Privacy Policy
Overview
In this privacy policy, we (Rematiq GmbH) inform you about the processing of personal data when using our website (https://rematiq.com).
Responsible and contact person
The contact person and so-called controller for the processing of your personal data when you visit this website within the meaning of the EU General Data Protection Regulation (GDPR) is
Rematiq GmbH
Amtsgericht Charlottenburg
HRB 257947 B
Rematiq GmbH
Gormannstraße 14
10119 Berlin
E-mail: dataprivacy@rematiq.com
Data processing on our website
Accessing our website / connection data
Each time you use our website, we collect the connection data that your browser automatically transmits to enable you to visit the website. This connection data comprises the so-called HTTP header information, including the user agent, and includes in particular
- IP address of the requesting device,
- date and time of the request,
- address of the website accessed and the requesting website,
- information about the browser and operating system used,
- online identifiers (e.g. device identifiers, session IDs).
The data processing of this connection data is necessary to enable you to visit the website, to ensure the long-term functionality and security of our systems and for the general administrative maintenance of our website.
The connection data is also stored in internal log files for the purposes described above, temporarily and limited to the necessary content, in order to compile statistical data on the use of our website, to further develop our website with regard to the usage habits of our visitors (e.g. if the proportion of mobile devices with which the pages are accessed increases) and to generally maintain our website administratively.
The legal basis is Art. 6 para. 1 sentence 1 lit. b GDPR, insofar as the page view occurs in the course of the initiation or execution of a contract, and otherwise Art. 6 para. 1 lit. f GDPR due to our legitimate interest in enabling website access and the permanent functionality and security of our systems. However, the automatic transmission of the connection data and the log files developed from it do not constitute access to the information in the end device within the meaning of the implementation laws of the ePrivacy Directive of the EU member states, in Germany § 25 TTDSG. Otherwise, however, it would be absolutely necessary anyway.
For data protection reasons, we do not permanently store or analyze log files.
Contacting us
You have various options for contacting us, e.g. via the contact form or by e-mail. In this context, we process data exclusively for the purpose of communicating with you.
The legal basis is Art. 6 para. 1 lit. b GDPR, insofar as your details are required to answer your inquiry or to initiate or execute a contract, and otherwise Art. 6 para. 1 lit. f GDPR due to our legitimate interest in you contacting us and us being able to answer your inquiry. We will only make promotional telephone calls if you have given your consent. If you are not an existing customer, we will only send you promotional emails on the basis of your consent. The legal basis in these cases is Art. 6 para. 1 lit. a GDPR in conjunction with Section 7 para. 2 no. 1 or 2 UWG.
The data collected by us when using the contact form will be automatically deleted after your request has been fully processed, unless we still need your request to fulfill contractual or legal obligations (see section 7 "Storage period").
Recruitment and Job Applicants
This Applicant Privacy Notice explains how Rematiq GmbH (“we”, “us” or “the Company”) collects and processes personal data in connection with recruitment.
1. What personal data do we process?
We process personal data that you provide to us as part of the recruitment process, including, where applicable:
your name and contact details;
your CV or résumé;
information about your professional experience, education and qualifications;
information provided in your application or in response to application questions;
salary expectations, notice period, availability and work authorisation information;
communications with us;
information provided or discussed during interviews;
interview notes, assessments and feedback relating to your application; and
other information that you choose to provide during the recruitment process.
We may also receive professional information about you from third parties or publicly available professional sources, for example recruitment agencies, employee referrals or professional networks such as LinkedIn.
We do not ask applicants to provide special categories of personal data unless this is necessary for a specific purpose or required or permitted by law.
2. Why do we process your personal data?
Managing your application
We process your personal data to:
receive and manage your application;
assess your experience, qualifications and suitability for a position;
communicate with you about your application;
arrange and conduct interviews;
document and evaluate the recruitment process;
make decisions about whether to establish an employment relationship; and
prepare an employment offer or take other steps requested by you before entering into an employment relationship.
For applicants in Germany, this processing is based primarily on Art. 6(1)(b) GDPR in conjunction with Sec. 26(1) BDSG, insofar as processing is necessary for deciding whether to establish an employment relationship.
Where applicable, we may also process personal data to comply with legal obligations under Art. 6(1)(c) GDPR.
Establishing, exercising or defending legal claims
Following completion of a recruitment process, we may retain relevant application information for a limited period where this is necessary to establish, exercise or defend legal claims.
This processing is based on our legitimate interests under Art. 6(1)(f) GDPR.
Future job opportunities
If we would like to retain your application beyond our normal retention period so that we can contact you about future opportunities, we will ask for your separate consent.
This processing is based on Art. 6(1)(a) GDPR.
You may withdraw your consent at any time with effect for the future by contacting info@rematiq.com. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
3. Candidates we contact directly
We may identify and contact potential candidates through professional networks such as LinkedIn, through referrals, recruitment agencies or other professional sources.
In these circumstances, we may process information such as your name, current and previous roles, professional experience, qualifications, location and publicly available professional profile information for the purpose of determining whether you may be suitable for an open or potential position and contacting you about that opportunity.
This processing is based on our legitimate interest in identifying and approaching suitable candidates under Art. 6(1)(f) GDPR.
Where we obtain your personal data from another source rather than directly from you, we will provide the information required under applicable data protection law within the relevant statutory period.
4. Who has access to your personal data?
Access to applicant data is limited to people who require it for the recruitment process. Depending on the role, this may include:
members of our recruitment and People/HR teams;
relevant hiring managers;
interviewers and other employees involved in the hiring decision;
management where necessary for the recruitment or approval process; and
service providers supporting our recruitment process.
We use third-party service providers to support recruitment, applicant tracking, communications, video interviews and interview documentation.
We use third-party service providers to support our recruitment activities. Depending on the recruitment process, these may include providers of:
applicant tracking and recruitment management systems;
professional networking, candidate sourcing and outreach services;
contact-information and candidate-profile enrichment services;
email, communication and video-conferencing services;
cloud productivity and document-management services;
assessment and interview tools; and
AI-assisted recruitment, transcription, note-taking and analysis services.
These service providers process personal data only to the extent necessary for the relevant recruitment activities and subject to applicable contractual and data protection requirements.
5. AI-assisted recruitment tools and interview documentation
We may use technology and AI-assisted tools to support certain recruitment activities, including candidate sourcing and matching, drafting or personalising outreach, organising recruitment information, and, where applicable, interview note-taking, transcription and summarisation.
These tools may assist our recruitment team, but we do not make hiring decisions based solely on automated processing. Hiring decisions are made by members of our recruitment and hiring teams.
Where technology is used to record or transcribe an interview, we will inform you before the relevant functionality is enabled and obtain any consent or authorisation required by applicable law. If you choose not to have the interview recorded or transcribed, the interview will proceed without that functionality and this will not affect your application.
6. International transfers
Some of the service providers that support our recruitment activities may process personal data outside the European Economic Area (“EEA”).
Where personal data is transferred to a country outside the EEA, we ensure that an appropriate transfer mechanism is used as required by applicable data protection law. Depending on the recipient and destination, this may include an adequacy decision of the European Commission, participation in a recognised data protection framework, or the European Commission's Standard Contractual Clauses together with any additional safeguards that may be required.
For further information about safeguards applicable to international transfers of your personal data, you may contact us at info@rematiq.com.
7. How long do we keep applicant data?
If your application results in employment with us, relevant personal data collected during the recruitment process may become part of your employee record and will subsequently be processed in accordance with our employee data protection practices.
If your application is unsuccessful or otherwise ends without an employment relationship being established, we generally retain your application data for up to six months after completion of the relevant recruitment process. After this period, the data will be deleted or anonymised unless:
we are legally required or permitted to retain it for longer;
longer retention is necessary for the establishment, exercise or defence of legal claims; or
you have separately consented to us retaining your information for future opportunities.
If you consent to being considered for future positions, we will retain your information for up to 12 months from the date of your consent, unless you withdraw your consent earlier. Before this period expires, we may contact you to ask whether you would like us to retain your information for a further period. If you do not provide renewed consent, your information will be deleted or anonymised once the applicable retention period expires, unless another legal basis permits or requires further retention.
For candidates whom we contact proactively and who do not enter an active recruitment process, we generally retain relevant personal data for up to 90 days after the information is added to our recruitment system. If you enter an active recruitment process, the retention periods applicable to applicants will apply.
8. Is providing your data mandatory?
Providing application data is generally voluntary. However, certain information is necessary for us to assess your application and conduct the recruitment process.
If you do not provide information that is necessary to evaluate your application or communicate with you, we may not be able to consider your application for the relevant position.
9. Your data protection rights
Subject to the requirements and limitations of applicable law, you may have the right to:
request access to your personal data;
request correction of inaccurate or incomplete personal data;
request deletion of your personal data;
request restriction of processing;
object to processing based on legitimate interests;
receive personal data you have provided to us in a portable format where the requirements for data portability are met; and
withdraw consent at any time where processing is based on your consent.
To exercise your rights, please contact info@rematiq.com.
You also have the right to lodge a complaint with a competent data protection supervisory authority.
Our competent supervisory authority is:
Berliner Beauftragte für Datenschutz und Informationsfreiheit, Alt-Moabit 59–61, 10555 Berlin, Germany.
You may also have the right to contact another competent supervisory authority, for example in the EU Member State of your habitual residence or place of work.
10. Changes to this notice
We may update this Applicant Privacy Notice where necessary to reflect changes to our recruitment processes, service providers or applicable legal requirements.