Jimdo – Privacy Policy for Applicants

We are delighted that you are interested in working for Jimdo and have applied or will apply for a position in our company. We would like to provide you with the following information on the processing of your personal data in connection with your job application.

Who is the responsible party (the controller) for the processing of your application?

Jimdo GmbH
Stresemannstraße 375
2276 Hamburg
Germany privacy@jimdo.com

You will find more information about our company, information on the persons authorized to represent Jimdo and also, further contact options on the contact page of our website: https://www.jimdo.com/info/legal-notice/

What data do we process and for what purpose?

We process the data that you send us in connection with and via your job application in order to check your suitability for the position (or possibly for other open positions in our company) and of course, to carry out the application process. Your data will be used exclusively for processing your application and deciding whether to establish an employment relationship.
This includes:

• Your name, e-mail address, telephone number and other contact information,
• Your resume, cover letters, information on education, job references and all other data you send to us during the application process.
• Any further Information given to us by you during any application interviews
• We also process data from publicly available sources, including online, that we believe is relevant to your application or a potential future application, such as your Linkedin Profile.

What is the legal basis for the processing?

The legal basis for the processing of your personal data in the job application process is primarily Article 26 of the Federal Data Protection Act (BDSG) i.e. Data processing for employment related purposes. In accordance with Article 26 BDSG, the processing of the data required in connection with the decision to establish an employment relationship is permitted. Insofar as the data are special categories of personal data (such as data about your health) that you yourself provide to us (for example, information about a severely disabled status), the processing is carried out on the legal basis of Article 9 (2) b General Data Protection Regulation (GDPR) in conjunction with Section 26 (3) BDSG. 

Where it is relevant, suitable, necessary and proportionate in order to fully assess the applicant's professional suitability for a specific position and where it is objectively relevant to the nature of the position to be filled, Jimdo may request that the applicant submit to a background check. The legal basis for this processing is either Art (6) (1) (c) GDPR (Consent, which can be revoked at any time via email/letter/call for the future) and/or  Art 6(1)(b) GDPR and Art. 26 BDSG where it is necessary for the establishment of an employment relationship and/or where Jimdo has a legitimate interest in conducting the background check, such as ensuring the safety and security of its employees, customers, or property. The candidate will be informed of the applicable legal basis via the job application. 

In all cases, Jimdo ensures that appropriate safeguards for the rights and freedoms of data subjects are implemented and documented. The data resulting from background checks is exclusively used for the purpose of determining a candidate’s suitability for a post and Jimdo always approaches the interpretation of such information with caution and recognizes that individuals can possess a wide range of personal characteristics regardless of their criminal history. Additionally, Jimdo always considers the context of any past offenses and as a rule allows candidates the opportunity to provide context or mitigating factors. 

Pursuant to Section 35 (2) sentence 1 of the German Federal Data Protection Act (BDSG) and Article 17 of the GDPR, you are entitled to have your personal data stored by us deleted at any time. However, we are required by law to retain certain applicant data for a certain period of time (maximum 6 months). Such statutory retention periods follow from the German General Equal Treatment Act (Allgemeines Gleichbehandlungsgesetz - "AGG"). For this reason, the BDSG restricts your right to have your data deleted in Section 35 para. 3 no. 1 BDSG. This means that your personal data, which must be retained by law, cannot be deleted, but your data will be blocked in accordance with data protection law and subsequently deleted as soon as the recommended statutory retention period (a maximum of 6 months) has expired. Of course, we have deleted all of your data for which there is no legal obligation to retain it. If the data is required for legal prosecution after completing the application process, the data processing shall be based on Section 24 para. 1 no.2 BDSG.

In the event that you have consented to the further storage of your personal data, we will transfer your data to our applicant pool. There, the data will be deleted after two years or alternatively upon your request to recruitment@jimdo.com. The legal basis in this case shall be Article 6 (1) (a) GDPR, i.e. based on your consent.

How long do we store your data?

Where no employment relationship results from the application, the data of the applicant will be deleted after 6 months.

If an employment relationship with Jimdo results from the application process, the data from the applicant data system will be transferred to our personnel & human resources information system, if this is necessary for the creation of the employment relationship. The legal basis for processing this data is Section 26 (1) BDSG.

Who do we share the applicant data with?

Use of Application Management System We use an Application Management System to support our application process. 

We have entered into a data processing agreement with our Application Management System, which includes Standard Contractual Clauses. This is a contract in which the Application Management System undertakes to protect the data of our applicants, to process their privacy policy on our behalf, and in particular not to disclose it to third parties. By submitting your application via the Application Management System you automatically use its services. Your data can be deleted at any time.

Your application data will be viewed by the Personnel/Human Resources department upon receipt of your application. Suitable applications are then potentially forwarded internally to the department/Team heads for the respective open position. Then the further procedure is coordinated. As a matter of principle, only the persons in the company who need access to your data for the proper execution of our application process have access to your data.

AI Notetaking Services

We use AI Notetaking Services during application interviews. These are used so the recruiter can focus on you and the interview instead of manual note-taking.

The AI Notetaking Service will only be used with the applicant’s consent and on a voluntary basis. The interviewer will ask for your consent for the use of the AI Notetaking Service at the beginning of the interview. If you do not agree with the use of this service, please note that this will not have a negative impact on the application process.

We have entered into a data processing agreement with the AI Notetaking Service Provider which includes Standard Contractual Clauses. This is a contract in which the service provider undertakes to protect the data of our applicants, to process their privacy online on our behalf, and in particular, not to disclose it to third parties.

Any notes taken by the AI Notetaking Service during the application process will be reviewed by the Personnel/Human Resources Department and the respective interviewers and potentially forwarded to the Department Heads/Team Heads for the respective open position.

Video Conference Call

Jimdo is a remote-first company with a workforce distributed all around the globe. For this reason, interviews may necessarily be conducted via video conference call or alternatively, via telephone.

Should you not wish to conduct the interview via video conference call and/ or via telephone, this will not have a negative impact on the application process. In that case, please contact us directly via recruitment@jimdo.com.

Jimdo has entered into standard contractual clauses with the Video Conference Call provider in order to ensure the security of any data processed within the framework of the application process, by this service.

Technical Skill Test Services

Please note that in the recruitment process for some positions we use certain services to assess technical skills of applicants. Those services transmit data to Jimdo on the results of technical tests. The data collected includes: name, last name, duration of the test session, the answers that applicants provide for the questions. This data is not passed on to third parties and the services serve as a tool to evaluate the applicant's knowledge of the technologies that are used at Jimdo. By starting the technical skill evaluation, you agree to the processing of your data by the Technical Skill Test Service Provider.

We have signed a data processing agreement with the providers. Should you not wish to use such Technical Skill Test Services, please send us your availability directly via email to jobs@jimdo.com and please be aware that this will not have a negative impact on the application process.

Your Rights

You have the right to information about the processing of your personal data by Jimdo (Article 15 GDPR). We are happy to inform you as to what personal information we have saved on you. This information is free, shall be processed immediately and is usually transmitted to you via Email in a secured manner (also via post upon request). In order to receive applicable and detailed information, please provide us with specifications as to the personal data or type thereof concerned(where possible). In order to ensure that the person requesting the aforementioned information is the person they present themselves to be, we may require a proof of identity. This can be in the form of a copied identification document. Please blacken out or remove serial numbers and passport numbers from such copies. These copies shall only be used for the purpose of identification and for the processing of your request.

Furthermore, you have a right to rectification (Art. 16 GDPR) or deletion (Art. 17 GDPR) or restriction of processing (Art. 18 GDPR), as far as you are legally entitled. Furthermore, you have the right to object to the processing within the scope of the legal requirements. The same applies to a right to data portability (Art. 20 GDPR). To exercise any of these rights, please simply email us at recruitment@jimdo.com

Our Data Protection Officer

Jimdo has appointed an external Data Protection Officer pursuant to Art. 37 GDPR whom you can reach via E-Mail: Privacy@jimdo.com.

Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with a supervisory authority concerning the processing of your personal data by Jimdo. As a rule, you can contact the supervisory authority at your usual place of residence or our company headquarters (Hamburg) for this purpose.

Modifications to this Privacy Policy

Due to the further development of our application process or the implementation of new functions or technologies and/or due to legal requirements, it may be necessary to change this policy. We reserve the right to make corresponding changes at any time. In the case of significant changes where the rights of Jimdo applicants could be affected, we shall communicate these changes to you in advance (for example via an email) and where applicable inform you as to the available redress procedures.

As a general note, please be aware that in the event of any deviations resulting from the translation, the formulation of this policy set forth in the German version shall prevail.