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

Privacy Statement for the Application Process

Tok GmbH

1. Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is:

Tok GmbH
Einstein Ring 5
D-48599 Gronau (NRW)
Germany
Tel.: +49 (0)2562-96 400
Email: info@tokfood.com
Website: www.tokfood.com

Tok GmbH is established in Gronau, Germany.

Data Protection Officer:
Michel Tok
Email: info@tokfood.com

2. Purpose and Legal Basis of Processing
When you apply for a position with us (by email or via our online application form), we process your personal data exclusively for the following purposes:
  • Assessing your application
  • Conducting the recruitment process
  • Making a hiring decision
  • Communicating with you regarding your application
The legal basis for this processing is:
  • Article 6(1)(b) GDPR (pre-contractual measures)
  • Section 26 German Federal Data Protection Act (BDSG) – processing for employment-related purposes
3. Categories of Personal Data
As part of the recruitment process, we may process the following data:
  • First and last name
  • Email address
  • Telephone number
  • LinkedIn profile (if provided)
  • Cover letter
  • Curriculum Vitae (CV)
  • References
  • Any additional information you voluntarily provide (e.g., date of birth, address)
We kindly ask you not to provide special categories of personal data (e.g., health data, religious beliefs, political opinions), unless legally required.

4. Access to Your Data
Your application data will only be accessible to:
  • Authorized HR personnel
  • Managers involved in the specific recruitment process
All data is treated confidentially.

5. Retention Period
If your application does not result in employment, your personal data will be retained for 6 months after the completion of the recruitment process.
This retention period is based on potential legal obligations under German employment law (e.g., the General Equal Treatment Act – AGG).

After this period, your data will be permanently deleted or anonymized.

6. Employment
If you enter into an employment relationship with Tok GmbH, your application data will become part of your personnel file and will be retained for the duration of your employment in accordance with applicable legal retention requirements.

7. Disclosure to Third Parties
Your personal data will not be disclosed to third parties unless:
  • Required by law, or
  • Necessary for the recruitment process (e.g., IT service providers hosting our systems)
Since we use an external HR software provider (Personio), processing will be carried out on the basis of a Data Processing Agreement in accordance with Article 28 GDPR.

Personal data is stored within the European Union.

8. Data Security
We implement appropriate technical and organizational measures to protect your personal data against loss, misuse, unauthorized access, disclosure, or alteration.

Data transmitted via our website is encrypted using TLS technology.

9. Your Rights
Under the GDPR, you have the following rights:
  • Right of access (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to data portability (Art. 20 GDPR)
  • Right to object (Art. 21 GDPR)
  • Right to withdraw consent at any time (Art. 7(3) GDPR)
To exercise your rights, please contact:
info@tokfood.com

We will respond within one month.

10. Right to Lodge a Complaint
If you believe that your personal data is being processed unlawfully, you have the right to lodge a complaint with the competent supervisory authority in Germany:
State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia

www.ldi.nrw.de


11. Amendments
Tok GmbH reserves the right to amend this Privacy Statement to ensure compliance with current legal requirements or to reflect changes in the recruitment process.

The latest version is always available on our website.

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.