Last updated: 08/2021
In this Privacy Police we, New Work SE, as operator of the Prescreen service (hereinafter referred to as “we,” “us,” “Prescreen”), inform you about
The controller pursuant to Article 4 No. 7 of the EU General Data Protection Regulation (GDPR) is:
New Work SE
Our data protection officer is Felix Lasse, Strandkai 1, 20457 Hamburg, Germany, e-mail: email@example.com.
Our website is operated on servers belonging to
Hetzner Online GmbH
Our website uses SSL encryption for security reasons and to protect the transmission of confidential content, such as requests you send to us. You can recognise an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the padlock symbol in your browser address bar. If SSL encryption is enabled, the data that you transmit to us cannot be read by third parties.
Right to withdraw:
You may withdraw your consent for the processing of your personal data at any time effective for the future. This shall not affect the lawfulness of processing that has taken place until your withdrawal.
Right of access:
You have the right to obtain confirmation as to whether or not personal data concerning you is being processed. If this is the case, you shall have a right of access to this personal data as well as to further information, e.g. the purposes of the processing, the categories of personal data processed, the recipients, and the envisaged period for which the personal data will be stored and/or the criteria used to determine that period.
Right to rectification:
You have the right to obtain rectification of inaccurate data without undue delay. Taking into account the purposes of the processing, you have the right to request the completion of incomplete personal data.
Right to erasure:
You have the right to obtain the erasure of data if the processing is no longer necessary. This is the case for instance if your data is no longer needed for the original purposes, you have withdrawn your declaration of consent under data protection law, or the data was processed unlawfully.
Right to restriction of processing:
You have a right to restriction of processing, e.g. if you believe that the personal data is inaccurate.
Right to data portability:
You have the right to receive the personal data concerning you in a structured, commonly used, and machine-readable format.
You shall have the right not to be subject to a decision based solely on automated processing, including profiling, except in the exemptions stated in Article 22 GDPR.
There will be no decision based solely on automated processing, including profiling.
If you object, we will no longer process the personal data concerning you unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or for the establishment, exercise or defence of legal claims (right to object in accordance with Article 21 (1) GDPR).
Where your personal data is processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing. If you object, the personal data shall no longer be used for direct marketing purposes (right to object in accordance with Article 21 (2) GDPR).
The objection shall be free of charge and does not require any particular format; if possible, please send an e-mail to: firstname.lastname@example.org
The supervisory authority responsible for our company is: Freie und Hansestadt Hamburg, Der Hamburgische Beauftragte für Datenschutz und Informationsfreiheit [Free and Hanseatic City of Hamburg, The Hamburg Commissioner for Data Protection and Freedom of Information], Ludwig-Erhard-Str. 22, 7th floor, 20459 Hamburg, Germany, phone: +49 40 428 54 4040, fax: +49 40 428 54 4000, for further information please visit https://datenschutz-hamburg.de (in German)
If you believe that the processing of your personal data violates the EU GDPR, you may lodge a complaint with a supervisory authority. You can also contact the supervisory authority of your usual place of residence, your place of work, or the place of the alleged infringement. Further regulations on how to file a complaint can be found in Article 77 EU GDPR.
It may become necessary to amend this data protection information due to further developments on our website or due to changes in statutory or regulatory requirements.
Our website uses transient and persistent cookies:
Transient cookies are automatically erased when you close your browser. They include in particular session cookies. These store a session ID with which different requests from your browser can be assigned to the common session. This means that your computer can be recognised again when you return to our website. The session cookies are erased when you log out or close the browser.
Persistent cookies are automatically erased after a specified period of time which can differ depending on the cookie. The period of time that the individual cookies are stored can be found in the list below.
Our website uses first-party cookies and third-party cookies:
Access to your consent settings:
Within the scope of consent management (cookie banner), we give you the option of deciding whether cookies should be set as part of our offering in accordance with your specifications. You have the option of changing the decision made there at any time, and of providing or withdrawing your consent at a later date.
Your cookie history:
The legal basis for processing personal data using cookies as required for technical reasons is Article 6 (1) (f) GDPR. Otherwise, we base processing on Article 6 (1) (1) (a) GDPR (“Consent”).
When you use our website solely for informational purposes, i.e. if you do not register or otherwise provide us with information, our system automatically records data and information that your browser sends to our server (usage data):
The data is temporarily stored in our system’s log files. This data is not stored together with other personal data.
The legal basis for temporarily storing the data is Article 6 (1) (f) GDPR.
Temporary storage of data by the system is necessary in order for us to provide our website to you. The user’s IP address in particular must remain stored for the duration of the session for this purpose.
The data is stored in log files in order to ensure the functionality of the website. The data is also used to ensure that our information technology systems stay secure. These purposes also represent our legitimate interest in data processing in accordance with Article 6 (1) (f) GDPR.
The data will be erased once it is no longer required to achieve the purpose for which it was collected. This is the case once the respective session has ended where data is collected for the purposes of providing the website. This is the case after 14 days at the latest where data is stored in log files.
The collection of data for provision of the website and storage of data in log files are mandatory for the purposes of operating the website. The visitor to the website therefore has no right to object in this case.
a) On the website prescreen.io
Essential cookies enable basic functions and are necessary for the website to function properly.
|Purpose||This list represents the purposes of data collection and processing. Consent is only valid for the stated purposes. The data collected cannot be used or stored for any other purpose than the one listed below. Provision and functionality of the prescreen.io website - PHPSESSID: provision and loading of the website - pll_language: language settings Legal basis: Art. 6 Paragraph 1 lit. f GDPR|
|Cookie Name||PHPSESSID, pll_language, hwp_*, cer_*|
|Cookie Running Time||Session|
|Purpose||This website uses Borlabs cookie, which sets a technically necessary cookie (borlabs cookie) to save your cookie consent. Borlabs Cookie does not process any personal data. The borlabs-cookie cookie stores your consent that you gave when you entered the website. If you would like to revoke this consent, simply delete the cookie in your browser. When you re-enter / reload the website, you will be asked again for your cookie consent.|
|Cookie Running Time||1 year|
|Purpose||We use the Google reCaptcha service to determine whether a person or a computer makes a certain entry in our contact forms or in our newsletter form. Google uses the following information to check whether you are human or a computer: - IP address of the device used, - the website that you visit with us and on which the captcha is integrated, - the date and duration of the visit, - the identification data of the browser and operating system type used, Google account if you are logged into Google, - Mouse movements on the reCaptcha surfaces as well as tasks where you have to identify images. The legal basis for the data processing described is Art. 6 Para. 1 lit. f GDPR. We have a legitimate interest in this data processing, which serves to ensure the security of our website and to protect us from automated input (attacks). For the cases in which personal data is transferred to the USA, Google has submitted to the Standard Contractual Clauses (SCCs).|
|Cookie Name||IDE, ANID, CONSENT, DV, NID|
|Cookie Running Time||1 year|
In order to provide our services, in particular to always adapt our products and services to the needs of the users, we need tracking technologies.
|Purpose||This website uses Matomo, a web analysis service provided by InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand (“Matomo”). Matomo uses various cookies (see "Cookies" above). The data collected with Matomo are stored on our own servers. It will not be passed on to third parties. On the one hand, we use Matomo to analyze the use of our website and to be able to improve the site regularly. We can use the statistics obtained to improve our offer and make it more interesting for you as a website visitor. The legal basis for data processing for the use of Matomo as a tracking tool is our legitimate interest in accordance with Art. 6 Para. 1 lit. f GDPR in the optimization of our online offer and our website. You can object to this data processing at any time. To do this, go to the cookie settings in the footer at the bottom right of the website. You can also prevent tracking by preventing the storage of cookies on your computer by setting your browser accordingly. Since we attach great importance to data protection, Matomo records IP addresses in an anonymised form.|
|Cookie Running Time||13 months|
|Provider||Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043|
|Cookie Name||_ga,_gat,_gid, __Secure-3PAPISID, HSID, __Secure-3PSID, SID, APISID, SIDCC, __Secure-3PSIDCC, S, __Secure-1PAPISID, SAPISID, SSID, __Secure-1PSID|
|Cookie Running Time||2 years|
|Provider||Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043|
|Cookie Running Time||2 years|
|Provider||Microsoft Corporation, One Microsoft Way Redmond, WA 98052-6399|
|Purpose||On our website we use technologies from Bing Ads, which are provided and operated by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (“Microsoft”). Microsoft places a cookie on your device if you have reached our website via a Microsoft Bing ad. In this way, Microsoft and we can recognize that someone clicked on an ad, was redirected to our website and reached a previously determined target page (“conversion site”). We only find out the total number of users who clicked on a Bing ad and were then redirected to the conversion site. Microsoft uses the cookie to collect information from which usage profiles are created using pseudonyms. These usage profiles are used to analyze visitor behavior and are used to display advertisements. No personal information about the identity of the user is processed. If you do not want information about your behavior to be used by Microsoft, you can deactivate the required setting of a cookie as described above under "Cookies" by changing the browser settings. In addition, you can prevent the collection of the data generated by the cookie and relating to your use of the website and the processing of this data by Microsoft by deactivating the "Show personalized advertising in the browser" button. The legal basis for data processing for the use of Bing Ads is the consent of the website visitor in accordance with Art. 6 Para. 1 lit. a GDPR. For cases in which personal data is transferred to the USA, Microsoft has submitted to the Standard Contractual Clauses (SCCs). Further information on data protection and the cookies used by Microsoft and Bing Ads can be found here.|
|Cookie Running Time||6 months|
|Provider||Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Irland|
|Purpose||In addition to the methods mentioned above, we use the so-called Facebook pixel of the social network Facebook, which is operated by Facebook Inc., 1 Hacker Way, Menlo Park, CA 94025, USA, or if you are based in the EU , Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbor, Dublin 2, Ireland. With the help of the Facebook pixel, Facebook is on the one hand able to determine the visitors to our website as a target group for the presentation of advertisements (so-called Facebook ads). Accordingly, we use the Facebook pixel to show the Facebook (or Instagram) ads placed by us only to Facebook (or Instagram) users who have also shown an interest in our website or who have certain characteristics (e.g. interests on certain topics or products, which are determined based on the websites visited) that we transmit to Facebook (so-called custom audiences). With the help of the Facebook pixel, we can also understand the effectiveness of the Facebook advertisements for statistical and market research purposes by seeing whether website visitors have been redirected to our website after clicking on a Facebook advertisement (so-called "conversion"). The Facebook pixel is directly integrated by Facebook when you visit our website and saves a cookie on your device. If you then log in to Facebook or visit Facebook while logged in, your visit to our website will be noted in your profile. We cannot draw any conclusions about the identity of the website visitors with the data collected. However, the data is stored and processed by Facebook so that a connection to the respective user profile is possible and can be used by Facebook for its own market research and advertising purposes. The legal basis for data processing for the use of Facebook Custom Audiences is the consent of the website visitor in accordance with Art. 6 Para. 1 lit. a GDPR. You can find the Facebook data protection declaration here.|
|Cookie Running Time||1 year|
|Provider||LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Irland|
|Host(s)||.ads.linkedin.com, .linkedin.com, .www.linkedin.com|
|Cookie Name||JSESSIONID, PLAY_LANG, PLAY_SESSION, UserMatchHistory, bcookie, g_state, lang, lidc, lissc, liveagent_oref, liveagent_ptid, liveagent_sid, liveagent_vc, spectroscopyId|
|Cookie Running Time||6 months|
b) In the Prescreen applicant tracking tool
The cookies used in the Prescreen applicant tracking tool are as follows:
|Provider||Cookie||Purpose||Duration of storage|
|Prescreen||PHPSESSID||This cookie serves to identify the user during the use of Prescreen. The cookie is absolutely necessary for correct functionality of the website. The cookie is valid only until closing of the browser.||Until the browser window is closed (session cookie).|
|Prescreen||REMEMBERME||This cookie serves to restore an expired session. The cookie is absolutely necessary for correct functionality of the website.||The cookie is valid for 2 weeks.|
There are several ways to contact us on our website.
If you use our contact form to obtain advice from our e-recruiting specialists, we collect the data you enter there (first and last name, e-mail address, telephone number, company, any personal information from the optional message to us). Data that you send to us this way will be processed by us electronically in our system (see section “Data processing systems”) for the purposes of answering and processing your query. We invoke Article 6 (1) (b) GDPR as the legal basis for this (implementation of pre-contractual steps for product queries).
If you communicate with us via e-mail, e.g. via email@example.com, you transmit data such as your sender address, information contained in the content or your signature (e.g. your position and contact details), general data such as the time of dispatch, and specific data which you may send in an attachment (e.g. your CV in the case of applications). Data that you send to us this way will also be processed electronically in our system (see section “Data processing systems”) for the purposes of answering and processing your query. We provide this channel of communication to enable you to contact us quickly by electronic means. The legal basis in these cases is Article 6 (1) (f) GDPR. Our legitimate interest is to ensure an efficient and effective service.
If you speak with one of our employees by telephone, we record certain traffic and communication data, such as the telephone number used or the duration of the call. Our employees are also required to record the content of the conversation briefly in our system (see section “Data processing systems”). The legal basis in these cases is Article 6 (1) (f) GDPR. The purpose and our legitimate interest in this data processing is to provide a more efficient service (e.g. to forward information regarding your matter within the company and to be able to give you the best possible advice when you call us again).
If you contact us by post, we collect details on your sender address and the content of the document. The documents you send are also stored digitally in some cases for faster processing. We also invoke Article 6 (1) (f) GDPR as the legal basis for this.
You may also contact us at events, presentations, or trade fairs and leave your details with us there, e.g. in the form of a business card. We digitise the data collected this way by transferring it to our CRM system (see section “Data processing systems”). The associated content of the discussion may be logged in a report. We invoke Article 6 (1) (b) or Article 6 (1) (f) GDPR as the legal basis for this. Our legitimate interest is in being able to give you the best possible advice in any subsequent discussions.
You must register with us before you can receive free downloads via e-mail. We collect the data you enter there (first and last name, e-mail address, telephone number, company, any personal information from the optional message to us). Data that you send to us this way will be processed by us electronically in our system (see section “Data processing systems”) for the purposes of processing your query. We use this data to send you the requested download via e-mail. In return for this free service, we may contact you via e-mail or telephone to provide you with information about our products and services. We invoke Article 6 (1) (b) GDPR as the legal basis for this.
In order to be able to answer queries in the best possible way and to verify and update our database, we may supplement personal data through research and enhancements (e.g. by adding a salutation to a letter or allocating a position or department). We will only use publicly accessible sources as our sources for this. The legal basis for this data processing is Article 6 (1) (f) GDPR.
We will store your data for as long as required to process a request. This does not apply to data that we are not yet allowed to erase due to our statutory obligations (e.g. documents that must be kept in accordance with tax or commercial law), and data that is required to safeguard legitimate interests, e.g. to assert claims.
Our website gives you the option of subscribing to our newsletter, which provides regular updates on news from the Prescreen HR magazine, events, and information regarding Prescreen’s services and products.
We use the double-opt-in process for registrations to our newsletter. This means that once you have registered, we will send an e-mail to the e-mail address you provide in which we ask you to confirm that you wish to receive the newsletter. If the e-mail address is not confirmed within one week, it will be automatically erased. We also store your IP address and the times of the registration and confirmation. The purpose of this procedure is to ensure that there is evidence of your registration, and to resolve any potential misuse of your personal data.
The legal basis is Article 6 (1) (1) (f) GDPR to the extent that we store data in order to ensure that there is evidence of your registration, and to resolve any potential misuse of your personal data. We store your e-mail address with your consent. The legal basis is Article 6 (1) (1) (a) GDPR.
You may withdraw your consent to receive the newsletter and cancel the newsletter at any time. You can exercise your right to withdraw by clicking on the link provided in each newsletter e-mail, by sending an e-mail to firstname.lastname@example.org, or by sending a message to the contact details provided in the Legal Notice.
We may store the unsubscribed e-mail addresses for up to three years based on our legitimate interests before we erase these, in order to prove that consent was provided previously. The processing of this data shall be limited to the purpose of a possible defence against claims.
Information about data protection for applicants can be found here.
In the case of customers and other business partners, we process personal data primarily for the initiation, establishment, and processing of contractual and pre-contractual relationships.
We collect the following information in particular for this:
Data processing is necessary in accordance with Article 6 (1) (b) GDPR for steps prior to entering into a contract, proper implementation of the contractual relationship, reciprocal fulfilment of the obligations from the contractual relationship, and to terminate the contractual relationship.
If necessary, we may process your data beyond the actual fulfilment of the contract in order to safeguard legitimate interests, e.g. for the assertion of legal claims and as a defence in legal disputes. The legal basis in these cases is Article 6 (1) (f) GDPR.
In addition, we process personal data for the purposes of fulfilling statutory retention obligations (e.g. under commercial and tax law) in accordance with Article 6 (1) (c) GDPR.
We also process the data stated above in order to carry out customer surveys, marketing campaigns, market analyses, competitions, or similar campaigns and events. The legal basis in these cases is Article 6 (1) (f) GDPR. You have the right to object to processing (in particular to the sending of direct marketing).
Your personal data will be erased provided that this is no longer required to fulfil the purpose of the storage, and no legal retention obligations or the assertion of legal claims prevent it from being erased.
A range of service providers support us in the processing of personal data. If we forward data to these service providers or have data processed there, they may use the data exclusively to fulfil their tasks. The service providers have been carefully selected by us, are contractually bound by our instructions, and have appropriate technical and organisational measures in place to safeguard the rights of data subjects.
The legal basis for using these service providers is Article 6 (1) (f) GDPR. Our legitimate interest here is to be supported effectively by these service providers, and at the same time to reduce our own effort and expenditure in providing the respective systems.
If you send us an e-mail, the personal data is automatically stored on the Microsoft Exchange e-mail servers (on-premises).
We use Microsoft Dynamics as our ERP software.
One Microsoft Way Redmond
Washington, WA 98052-6399, USA
We use the cloud-based software solution Salesforce as our CRM system.
The Landmark @ One Market Street, Suite 300
San Francisco, CA 94105, USA
We use the cloud-based ticket system Jira in order to process software implementations for customers.
Atlassian Pty Ltd
c/o Atlassian, Inc.
350 Bush Street
San Francisco, CA 94104, USA
We use the cloud-based software solution Help Desk to process support requests.
Help Scout Inc.
131 Tremont Street
Boston, MA 02111, USA
We use Join.me/ LogMeIn to hold webinars or web meetings for product presentations and consultations with interested parties and customers.
LogMeIn USA, Inc.
333 Summer Street
Boston, MA 02210, USA
Our newsletter is sent using the software CleverReach.
CleverReach GmbH & Co. KG
26180 Rastede, Deutschland
We use the software Nicereply for analysis and quality assurance of user interactions with customers and interested parties.
Nice Reply s.r.o.
811 04 Bratislava, Slowakische Republik
We use the software solution Juro for contract management (commissioned data processing agreements, framework agreements). Among other things, this allows contracts and agreements to be signed and entered into digitally.
Juro Online Ltd.
1 Edge Street
London, W8 7PN, UK
Data is transferred to third countries, but only in compliance with the legally regulated conditions of admissibility.
If the transfer of data to a third country is not for the performance of our contract with you, if we do not have your consent, if the transfer is not necessary for the establishment, exercise or defence of legal claims, and if no other exemption applies, we will only transfer your data to a third country if an adequacy decision pursuant to Article 45 EU GDPR or if appropriate safeguards pursuant to Article 46 EU GDPR are available.
As a rule, we provide appropriate safeguards in accordance with Article 46 EU GDPR as well as an adequate level of data protection.
Copies of the EU standard data protection clauses are available on the European Commission website.