V2 (022024)
Uniklinik Köln uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by Uniklinik Köln.
With regard to interaction within the company account of Uniklinik Köln, Uniklinik Köln and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with Uniklinik Köln, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of Uniklinik Köln in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to Uniklinik Köln only.
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
Privacy Statement as part of your application
Our handling of your data and your rights
Information pursuant to Articles 13 and 14 of the European General Data Protection Regulation (GDPR)
Dear Applicant,
Thank you for your application and your interest in assisting the University Hospital Cologne AöR (hereinafter “University Hospital”) in future. During the application process, we will process your personal data with the greatest possible care in accordance with the statutory provisions.
The following information is intended to explain how we process your personal data and the claims and rights to which you are entitled in accordance with the data protection regulations. This information will be updated, as necessary, and posted on our website at www.uk-koeln.de.
Responsible body:
University Hospital Cologne AöR [institution under public law]
Kerpener Str. 62
50937 Cologne
Phone: +49 221 478 - 0
Fax: +49 221 478 – 4095
Contact details of the Data Protection Officer:
University Hospital Cologne AöR [institution under public law]
Kerpener Str. 62
50937 Cologne
Phone: +49 221 478 - 30946
Fax: +49 221 478 - 88990
E-Mail datenschutz@uk-koeln.de
We process personal data that we receive from you as part of your application to the University Hospital. This includes both the data from your application per se and the data that you have transmitted to us within the contact form.
Specifically, we process the following data:
In addition, we also process special categories of personal data (Art. 9 para. 1 GDPR), insofar as we are obliged to do so. These data include:
We process the data to enable us to conduct the application process. The legal basis is Section 18 para. 1 p. 1 North Rhine-Westphalia Data Protection Act as a pre-contractual measure prior to conclusion of a possible employment contract.
We will not transfer your data to third parties without your consent. Within the University Hospital, the departments that need your data to conduct the application process or fulfil their respective work will receive your data. This website is hosted by our service provider New Work SE. We have concluded an order processing contract with New Work SE in accordance with Art. 28 GDPR.
We process and retain your personal data for the duration of the application process. Once the process has been concluded, we will retain your application data for 6 months should the outcome have been negative. At the end of 6 months, we will automatically delete your data without the need for you to prompt us.
We will also retain your personal data should you ask us to, for instance to consider you in future application processes or to assert our own legal claims or to be able to defend ourselves against legal claims by others (Art. 18 para. 1(c) GDPR).
Data are not transmitted to third countries (countries outside the European Economic Area - EEA) or to international organisations.
If the respective legal requirements are met, you have the right to demand the following from us:
If the conditions set out in Art. 20 GDPR are met, you may request the surrender of the personal data you have submitted in the context of the application process or your employment relationship or have provided on the basis of your consent, or its transfer to another responsible body (right to data portability).
You also have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your place of residence, place of work or place of the alleged infringement, if you believe that the processing of your data violates the EU General Data Protection Regulation (GDPR). The supervisory authority responsible for the University Hospital is the North Rhine-Westphalia Data Protection Officer (North Rhine-Westphalia State Commissioner for Data Protection and Freedom of Information, Kavalleriestrasse 2-4, 40213 Düsseldorf, Germany). This does not affect any other administrative or judicial remedies that you may have.
As part of your application, you need to provide only the personal data that are required to conduct the application process or which we are legally obliged to collect.
We will not be able to process your application without these data.
We do not generally use fully automated decision-making in accordance with Art. 22 GDPR to handle your employment relationship with the University Hospital. Should we use this process in individual cases, we will inform you separately, insofar as this is required by law.
We do not conduct automated processing of data that you have submitted to us as part of your application.
We use the Open-Source-Software Matomo to analyse and statistically evaluate the use of the website in accordance with Art. 6 Para 1 lit. f GDPR. 6 Para 1 S. 1 point f GDPR. For this purpose cookies are used (see Item 5). The website use information created by the cookie is transmitted to our servers and consolidated in pseudonymous user profiles. This information is used to evaluate the use of the website and to facilitate adequate design of our website. This information is not disclosed to any third party.
The IP address is not matched with other data relating to the user in any case. IP addresses are rendered anonymous so that they cannot be referenced to an identifier (IP-Masking). Your visit of this website is currently recorded by Matomo Web analysis.
You can prevent data collection by Matomo by activating the function “Do Not Track” in your Internet browser. In the case of most browsers, this function can be found under “Settings -> Data Protection”.
Reminder 14 days before the expiry date of the Data Protection Declaration:
Hello,
Some time ago you registered in our “My Career” section. We would advise you that we may retain your personal data in electronic form only for a maximum of six months in accordance with data protection regulations.
To enable you to continue to use the features of the Applicant Portal, we would kindly ask you to use the following link to extend your Data Protection Declaration by a further six months up to ---expiry_date--.
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Without this extension, we will delete your data in accordance with our Privacy Policy.
Thank you for your cooperation
