PRIVACY NOTICE FOR ONLINE APPLICANT MANAGEMENT

This privacy policy governs the use of data in the applicant management system for the public corporation Berlin Institute of Health at Charité (BIH).

1. DATA CONTROLLER

As data controller, the public corporation Berlin Institute of Health at Charité (BIH) is responsible for collecting and processing your personal data. It is represented by the Head of the Board of Directors, Anna-Louisa-Karsch-Str. 2, 10178 Berlin, Germany.
 
Our Head of Privacy & Data Protection is responsible for ensuring that this privacy notice is maintained and will answer all your privacy-related questions. You may contact them at:

Staff position Privacy & Data Protection
Charitéplatz 1
10117 Berlin
Germany
Phone: + 49 30 450 580 016
Email: datenschutz@charite.de
 

2. NAME AND CONTACT DETAILS OF THE RELEVANT SUPERVISORY AUTHORITY

Berlin Data Protection and Freedom of Information Commissioner
Friedrichstraße 219
10969 Berlin
Germany
Email: mailbox@datenschutz-berlin.de
Phone: +49 30 13889-0
 

3. DISPLAY AND OPERATION OF THIS WEBSITE
a) DATA PROCESSING: SCOPE AND DESCRIPTION

It is generally possible to visit our website, e.g., to browse and view job offers, without any requirement to supply personal data.
During a visit of our website or when you access files provided by our website, some data is collected and processed. This data will be used solely and to the extent necessary to ensure that our website is fully functional and its contents are displayed correctly. We will only collect or process any further personal data with your consent.
 
As you access our website, we will record information on
  • Your browser type and version
  • Your operation system
  • Your IP address
  • The date and time of server request
When you apply online for a position or use other website services, you need to supply personal data.
This data will solely be used within the scope of the application process, including for communication between you and the public corporation Berlin Institute of Health. We will not share your personal data with others unless we are required to by law or by an enforceable decision.  By accepting this privacy policy for online applicant management you agree that the Berlin Institute of Health at Charité (BIH) may store and process your data for the purpose of the hiring and appointment process according to Section 28 of the German Federal Data Protection Act.
 

b) LEGAL BASIS FOR DATA PROCESSING

Legal basis for storage of your data/log files is Section 28 Federal Data Protection Act, Article 6, Paragraph 1 f) GDPR.
 

c) DATA PROCESSING PURPOSES

Storing data in log files ensures that the website functions correctly and helps us improve the performance and safety of our systems. These data will not be processed or analyzed further (e.g. for marketing purposes) in this context.
 

d) RETENTION PERIOD

Data stored by the Berlin Institute of Health will be deleted once they cease to be necessary for the purpose they were collected for. Usually, this will be after six weeks. It is possible that we store data beyond this period. In this case we will delete of change the IP addresses so that the calling client cannot be identified.
 

e) OPTION TO OBJECT OR ELIMINATE  

The collection of the data described above is essential for the operation of the website. Therefore, users have no option to object to it.
 

4. COOKIES  
a) DATA PROCESSING: DESCRIPTION AND SCOPE

This website uses cookies to make your user experience and our site more convenient, effective, and safer. Cookies are small text files that are stored on your computer when you visit a website. Please notice that some of these cookies are transmitted from our server onto your system. Usually, these are so-called session cookies. Session cookies are automatically deleted from your hard disk when you terminate your browser session. Other cookies will remain on your system and allow us to identify you when you visit our website again (these are called permanent cookies). When you access our website, we inform you about our use of cookies and ask you to agree that we may process your related personal data. The cookies we use do not store any personal data. They merely allow us to collect anonymized information. You may deny the use of cookies at any time, of course, provided that your browser allows it. Please notice that the functionality of this website may be impeded if your browser is set to deny all or our website's cookies.
 

b) LEGAL BASIS FOR DATA PROCESSING

Legal basis for using cookies to process personal data is Section 28 Federal Data Protection Act, Article 6, Paragraph 1 f) GDPR. Legal basis for using cookies to process and analyze personal data with user consent is Section 28 Federal Data Protection Act, Article 6, Paragraph 1 f) GDPR.
 

c) DATA PROCESSING PURPOSES

Some cookies are necessary to enhance and facilitate the user experience. We will not use the user data captured by these technically necessary cookies to generate user profiles. Analytics cookies are used to improve the quality of this website and its contents. They allow us to understand how the website is used so that we continuously optimize our offering.
 

d) RETENTION PERIOD, OPTION TO OBJECT OR ELIMINATE

Cookies are stored on and transmitted from the user's hard drive. This means that you as a user have full control over these cookies and their usage. You can change your browser settings to deactivate or limit the transmission of cookies. You can delete cookies already stored on your computer at any time. This can also be done automatically. Deactivating cookies for our website may impede the functionality of the site so that you won’t be able to use it to its full intended extent.  
 

5. CONTACT FORM AND EMAIL
a) DATA PROCESSING: SCOPE AND DESCRIPTION

This website provides a contact form designed to make it easy for you to contact us. The personal information you enter into the contact form will be transmitted to and stored by the public corporation Berlin Institute of Health at Charité (BIH). As you send the contact form, we will also store your IP address and the date and time of transmission. As an alternative contact option, you may email us at the address provided on the website. If you email us, we will store the personal information transmitted with your email. We will not share these data with third parties. We will only use these data to process your request.
 

b) LEGAL BASIS FOR DATA PROCESSING

Legal basis for processing personal data with user consent is Article 6, Paragraph 1 a) GDPR. Legal basis for processing personal data transmitted as an email is sent is Article 6, Paragraph 1 f) GDPR. If the aim of the email contact is the conclusion or performance of a contract, the additional legal basis for processing data transmitted as the email is sent is Article 6, Paragraph 1 b) GDPR.
 

c) DATA PROCESSING PURPOSES

We will only process these personal data in order to process your contact request. If you contact us via email, the email contact constitutes legitimate interest for processing the data transmitted as the email is sent. We will only process further personal data in order to prevent abuse of the contact form and ensure the safety and security of our IT systems.
 

d) RETENTION PERIOD

Data stored by the Berlin Institute of Health at Charité (BIH) will be deleted once they cease to be necessary for the purpose they were collected for. For personal data entered into the contact form and those transmitted via email, this retention period ends when the conversation with the user is terminated. The conversation is terminated when it may be inferred that the matter in question has been conclusively resolved.
 
If we cannot find a position that matches your profile, we will truncate your data six months after rejecting your application and delete your data completely 12 months after rejecting your application.  Truncating your data means that your data will be deleted except for a limited set of information, including your title and form of address, first name, date of birth, form of contact and your answer to the contact form question “How did you find us?”
 

e) OPTION TO OBJECT OR ELIMINATE

To the extent the processing of personal data is based on your consent, you have the right to withdraw your consent at any time. To withdraw your consent, please contact the data controller via the contact details listed above. If you contacted the public corporation Berlin Institute of Health at Charité (BIH) via email, you can object to the storage of your personal data at any time. In this case, we will not be able to continue the email communication with you.  
 

6. DISCLOSURE OF PERSONAL INFORMATION / RECIPIENT

We will only share your personal information with our affiliated companies and service partners (including Charité and MDC) insofar as they act on our behalf and support the public corporation Berlin Institute of Health at Charité (BIH) in performing our services. Contracted service providers will process your personal data only to the extent and for the purpose specified in the contract in accordance with the data protection laws and Article 28 GDPR. These contractors will only have access to such personal data as is necessary to perform the task at hand. They are prohibited from sharing your personal information with others or use it for any other purposes, particularly for their own marketing purposes. Where data is shared with external contractors, we have set into place legal, technical, and organizational procedures and controls to ensure these contractors’ compliance with applicable data protection regulation. Specifically, this applies to the following data recipients: We do not share your personal data with commercial enterprises.
 

7. MATOMO (on BIH website)
a) DATA PROCESSING: SCOPE AND DESCRIPTION

This website uses the web analytics software Matomo (www.matomo.org), which captures and stores data for marketing and performance optimization purposes. These data are used to create pseudonymized user profiles. The software uses cookies for this purpose. Cookies are small text files stored temporarily in your browser’s cache. Cookies allow the analytics software to recognize your browser. Data captured by Matomo’s technology (including your pseudonymized IP address) will be transmitted to our server and stored for usage analysis purposes. This allows us to optimize our website and its performance. The information generated by these cookies in anonymized user profiles will not be used to identify individual website visitors, nor will they be used to collate personal data with pseudonymized profiles. You can change your browser settings to block cookies and tracking; however, this may impede the functionality and performance of this website.
 

b) LEGAL BASIS

Legal basis for processing personal data is Section 28 Federal Data Protection Act, Article 6, Paragraph 1 f) GDPR.

 
c) DATA PROCESSING PURPOSES

Processing personal user data allows us to analyze our users’ online surfing patterns. Evaluating the captured data enables us to collate information on how the individual components of our website are used. This helps us to continuously improve our website and its usability. This purpose constitutes our legitimate interest in processing these data according to Article 6, Paragraph 1 f) GDPR. As the IP address is anonymized, the interest of the user in the privacy of their personal data is taken sufficiently into account.
 

d) RETENTION PERIOD

The data are deleted once they are no longer needed for the purposes they were collected for.
 

e) OPTION TO OBJECT OR ELIMINATE  

Cookies are stored on and transmitted from the user's hard drive. This means that you as a user have full control over these cookies and their usage. You can change your browser settings to deactivate or limit the transmission of cookies. You can delete cookies already stored on your computer at any time. This can also be done automatically. Deactivating cookies for our website may impede the functionality of the site so that you won’t be able to use it to its full intended extent. Detailed information on Matomo software and the related privacy settings are available at https://matomo.org/docs/privacy/.
 
You have the option to prevent that your activities on this website are analyzed and linked. By doing so, you will protect your privacy but also prevent us to learn from your activities and improve the usability of this website for you and other users.
 

8. YOUR RIGHTS AS A DATA SUBJECT

As a data subject, you have the right of access according to Article 15 GDPR; the right to rectification according to Article 16 GDPR; the right to erasure (“right to be forgotten”) according to Article 17 GDPR; the right to restriction of processing according to Article 18 GDPR; the right to object according to Article 21 GDPR; and the right to data portability according to Article 20 GDPR. For the right to access and the right to erasure, limitations according to Articles 34 and 35 of the Federal Data Protection Act apply.
 

a) YOUR RIGHT TO LODGE A COMPLAINT

You also have the right to lodge a complaint with the relevant supervisory authority for data protection (see Article 2 above) regarding the processing of your personal data by the public corporation Berlin Institute of Health at Charité (BIH).
 

b) OBLIGATION TO PROVIDE PERSONAL DATA

There is no obligation to supply any personal data. Any personal data you supply, you supply on a voluntary basis. Whether or not you supply personal data will not affect your application process.
 

c) AUTOMATED DECISION MAKING AND PROFILING

We use neither automated decision-making processes, nor, in particular, profiling methods in assessing your application.
 

d) WITHDRAWAL OF CONSENT

You can withdraw your consent to our processing your personal data at any time by contacting the Berlin Institute of Health at Charité (BIH). Please notice that your withdrawal solely applies to future data processing. Processing completed prior to your withdrawal of consent will not be affected.
 

e) WITHDRAWAL OF CONSENT AND BALANCING OF INTERESTS

Insofar as we base the processing of your personal data on a balancing of interest, you have the right to object to the processing. In these cases we kindly ask you to state your reasons why we should not process your data in the ways outlined above. Upon receiving your reasoned objection we will review the situation and either cease the processing of your data or explain our legitimate grounds to continue processing.
 

9. CHANGES TO THIS PRIVACY NOTICE

We reserve the right to change or amend this privacy notice at any time in accordance with applicable data protection regulation. The current version of this privacy notice is dated January 10th, 2024.