics.
Where is the data processed?
Unless stated otherwise, your data is processed solely at data centres within the European Union.
Data may be transferred to third countries. This, however, shall always take place in compliance with the admissibility requirements stipulated by law. In cases where the transfer of data to a third country does not serve the fulfilment of contractual obligations, if we have not received consent from you, if the transfer is not necessary for the establishment, exercise or defence of legal claims, and if no other exemption clause applies, we shall only transfer your data to a third country when an adequacy decision pursuant to Article 45 of the GDPR or appropriate safeguards pursuant to Article 46 of the GDPR are in place. In general, we put in place appropriate safeguards as Article 46 of the EU General Data Protection Regulation (GDPR) along with an adequate level of data protection. by agreeing with the receiving entity on standard contractual clauses (SCCs) issued by the European Commission. Copies of the standard contractual clauses are available on the website of the European Commission.
Your rights as a “data subject”
You have to right to receive information about which of your personal data we store and process. Requests not submitted in writing may be subject to identity checks. You also have the right to rectification or erasure of your personal data, and/or the right to restriction of processing provided you are legally permitted to do so. You also have a right to object to processing to the extent permitted by law. The same applies to your right to data portability.
Right to lodge a complaint
Irrespective of an administrative or judicial remedy, you have the right to lodge a complaint with the supervisory authority. This right applies, in particular, in the Member State of your place of residence, your place of work, or the place of the alleged infringement should you be of the opinion that your personal data is not being processed in line with the GDPR.
