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

Data Privacy Statement for Recruitment Purposes

At Hai Robotics Europe B.V., we are committed to protecting the privacy and confidentiality of personal data collected during the recruitment process. This Data Privacy Statement outlines how we collect, use, and safeguard your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Data Controller

Hai Robotics Europe B.V., located at Polarisavenue 136, 2132JX, Hoofddorp, the Netherlands, is the data controller responsible for the processing of your personal data.

2. Collection of Personal Data

We collect personal data directly from you when you apply for a job through our website or other recruitment channels. This may include but is not limited to:

  • Your name, contact details, and address
  • Resume/CV, cover letter, and other application documents
  • Employment history, education, skills, and qualifications
  • Any other information you choose to provide during the recruitment process

3. Purpose of Data Processing

We process your personal data for the following purposes:

  • Assessing your qualifications and suitability for employment
  • Communicating with you regarding your application and recruitment process
  • Conducting background checks and verifying information provided
  • Complying with legal and regulatory requirements

4. Legal Basis for Processing

The processing of your personal data is based on one or more of the following legal grounds:

  • Your consent, where applicable
  • Processing necessary for the performance of a contract or to take steps at your request prior to entering into a contract
  • Compliance with legal obligations
  • Legitimate interests pursued by Hai Robotics Europe B.V. or a third party

5. Data Sharing and Disclosure

Your personal data may be shared with:

  • Employees and representatives involved in the recruitment process
  • Third-party service providers, such as recruitment agencies or background screening providers
  • Legal or regulatory authorities, as required by law

6. Data Retention

We retain your personal data for a period of 180 days from the date of your application. After this period, your personal data will be anonymized and automatically deleted after 180 days. This retention period allows us to assess your application and consider you for future opportunities.

7. Data Security

We implement a range of technical and organizational measures to safeguard your personal data against unauthorized access, disclosure, alteration, or destruction. These measures include stringent access controls to ensure that only authorized personnel have access to your personal information. Our access control policies are designed to restrict access to personal data to individuals who require it for the performance of their job duties and responsibilities. Additionally, we regularly review and update our security protocols to mitigate potential risks and ensure compliance with data protection regulations.

8. Your Rights

You have the following rights regarding your personal data:

  • Right to access: You can request access to your personal data held by us.
  • Right to rectification: You can request correction of inaccurate or incomplete personal data.
  • Right to erasure: You can request deletion of your personal data under certain circumstances.
  • Right to object: You can object to the processing of your personal data for certain purposes.
  • Right to data portability: You can request the transfer of your personal data to another organization.

9. Contact Information

If you have any questions or concerns about the processing of your personal data or wish to exercise your rights, please contact us at info.eu@hairobotics.com

10. Updates to this Statement

We may update this Data Privacy Statement to reflect changes in our practices or legal requirements.

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.