Processing of (personal) data by the entity in charge of the online application process

InSpace Applicant Privacy Policy

1. Introduction
Welcome to InSpace B.V. (“we,” “our,” or “us”). We are committed to protecting the personal data of applicants who apply for positions with us.

This Applicant Privacy Policy explains how we collect, use, store, disclose, and protect your personal data during our recruitment and hiring processes. It also explains your rights regarding your personal data under applicable data protection laws, including the General Data Protection Regulation (“GDPR”).

This policy applies to all applicants for employment, internships, freelance assignments, contractor roles, and other professional opportunities with InSpace.

2. Who We Are
Inspace B.V. is the data controller responsible for the processing of your personal data in connection with recruitment and hiring activities.

 Website: https://inspace.io
 Email: go@inspace.io
 
Registered in the Netherlands with the Dutch Chamber of Commerce (KvK).

3. Legal Basis for Processing
We process applicant personal data on the basis of:
 - our legitimate interest in recruiting suitable candidates;
 - taking steps prior to entering into an employment contract;
 - compliance with legal obligations; and
 - consent where required by law.

Where consent is required for retaining applicant data for future opportunities, we will request this consent explicitly through our recruitment platform.

4. Personal Data We Collect
We may collect personal data including:
 - contact details;
 - CVs and cover letters;
 - LinkedIn profiles and portfolios;
 - interview notes and assessments;
 - references and recruitment-related communications.

Depending on the role, we may ask applicants to complete assessments or skills tests.

If we arrange travel for interviews, we may request identification details necessary for booking purposes.

If we decide to enter into an employment contract with you, we may be legally required to retain information about identification documents.

 5. Data We Collect From Others
We may receive information from references, recruitment agencies, and other service providers involved in the recruitment process.

Where third parties provide us with applicant information, we will process such data in accordance with applicable privacy laws.

6. Retention of Personal Data
We retain applicant personal data only for as long as necessary for recruitment purposes and to comply with legal obligations.

Unless otherwise required by applicable law:
applicant data is generally retained for up to 28 days after the conclusion of the recruitment process;
where applicants provide explicit consent through our recruitment platform (such as Personio), we may retain applicant data for up to 12 months for future recruitment opportunities;
if you become an employee or contractor, relevant information may become part of your personnel file and be retained in accordance with applicable legal obligations.

After the applicable retention period, personal data will be securely deleted or anonymized.

7. International  Data Transfers
Where personal data is transferred outside the European Economic Area (EEA), InSpace will implement appropriate safeguards, including standard contractual clauses or other lawful transfer mechanisms.

8. Security of Personal Data
We take appropriate technical and organizational measures to protect applicant personal data against unauthorized access, loss, misuse, alteration, or disclosure.

9. Your Rights
Under applicable privacy laws, applicants may have the right to:
Access: access their personal data;
Correction or deletion: request correction or deletion of their personal data;
Object: restrict or object to processing;
Portability: request data portability;
Withdrawal: withdraw consent where processing is based on consent;
Complaint: lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.


10. Contact
Questions regarding this policy may be directed to:

go@inspace.io
https://inspace.io

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.