Source: https://www.etengo.de/en/privacy-policy/
Timestamp: 2019-04-20 11:08:46+00:00

Document:
AT THE PULSE OF DIGITAL CHANGE.
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Trust and transparency have been Etengo’s central values for many years now. These are values we advocate and are committed to. Therefore, it is a matter of course that we handle all data, in particular personal data that you entrust to us, in a strictly confidential manner and only for the specified purpose in accordance with legal provisions. The new EU General Data Protection Regulation (GDPR) entered into force on 25 May 2018. This harmonises data protection within the EU while strengthening data subjects’ rights. We have always attached particular importance to the protection and security of all data. Our Fort Knox Guarantee ensures that your data (such as that required for the candidate presentation, business initiation or business relationship) will never be transferred to third parties without your knowledge or consent. This always has and will guarantee the responsible use of your data.
The Employee Data Protection Guideline, which is available on the Etengo intranet, shall apply to internal employees of the Etengo Group. The Etengo Group (hereinafter ‘Etengo’) comprises Etengo (Deutschland) AG and its fully owned subsidiary Etengo Academic Experts GmbH.
Etengo (Deutschland) AG, the provider of this online presence, shall be the controller in accordance with Section 3 (7) of the German Federal Data Protection Act (BDSG) and Art. 4 (7) of the GDPR, and service provider in accordance with Section 12 ff. in conjunction with Section 2 (1) of the German Telemedia Act (TMG).
Etengo (Deutschland) AG shall provide shared services (such as IT and accounting) on behalf of and on the instruction of Etengo Academic Experts GmbH within the scope of a commissioned data processing agreement with Etengo Academic Experts GmbH. In this respect, your personal data shall be processed by both Etengo (Deutschland) AG and Etengo Academic Experts GmbH.
You may register as a freelancer or candidate with Etengo and include your profile in our pool of specialists (database) on our website. As a registered user, you may log in repeatedly and continuously update your profile. Once you are logged in, you may bookmark or apply for specific projects or vacancies without obligation.
If you are already engaged in a specific project through Etengo (Deutschland) AG as a freelancer, you may use the online accounting portal (ORP) and online time sheet (OLN) to bill your hours on a monthly basis free of charge.
Etengo is a specialist staffing service provider for the placement of highly skilled IT specialists. We either place you as a freelancer in fixed-term projects through Etengo (Deutschland) AG or as a candidate in direct permanent employment at our customers through Etengo Academic Experts GmbH.
Therefore, we also actively search for and obtain, even from generally accessible sources, personal data about candidates. Thus, when we search for potential candidates in external sources such as LinkedIn, XING and other career networks, we may learn about you. The same applies in the case of recommendations. In many cases, colleagues and also customers of skilled IT specialists provide us with their contact information.
We shall then contact you ‘without culpable delay’ pursuant to Section 121 (1) of the German Civil Code (BGB) with regard to the storage of this minimum data and simultaneously ask you to consent to the processing of your personal data for the aforementioned purposes. Should you not consent or reply, we shall delete the minimum data within the legally permissible period.
We shall process the data you transfer to us and take appropriate technical and organisational precautions to protect it against unauthorised access by third parties.
Generally, we shall use your information to create a qualification profile without your postal address, email address and other contact details (hereinafter ‘Personal Contact Data’), but with your name, qualification, gender, age, place of residence, nationality, information from your profile, your photo if applicable and information from other data and files provided to us for presentation purposes.
In the case of specific customer enquiries, we shall conduct a ‘matching’ process to assess your suitability for a specific project and/or vacancy of one of our customers. This means that we shall filter out or derive your skills (abilities) and experience from the data you transfer to us (in particular, from your CV, project history, etc.) to then match you to the customer enquiry in a semi-automated, automated or manual process.
Your qualification profile, which is stored in Etengo’s database or candidate pool, is made available to potential customers as a file or through a secure link. This gives potential customers the opportunity to read your profile and assess or select it according to specific criteria. Thus, the qualification profile serves as a presentation to the customer with the aim of achieving a placement in a project or in permanent employment at the customer. Etengo shall transfer your qualification profile, including commercial terms, to a potential customer exclusively with your prior consent, usually in the course of a telephone briefing but in no case automatically.
Potential customers shall not be able to search our database directly and hence have no access to your Personal Contact Data. In each individual case, you shall always decide what Personal Contact Data you would like to transfer to a potential customer, if applicable before or only after you have been made known to the customer.
Naturally, we shall not accept responsibility for whether potential customers handle your transferred data, in particular you Personal Contact Data, confidentially, for the specified purpose and in accordance with data protection requirements. Please take note of this in particular when specifying data in your qualification profile, transferring other data and files for presentation purposes and releasing Personal Contact Data through a social network, for instance, to a potential customer.
Should placement in a project or permanent employment not ensue, you shall consent to the processing by Etengo of your personal data that you provided throughout the staffing procedure (for example, in covering letters, emails, CVs, certificates and telephone interviews) beyond the conclusion of the specific staffing process. Etengo may also use this data to contact you at a later date and continue the staffing procedure, or if you should be eligible for another project or vacancy of a customer.
This consent shall also apply to data about your qualifications and activities from generally accessible data sources (in particular from professional and social networks), which Etengo has appropriately collected in the course of the research or staffing procedure.
Furthermore, you shall consent to the use by Etengo of anonymised user data for consulting, advertising and market research purposes, and for the purpose of further customising its web/digital services, among others.
Etengo may contact you at any time for the purpose of placement in a project as a freelancer or in permanent employment, and/or due to current or project-related news by email, telephone or any other channel.
A history of any communication between you, Etengo and any customers—be it by email, post, face-to-face meeting or telephone—shall be documented in a customer relationship management (CRM) system. In addition to such direct contact, internal notes or notifications relevant to current or future staffing processes shall also be recorded in the CRM system. Such documentation helps us conduct our processes quickly, correctly and without loss of information, and eventually achieve an optimised service in accordance with your wishes and expectations.
This consent is optional and shall not affect your chances in the current staffing procedure. You may withdraw this consent with future effect, in full or in part, by written notice to datenschutz@remove-this.etengo.de at any time.
If you had provided us with documents containing ‘special categories of personal data’ in accordance with Art. 9 of the GDPR (such as a photo revealing ethnic origin, information about a severe disability, etc.) in the course of the staffing procedure, your consent shall also apply to this data. Etengo would like to assess all candidates solely according to qualification and therefore requests that such information or ‘special categories of personal data’ be dispensed with as far as possible.
In principle, we must obtain your consent for the processing of your personal data. According to Art. 6 of the GDPR, the GDPR is a legal ‘prohibition with reservation of permission’. This means that, in principle, the processing of your personal data is inadmissible, unless there is some form of permission that permits the processing. Your consent to the processing of data is primarily such a form of permission. Depending on what we specifically need your data for and how we collect it, we shall expressly obtain this consent by ‘opt in’ (see above) or implicitly or tacitly by ‘soft opt in’. The latter is of particular relevance to the collection of data from generally accessible data sources and recommendations.
Consent by ‘soft opt in’ is particularly relevant if you were already involved with us before and we are now promoting (other) services. In the case of consent by ‘soft opt in’, we shall consider your consent granted, unless you withdraw it or expressly object to it. Generally speaking, this approach is greatly beneficial to you because, in addition to specific projects and vacancies, we may thus propose other interesting options to you with a view to our collaboration.
The following requirements must be fulfilled to be able to accept your implicit consent by ‘soft opt in’ in the described cases: (a) we have received your email address in connection with our services; (b) we use this address only to promote our own services; (c) you have not objected to this use; and (d) we clearly display your right to withdraw your consent or unsubscribe in every message.
We shall be obligated to obtain your express consent for other types of marketing.
If you are a customer looking for highly skilled IT specialists, you may submit a non-binding enquiry (by email, telephone, fax or through the needs enquiry contact form on our website) with information about your project or needs to Etengo. We shall process the search requests you submit to us and, subject to availability, present a suitable IT specialist by transferring a qualification profile to you. This anonymous qualification profile shall not contain any Personal Contact Data. However, it shall contain the qualification, gender, age, place of residence, nationality and, if applicable, a photograph and information from other data and files provided to us by the freelancer/candidate for presentation purposes. As a customer, you may not search for IT specialists in our database yourself. This research and (pre)selection is a fee-based service provided exclusively by Etengo.
You shall not have to consent separately to the processing of the data (provided that it is function-related data), since the processing of your data (provided that it is personal data) shall be conducted on the grounds of the legal permission ensuing from Art. 6 (1) lit. f of the GDPR.
Etengo is a specialist staffing service provider for the placement of highly skilled IT specialists. We either place freelancers in fixed-term projects through Etengo (Deutschland) AG or candidates in direct permanent employment at our customers through Etengo Academic Experts GmbH.
Therefore, we also actively search for and obtain, even from generally accessible sources, personal data from (potential) customers or their contact persons/employees. Thus, when we search for potential customers in external sources (usually through an Internet search but also through business portals such as LinkedIn, XING and other job networks), we may learn about you.
In the case of pre-contractual contact for the purpose of business initiation or subsequent collaboration, separate consent for the processing of the data shall not be required since the processing of your data (provided that it is personal data) shall be conducted on the grounds of the legal permission ensuing from Art. 6 (1) lit. f of the GDPR. Should no collaboration ensue or should we not reach you, we shall erase this minimum data within the period specified by the legislator.
The data and files you transfer to us in connection with your needs or desired service shall be stored by us and protected against unauthorised access by third parties with appropriate technical and organisational measures.
From your data, we shall create anonymised, web-based projects or vacancies (hereinafter ‘Company Data’), however, with a precise description of your project needs or the requirements for the position or candidate/freelancer, including the required soft and hard skills as well as other relevant information. These projects or vacancies may be viewed by potential freelancers/candidates through the search facility accessible on the Etengo website.
A history of any communication between you and Etengo—be it by email, post, face-to-face meeting or telephone—shall be documented in a customer relationship management (CRM) system. In addition to such direct contact, internal notes or notifications relevant to current or future staffing processes shall also be recorded in the CRM system. Such documentation helps us conduct our processes quickly, correctly and without loss of information, and eventually achieve an optimised service in accordance with your wishes and expectations.
Your personal data shall be erased as soon as its processing is no longer necessary, the purpose of its processing no longer applies or if you no longer give or you withdraw your consent. However, please note that personal data must still be retained for the duration of the period in which claims against our company can be asserted (such as contractual and legal limitation periods of between three and 30 years). In addition, we shall store personal data if we are legally required to do so (in particular, in accordance with the German Commercial Code, Fiscal Code, Social Security Code, Money Laundering Act and Principles for Properly Maintaining and Storing Books, Records and Documents in Electronic Form and for Data Access [GoBD]); the storage period shall be 10 years.
Within the scope of the regulation on commissioned data processing (Art. 28 of the GDPR), we shall have the right to commission third parties to process personal data. In this case, the processing shall be conducted exclusively on our instruction and only for the purposes specified in the relevant commissioned data processing agreement.
Etengo comprises Etengo (Deutschland) AG and its fully owned subsidiary Etengo Academic Experts GmbH. For matters concerning the placement of freelance IT specialists (freelancers), data processing shall be conducted by Etengo (Deutschland) AG. On the contrary, for matters concerning the placement of IT specialists in permanent employment with a customer, data processing shall also be conducted by Etengo (Deutschland) AG, but on behalf of and on the instruction of Etengo Academic Experts GmbH.
External service providersWe shall occasionally make use of external service providers to fulfil individual contractual and legal obligations. The following table lists the contractors and service providers with whom we have a long-term business relationship.
In addition to the aforementioned data, our website’s cookies shall be stored on your computer when you use our website. Cookies are small text files that are assigned to and stored on your hard drive by the browser you use, and through which certain information is transferred to the site that sets the cookie (in this case, to us). Cookies cannot run programmes or transfer viruses to your computer. They are used to make Internet services altogether more user-friendly and effective.
Transient cookies are deleted automatically when you close the browser. In particular, these include session cookies, which store a session ID that assigns the various browser requests to a single session, allowing your computer to be recognised when you return to our website and significantly increasing your and our security. Session cookies are automatically deleted when you log out or close your browser.
Persistent cookies are automatically deleted after a specific period, which may vary depending on the cookie. You may manually delete cookies through your browser’s security settings at any time.
You may configure your browser settings as you wish and refuse to accept third-party or all cookies, for instance. Please note that, in this case, you may be unable to use all the features of this website.
You shall have the right to request confirmation as to whether we process personal data concerning you. Should this be the case, you shall have the right to access to this personal data as well as additional information, including the purposes of the processing, the recipients and the envisaged period for which it will be stored, or the criteria used to determine that period.
You shall have the right to request rectification of incorrect data without delay. Taking into account the purposes of the processing, you shall have the right to request completion of incomplete data.
You shall have a right to erasure insofar as the processing is not required. This shall be the case if your data is no longer necessary for the original purposes for which it was collected, you have withdrawn your consent in accordance with data protection law or the data has been unlawfully processed.
SYou shall have the right to request restriction of the processing of your personal data. This means that you may request that we restrict processing if one of the conditions specified in Art. 18 (1) of the GDPR applies. This may be the case if you contest the accuracy of the personal data. In this case, the restriction shall be for a period that would enable us to verify the accuracy of personal data. Restriction means that we shall flag the stored personal data with the aim of restricting processing in future.
You shall have the right to receive the personal data concerning you in a structured, conventional and machine-readable format.
Should your personal data be processed for direct marketing purposes, you shall have the right to at object to the processing of personal data concerning you for the purpose of such marketing any time. This shall also apply to profiling insofar as it is related to such direct marketing. If you object, your personal data shall no longer be processed for the purpose of direct marketing (objection in accordance with Art. 21  of the GDPR).
You shall the right to withdraw your consent with future effect, in full or in part, at any time. The lawfulness of the processing of your data prior to the withdrawal of consent shall remain unaffected by the withdrawal of consent. We shall record any withdrawal of consent.

References: Art. 4
 Art. 9
 Art. 6
 Art. 6
 Art. 6
 Art. 18
 Art. 21