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

HIKROBOT
Candidate Privacy Statement and Confidentiality and Data Security Commitment
Dear Candidate,
This Candidate Privacy Statement (“Statement”) provides information about the Personal Data we collect about you in relation to your application for employment with Hikrobot and how and why we use that Personal Data during our recruitment process.
“Personal Data” refers to any information that directly or indirectly identifies an individual.
Hikrobot recruitment systems are used across Europe to perform recruitment activities. The Personal Data you provide will only be used for recruitment and hiring purposes. We are fully committed to protecting your Personal Data in accordance with EU GDPR and applicable local data protection laws.
1. Personal Data Controller
For the purposes of EU and local data protection legislation, Hikrobot Europe B.V., acting through the recruiting entity managing the position to which you have applied, is responsible for your Personal Data as the Controller (referred to as “we”, “us” or “our”).
2. Types of Personal Data Collected
During recruitment, we may collect and process the following types of Personal Data, as provided by you:
 Identity and contact information (name, address, telephone, email)
 Education and professional qualifications
 Employment history and relevant work experience
 Information you voluntarily provide during interviews, assessments, or tests
 Any other information relevant to your application
We do not intentionally collect Special Category Data (e.g., health data, ethnicity, political opinions, union membership, religious beliefs) unless required by law and with your explicit consent.
3. Purpose and Legal Basis for Processing
We process your Personal Data for the following purposes:
 Communicating with you about your application and scheduling interviews
 Evaluating your suitability for the role
 Complying with legal or regulatory obligations
 Protecting our legitimate interests in recruiting fairly and lawfully
4. Data Retention
Recruitment data will be retained only as long as necessary for recruitment purposes, taking into account local law requirements. We will regularly review and securely delete or anonymize data no longer needed for recruitment purposes.
5. Use of Personal Data
 Personal Data is used only for recruitment and hiring purposes.
 We do not sell or share your data for marketing purposes.
 Where third-party service providers assist in recruitment (e.g., applicant tracking systems), they process data under GDPR-compliant contracts.
6. Confidentiality and Data Security
During recruitment, you may receive or access confidential information (e.g., technical documents, product information, assessments). You agree:
 To treat all such information as confidential and use it only for recruitment purposes
 Not to copy, store, share, or use such information for any other purposes
 Not to use information competitively or for reverse engineering
 To promptly notify us of any suspected or actual breach of confidentiality or data security
We maintain technical and organizational measures (e.g., access controls, secure systems) to protect Personal Data against unauthorized access, loss, or misuse.
7. Candidate Rights
Under GDPR, you have the right to:
 Access, correct, or request deletion of your Personal Data
 Restrict or object to processing where applicable
 Exercise data portability, where applicable
 Lodge a complaint with a Data Protection Authority
To exercise your rights, please contact: hikrobot_eu_hr@hikrobotics.com
8. Acknowledgement & Signature
I confirm that I have read, understood, and agree to the terms outlined in this Statement.
Candidate Name: _______________________________ Signature: _______________________________ Date: _______________________________

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.