1. name and contact details of the controller and the company data protection officer

  •  Responsible: Actief Personalmanagement GmbH, Bahnhofplatz 12, D-76137 Karlsruhe, Germany Our data protection officer is Mr. Rudi Michel, Bahnhofplatz 12, D-76137 Karlsruhe, Germany, e-mail: [email protected]

2. collection and storage of personal data as well as type and purpose and their use

We collect and process all data that you actually provide voluntarily and that is necessary for us to carry out our tasks as effectively and independently as possible, to support your application process and to find you a job.

  • This can be, for example, the following information (list is not exhaustive):
  • Salutation, gender, first name, last name
  • Postal address
  • E-mail address
  • Personal details about yourself
  • Phone number
  • Mobile number
  • Marital status
  • Driving license information, if applicable
  • Language skills, if applicable
  • Date of birth, place of birth
  • Nationality and, if required, work permit status
  • Application documents provided by yourself (e.g. cover letter, CV, certificates, salary expectations, possible starting date, photo, etc.)

You are free to decide which data you transmit to us. Not all of the above data will be collected in every case. The principle of data minimization applies. However, complete documents and contact details are a prerequisite for the successful completion of an application process and are also in your interest.
We collect your personal data in order to be able to provide our services to support and place your application.
Your data is processed and managed automatically. The data is protected against unauthorized access, deletion and destruction to the extent possible in accordance with the state of the art.

3. legal bases of data processing

The necessary data processing for the purpose of performing our services is carried out in accordance with Art. 6 para. 1 sentence 1 letter b) GDPR to fulfill the contractual relationship established between you and us through the use of our services for the support, implementation and placement of a job.
In addition, you have given us your express consent to the collection and processing of the data you have voluntarily provided to us in accordance with Art. 6 para. 1 letter a).  

4. storage period

Insofar as we process the data to fulfill the contract, we store it until the contract has been fulfilled and processed and no more claims can be asserted from the contract, i.e. until the statute of limitations has expired. The general limitation period according to § 195 BGB is three (3) years. The aforementioned limitation periods commence at the end of the year (i.e. on December 31) in which the claim arose and the creditor becomes aware of the circumstances giving rise to the claim and the identity of the debtor or should have become aware of them without gross negligence.
We would like to point out that we are also subject to statutory retention obligations for tax and accounting reasons. These oblige us to retain certain data, which may also include personal data, for a period of six (6) to ten (10) years as proof of our bookkeeping. These retention periods take precedence over the aforementioned deletion obligations. The retention periods also begin at the end of the relevant year, i.e. on December 31.
If we process your personal data on the basis of your consent, we will delete it if you have revoked your consent to us. You can informally withdraw your consent to us at any time. However, we will then no longer be able to consider your application.
If we are obliged to store certain data for a longer period of time in accordance with Article 6(1)(1)(c) GDPR due to retention and documentation obligations under tax and commercial law, we will store this data for the duration of the statutory periods.

5. disclosure of data

If this is necessary for our services, your personal data will be passed on to third parties. The data will be passed on to the company Compleet GmbH, Herrmann-Weinhauser-Straße 73, D-81673 Munich as the operator of a recruiting software that we use for our services, and in particular to interested companies that have a vacancy to fill and/or to cooperation partners of ACTIEF or freelancers who support us in fulfilling our tasks.
The data passed on may only be used by the recipients named for the purposes stated. Your personal data will not be transferred to third parties for purposes other than those listed.  

We use the software of the service provider MONA AI GmbH to process your applicant data. The following details inform you about the handling of your data and your rights:

Service provider: MONA AI GmbH
Address: Saarland University Campus, Starter Center |
Building A1 1, D-66123 Saarbrücken
Contact: [email protected], Tel: 06861-807290
Website: MONA AI Privacy Policy
Data protection measures:
Secure data transmission: Your data is transmitted exclusively via secure HTTPS and SSL connections.
Data encryption: All personal data and documents are stored on servers within Europe using AES 256-bit encryption technology and are thus protected against unauthorized access.
Access protection: Access to sensitive areas is electronically and video-monitored and only possible for authorized personnel.
Data separation: Strict separation of real and test data is ensured by technical and organizational measures.
Processing purpose and legal basis:
Data processing serves the purpose of application management and selection. The legal basis for this is Art. 6 para. 1 lit. b GDPR (performance of a contract and pre-contractual measures) and Art. 6 para. 1 lit. f GDPR (legitimate interests of the controller, e.g. efficient selection of applicants).

AI application: The digital recruiter Mona only supports the completion of the necessary master data by means of an online questionnaire developed and defined by us.
Automated decision-making within the meaning of Art. 22 GDPR does not take place. Each application is reviewed individually by our team.

6. rights of data subjects

You have the right:

  • in accordance with Art. 7 para. 3 GDPR, to withdraw your consent once given to us at any time. As a result, we may no longer continue the data processing that was based on this consent in the future;
  • in accordance with Art. 15 GDPR, to request information about your personal data processed by us. In particular, you can request information about the processing purposes, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if it was not collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information about its details;
  • in accordance with Art. 16 GDPR, to immediately request the correction of incorrect or incomplete personal data stored by us; in accordance with Art. 17 GDPR, to request the deletion of your personal data stored by us, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;
  • in accordance with Art. 18 GDPR, to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR;
  • in accordance with Art. 20 GDPR, to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request that it be transmitted to another controller, and
  • to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company headquarters.

To exercise your rights, simply send an e-mail to [email protected].

7. right of objection

If your personal data are processed on the basis of legitimate interests pursuant to Art. 6 (1) sentence 1 letter f) GDPR, you have the right to object to the processing of your personal data pursuant to Art. 21 GDPR, provided that there are reasons for this arising from your particular situation.
If you wish to exercise your right to object, simply send an email to [email protected]