Privacy Policy

1.1 Name and contact details of the controller

The controller within the meaning of the GDPR is:

Autodoc SE (hereinafter referred to as “AUTODOC”)
Friedrichstraße 111
10117 Berlin, Germany

Phone: +49 30 208478264

Email: info@autodoc.de

1.2 Name and contact details of the data protection officer

Data Privacy Officer
c/o Autodoc SE
Friedrichstraße 111
10117 Berlin

Email: dpo@autodoc.eu

2.1 Description and scope of data processing

2.1.1 Each time our website is visited, our system automatically records data and information from the computer system of the requesting computer.

The following data is collected here:

• Information about the browser type and the version used
• The user’s operating system
• The user’s Internet service provider
• The user’s IP address
• Date and time of access
• Websites from which the user’s system accesses our website (referrer URL)
• Websites that are visited by the user’s system from our website

2.1.2 This data is also stored in the log files of our system.

2.1.3 This data is not stored together with other personal data concerning the site visitor.

2.2 Legal basis for data processing

The legal basis for the temporary storage of the data and log files is provided in Art. 6 (1) (f) GDPR.

2.3 Purpose of data processing

2.3.1 The system must temporarily store the IP address in order to enable the delivery of the retrieved data to the website visitor’s electronic device. This requires the IP address to remain stored for the duration of the session.

2.3.2 The other data is stored in log files to ensure the functionality of the website. In addition, the data is used to optimise the content of our website, help us prevent malfunctions and misuse of our systems, ensure the permanent functionality and security of our website and our information technology systems and provide law enforcement authorities with the information necessary for prosecution in the event of a cyber attack.

2.3.3 These purposes also constitute our legitimate interest in data processing pursuant to Art. 6 (1) (f) GDPR

2.4 Duration of storage

2.4.1 The data will be erased as soon as it is no longer necessary to achieve the purpose for which it was collected. If the data is collected in order to provide the website, the data is erased when the current session is ended.

2.4.2 Where the data is stored in log files, it will be erased after seven days at the latest unless a longer storage period is necessary to comply with legal or contractual obligations. Data that has to be retained for a longer period for evidentiary purposes will be exempt from erasure until the incident has been definitively clarified.

2.4.3 We may also store data for statistical purposes or to optimise our website and the content offered. In this case, the users’ IP addresses are erased or modified so that they can no longer be assigned to the calling client.

2.5 Right to object

The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no right to object.

In order to improve communication and interaction with our customers and optimize the user experience, we use various software solutions and web technologies, including tools provided by third parties for web analysis and marketing, as well as services for integrating third-party content such as fonts, maps, or videos.

This includes functions for storing and displaying recently entered search terms (autofill function).

This feature allows us to automatically suggest your previous search queries on our website, making the search function more convenient and efficient for you. You can delete your search history at any time, and a standard deletion occurs automatically after 30 days.

Analysis tools are used to collect, measure, and analyze data points such as visitor numbers, visitor sources, pages visited, time spent on the website, or scroll depth. Marketing tools enable the targeted control and evaluation of marketing measures (ad campaigns, affiliate advertising, multichannel analysis).

Due to regulations on privacy and data protection, the use of such tools often requires the consent of the respective user. We use a consent management tool (see the following section) to obtain and manage the necessary consents in accordance with Art. 6 (1) (a) GDPR and, if applicable, national laws.

Detailed information about the subject matter and scope of the relevant consents and the data processing based on them is provided to you directly via the consent management tool.

If consent is not required, personal data will be processed on the basis of Art. 6 (1) (f) GDPR for the purposes described, which also represent the interests pursued by us or our partners (“necessary services”). The collection of data for the provision of the website and the storage of log files are essential for the operation of the website.

3.1 Consent management tool

We use a consent management tool (“CMT”) for the purpose of consent management. You can access the CMT at any time here (add link) or by clicking on the “Cookie settings” link in the footer of the website. When you visit our website, a CMT cookie is set, which can be used to store the consents given for the individual services and to control the corresponding activation or deactivation of the respective functionalities.

The CMT is used to obtain the necessary consents and to document them in accordance with our obligation to provide evidence. The legal basis for this is Art. 6 (1) (c) GDPR.

The data collected is stored until you delete the cookie. Details on data processing by the CMT can be found in the tool’s user interface.

4.1 Description and scope of data processing

4.1.1 When we are contacted by e-mail, we will process the website visitor’s message and the personal data he or she provides for the purpose of answering / processing his or her enquiry and any follow-up questions. This is done in AUTODOC’s PR department. We will provide advance notification if an enquiry is also of interest to other AUTODOC departments.

4.1.2 The data will not be shared with third parties in this context. The data is used exclusively for processing the conversation.

4.1.3 Please note that unencrypted emails sent over the Internet are not sufficiently protected against unauthorised third-party access.

4.2 Legal basis for data processing

The legal basis for the processing of data is provided in Art. 6 (1) (f) GDPR.

4.3 Purpose of data processing

4.3.1 The sole purpose of processing the personal data is so that we can answer / process the user’s enquiry and any follow-up questions.

4.3.2 If we are contacted by email, this also constitutes the necessary legitimate interest in processing the data.

4.4 Duration of storage

4.4.1 The data will be erased as soon as it is no longer necessary to achieve the purpose for which it was collected.

4.4.2 For personal data sent to us by email, this is the case when the conversation with the user has ended.

4.4.3 Legal retention obligations apply.

4.5 Right to object

4.5.1 If the visitor contacts us by email, they can object to the storage of his or her personal data at any time. The conversation cannot be continued in this case.

4.5.2 The user can object to the processing of personal data and the objection to the storage of his or her personal data via email to: privacy-policy@autodoc.de

5.1 Description and scope of data processing

Interested journalists have the opportunity to register for our email press distribution list, through which we regularly send out press releases. When registering, the data from the input mask will be transmitted to us. To do this, you must enter your name, email address and the medium for which you work.

For the subscription, we use the so-called double opt-in procedure, i.e. we will only include you in the distribution list if you confirm in our notification email by clicking on a link that you are the owner of the specified email address.

The data will be used exclusively for sending the press releases. We may use external dispatch service providers or PR agencies for dispatch, who may process your data exclusively on our behalf for dispatching the press releases.

5.2 Legal basis for data processing

The legal basis for processing is your consent pursuant to Art. 6 (1) (a) GDPR.

The logging of the registration process takes place on the basis of our legitimate interests pursuant to Art. 6 (1) (f) GDPR for the purposes of proving its proper course.

5.3 Purpose of data processing

The sole purpose of storing the data is to send you press releases and to be able to prove your registration.

5.4 Duration of storage

If you confirm your e-mail address as part of the double opt-in process, we will store your e-mail address, the time of registration and the IP address used for registration until you unsubscribe from the press distribution list.

5.5 Option to unsubscribe

You can unsubscribe from the press distribution list at any time by sending an informal message to press@autodoc.eu or to the contact details provided above or in the mailing (e.g. by email or letter).

You have the opportunity to apply for jobs via the career site of this website which is linked to our application management system. The Autodoc Group company to which you submit your application is responsible for processing your data.

6.1. Description and scope of data processing

The categories of personal data processed as part of the application process include in particular contact details, CV data and education data. These may also include special categories of personal data such as health data, religion, or trade union membership. We ask you to only provide us with these special categories of personal data if they are relevant to the application process for some exceptional reason. In this case, we process this data together with your other applicant data.

Data from paper applications or applications via recruitment agencies are transferred to the application system manually or via an agency portal. You will receive an email to activate the application you have created. In this email, we ask you to review our privacy policy, and confirm that we may use your information for recruiting purposes. If you do not react to this email, your data will be erased from our application management system in 30 days, and you will not be considered any further in the selection process.

We reserve the right to verify the integrity and accuracy of the provided personal data.

If you give us the name of an employee who brought the specific vacancy to your attention, we will inform them of the positive outcome of your application once you join the Autodoc team. The connection between your successful application and the recommendation is the basis for any payment of a recommendation bonus.

In certain circumstances, your data may also be collected from third parties. These include cases in which we review your profile on professional social networks such as LinkedIn, if you provide us with the link to your profile.

During the application process, we may ask you for your consent to forward your application documents to other vacancies that match your profile. We may also offer you the opportunity to become part of our talent pool.

We will keep you informed about the status of your application by email.

6.2. Legal basis for data processing

The main legal basis for this purpose is legal requirements in order to take steps at the request of the data subject prior to entering into an employment contract.

Other legal bases are your explicit consent to the processing of personal data (“Consent”, e.g. if we would like to keep you as a candidate in our talent pool) or legitimate interests pursued by the controller (“Legitimate interest” in the organization of our operations, for example, through application process evaluations and analytical reporting, after careful consideration against your interest in the protection of your personal data in accordance with the relevant legal provisions).

Whenever special categories of personal data are processed with the respective data protection law and regulations requirements (e.g. health data, religion, or union membership), this processing is carried out in accordance with the relevant national data protection law. Furthermore, it may be necessary to process your health data in order to assess your ability to work in accordance with national and international data protection law.

6.3. Purpose of data processing

The personal data processing takes place during the applicant management process, particularly for the purpose of preparation for an employment relationship with a company of the Autodoc Group.

We may be required by law to conduct compliance screenings as part of the application process. For this purpose, we will, if necessary, match applicants with mandatory sanctions lists.

If you have consented to becoming part of our Autodoc Talent Pool, we may use the data you provided in order to, for example, inform you about interesting job offers. This may be done by email or telephone. You may withdraw your consent at any time with future effect by contacting recruitment@autodoc.eu.

An exchange of your personal data with other companies within the Autodoc Group takes place in particular in order to fulfil contracts as well as due to our legitimate interest in organizing internal workflows.

Insofar as the processing of your personal data is carried out for the protection of legitimate interests, you have the right to object to the processing of this data at any time for reasons arising from your particular situation. We will then no longer process this personal data unless we can demonstrate compelling legitimate grounds for the processing. These must outweigh your interests, rights, and freedoms, or the processing must serve the assertion, exercise, or defense of legal claims.

If you have any questions about your individual rights, you can of course contact us at any time: recruitment@autodoc.eu

6.4. Duration of storage

We store your data as long as it is necessary for the purposes for which it was collected or as long as you do not withdraw your consent, if the processing is based on your consent.

After conclusion of the application process (e.g. by rejection by us or withdrawal by you) we erase your personal data in within six months the latest, with exception of those data we are obliged to store for the fulfilment of legal obligations.

6.5. Recipients of personal data

Within the particular company of the Autodoc Group to which you have applied, only the people involved in the application process (e.g. line managers, staff, and agents of the recruiting and HR departments) have access to your personal data for the purposes mentioned above. Other Group companies may also be data controllers for your personal data. The above-mentioned persons involved in the recruiting process may belong to different companies of the Autodoc Group. Therefore, your data may be transferred to the relevant persons worldwide within the Autodoc Group.

If you are hired, your data will be transferred from our application management system to our HR administration systems. In this process, your data may be transferred to a different company within the Autodoc Group and will thereafter be processed as employee data.

We may disclose your personal data to other data controllers only if necessary for the application, if the third party or we have a legitimate interest in this disclosure, or if you have provided your consent.

In addition, we use service providers to fulfil our contractual and legal obligations, among other things. Insofar as these service providers process personal data on our behalf, we have concluded the contracts required under data protection law with them. We select our service providers carefully and monitor them on a regular basis, especially regarding their diligent handling and protection of the data that they store and process. All service providers are obliged to maintain confidentiality and to comply with the statutory provisions. We engage in particular the following service provider:

• SmartRecruiters, Inc. 166 Geary St, 15th Floor Suite #1612, San Francisco, CA 94108, United States

Service providers may also be other companies of the Autodoc Group.

7.1 Description and scope of data processing / purpose

We only share your personal data with third parties if:

• you have granted your explicit consent for us to do so,
• this is necessary to carry out a contractual relationship with you,
• there is a legal obligation to share the data (e.g. with tax authorities),
• the disclosure is necessary on the basis of our legitimate interests and for the establishment, exercise or defence of legal claims and there is no reason to assume that you have an overriding legitimate interest in not having your data disclosed.

7.2 Legal basis for data processing

7.2.1 Where the website visitor has given his or her consent, the legal basis for the processing of data is provided in Art. 6 (1) (a) GDPR. This can be withdrawn at any time with effect for the future.

7.2.2 Where the purpose of sharing the data is to perform the contract, the legal basis for the processing of the data is provided in Art. 6 (1) (b) GDPR (performance of a contract).

7.2.3 Where the purpose of sharing the data is to fulfil a legal obligation, the legal basis for the processing of the data is provided in Art. 6 (1) (c) GDPR.

7.2.4 The legal basis for sharing data on the basis of our legitimate interests and for the establishment, exercise or defence of legal claims is provided in Art. 6 (1) sentence 1 (f) GDPR.

We use services whose providers are partly located or process personal data in so-called third countries (outside the European Union or the European Economic Area), i.e. countries where the level of data protection does not correspond to that in the European Union. Where this is the case and the European Commission has not issued an adequacy decision (Art. 45 GDPR) for these countries, we have taken appropriate precautions to ensure an adequate level of data protection for any data transfers. These include, among others, the standard contractual clauses of the European Union. Where this is not possible, we will base the transfer of data on the exceptions in Art. 49 GDPR, in particular your express consent or the necessity of the transfer for the performance of the contract or for the implementation of pre-contractual measures.

In accordance with Art. 15 GDPR, you have the right to obtain information about the data stored about you, including any recipients and the planned storage period. If incorrect personal data is processed, you have the right to rectification in accordance with Art. 16 GDPR. If the legal requirements are met, you may request deletion pursuant to Art. 17 GDPR or restriction of processing pursuant to Art. 18 GDPR. If you believe that the processing of your personal data violates data protection law, you have the right to complain to a data protection supervisory authority of your choice pursuant to Art. 77 (1) GDPR.

The version of our privacy policy available at the time of the website visit always applies. We reserve the right to update this privacy policy at any time with future effect.