Policy

As the website operator, FormaTurf GmbH (hereafter also referred to as “we”) is the controller responsible for processing website users’ personal data. Our contact details are listed below under “Data Controller”.

We take the protection of your privacy and personal data very seriously. We only collect, store and use your personal data as set out in this Privacy Notice and the applicable statutory data protection provisions, in particular the EU General Data Protection Regulation (GDPR) and data protection provisions under German law.

We have written this Privacy Notice to provide you with information about how and why we process your personal data in connection with your use of our website.

1. Data Controller

The data controller responsible for processing data on this website is:

FormaTurf GmbH
Am Stadthafen 9
45356 Essen, Germany
Telephone: +49 201 475778 20
Email: info@formaturf.com

The controller is the natural or legal person which, alone or jointly with others, determines the purposes and means of processing personal data (e.g. names, email addresses, etc.).

2. Data collected on our website

Type and purpose of processing: General information is automatically collected when you visit our website. For example, this information (server log files) includes the type of web browser, the operating system used, information about the browser type and version, the domain name of your internet service provider (ISP), the hostname of the computer accessing the website, your IP address, the website from which our website was accessed, websites accessed through our website, the date and time of access, whether the website was accessed successfully and the quantity of data transferred.
This data is processed for the following purposes in particular:

to ensure users can easily connect to the website;
to ensure our website is easy to use;
to analyse system security and stability; and
for other administrative purposes.

These purposes also represent our legitimate interest. We do not use your data to identify you. Where necessary, we use this kind of information for statistical analysis to optimise our website and the technology it relies on.

Legal basis: Data is processed on the basis of our legitimate interest in optimising the stability and functionality of our website pursuant to Article 6 Paragraph 1(f), GDPR.

Recipients: Data recipients include technical service providers involved in operating and maintaining our website and serving as data processors.

Retention period: Data are erased once they are no longer necessary for the purpose of collection. This is generally the case for data used to make this website available, i.e. when each session ends.
Is it mandatory or essential to provide information? You are not required to provide the personal data specified above, either by law or contractually. However, we are unable to guarantee our online services and website functionality without your IP address. Additionally, individual services may not be available or may be restricted. As such, objecting to processing is not an option.

3. General information on the use of cookies and other technology

General information on cookies:

We use cookies like many other websites. Cookies are small text files which are stored on your device (laptop, tablet, smartphone, etc.) when you visit our website to make your user experience more efficient.

We use cookies to analyse visits to our website. We also provide information on your use of our website to our partners for social media, marketing and analytics purposes. Our partners may combine this information with other data you have provided to them or they have collected when you make use of services.

We are permitted to store cookies on your device if they are absolutely necessary to run this website. We need your permission to use any other type of cookie.

This website uses different types of cookies. Some cookies are set by third parties, which are displayed on our website. Find out more here about the purposes for which cookies are stored and how long they are stored on your device.
You can change or revoke your consent here at any time through the Cookie Policy on our website.

You can also erase specific cookies or your entire cache by accessing your browser’s settings. You can also find information and instructions on how to erase these cookies or block them in advance from being stored. Depending on your browser provider, you will find the information you need by clicking one of the following links:

Mozilla Firefox: https://support.mozilla.org/en-US/kb/clear-cookies-and-site-data-firefox
Internet Explorer: https://support.microsoft.com/en-gb/windows/delete-and-manage-cookies-168dab11-0753-043d-7c16-ede5947fc64d
Google Chrome: https://support.google.com/accounts/answer/61416?hl=en
Opera: http://www.opera.com/help
Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac

Information on necessary cookies:

Type and purpose of processing: We use cookies to make our website more user friendly. Some elements of our website require that the accessing browser be identified, even after navigating to a different website. The purpose of using cookies that are technically necessary is to facilitate the use of websites for our users. Some of our website’s features may not be available without the use of cookies. To access these features, we must be able to recognise your browser even after you navigate to another website.

Legal basis: Data are processed on the basis of our legitimate interest in designing our website to be user friendly pursuant to Article 6 Paragraph 1(f), GDPR.

Recipients: Data recipients include technical service providers involved in operating and maintaining our website and serving as data processors.

Is it mandatory or essential to provide information? You are not required to provide the personal data specified above, either by law or contractually. However, we are unable to guarantee our online services and website functionality without these data. Additionally, individual services may not be available or may be restricted.

Right to object: Learn more about your right to object pursuant to Article 21, GDPR below.

Information on optional cookies:

We also use cookies to tailor our online services to user interests and to optimise our website in general via statistical analysis.

Legal basis: Data are processed on the legal basis of your consent pursuant to Article 6 Paragraph 1(a), GDPR.

Recipients: Data recipients may include technical service providers involved in operating and maintaining our website and serving as data processors. You can find out more information about which cookies are set by our providers for the display, tracking, remarketing and web analytics technologies used on this website.

Transfer of data to third countries: For more information on this, please see the list of individual display, tracking, remarketing and web analytics providers.

Is it mandatory or essential to provide information? You can absolutely view our website without cookies. Browsers are often set to accept cookies as standard. You can usually disable the use of cookies at any time by accessing your browser’s settings (see “Right to revoke consent”).

Right to revoke consent:

You can revoke your consent here using our Cookie Consent Tool at any time.

Profiling:

Information on the extent to which we analyse user behaviour with pseudonymised user profiles is provided in the list of display, tracking, remarketing and web analytics technologies below.

You can also adjust the settings for any cookies set and revoke any consent you have granted here.

4. Contact queries and disclosure to third parties

Type and purpose of processing: The data you enter are stored for the purpose of engaging in direct communication with you. Please note that this requires you to provide a valid email address, your name and your country of origin. This information helps us to direct and respond to your query properly. Depending on any concerns you have, providing further information is optional and is only performed on a voluntary basis.

Legal basis: Data entered in the contact form are processed on the legal basis of a legitimate interest (Article 6 Paragraph 1(f) GDPR). We provide a contact form so that you can easily get in touch with us. The information you provide is stored in order to process your query and for any follow-up communication. If you contact us to request a quote or conclude a contract with us, the data you provide in the contact form are processed on the legal basis of taking steps prior to entering into a contract (Article 6 Paragraph 1(b), GDPR).

Recipients: Data recipients may include IT service providers. It may be the case that our IT service providers process data in third countries (countries outside the EU) for which no EU Commission adequacy decision is in place. Where necessary, we include the EU Commission’s standard contractual clauses in our agreements with such service providers and take additional measures to guarantee the protection of your data in compliance with the level of protection required by European Court of Justice ruling C-311/18 (Schrems II judgement). We do not disclose data to third parties.

Retention period: We store the data you provide until the purpose for which the data is stored no longer applies. If we enter into a contractual agreement with you, we are subject to the statutory retention periods stipulated in the German Commercial Code (Handelsgesetzbuch, HGB), and we erase your data once these retention periods expire.

Is it mandatory or essential to provide information? Personal data are provided on a voluntary basis. However, please note that we are only able to address your query if you provide us with your name, email address and the reason for contacting us.

5. How we handle applicant data

Type and purpose of processing: We process applicant data you provide to determine whether you are a suitable candidate for the position you have applied for, possessing the skills and professional experience needed for the job.

Legal basis for processing: The legal basis for processing your personal data as part of a candidate selection process to establish an employment relationship is Section 26 Paragraph 1 of the German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) in conjunction with Article 6 Paragraph 1(b), GDPR.

Data recipients or categories of data recipients: In-house recipients of personal data contained in application documents are limited to the authorised HR managers in charge of each hiring process.

We also use a recruiting tool developed by Prescreen (Prescreen International GmbH, Mariahilfer Strasse 17, 1060 Vienna, Austria), which is powered by the domain *.jobbase.io. Jobbase.io is the central platform which we use for candidate management. When you use our online application form, your personal data are collected directly in jobbase.io. Your data may even be transferred to the e-recruiting system if you apply by post or email. As part of these activities, Prescreen processes personal data on our behalf, which means it functions as data processor for FormaTurf GmbH as defined by Article 28, GDPR.

We use cookies to provide the most user-friendly experience on our website. These cookies are technically necessary and are used on the basis of our legitimate interest in the application process (Article 6 Paragraph 1(f), GDPR). Cookies also ensure that you can save your progress and return to your application at a later point without having to start again. The documents you upload until that point then remain in the system for the time being, your application is marked as incomplete and only a restricted view of your data is available to our organisation.

As a rule, you can at any time view, edit, update or erase the data you provide as part of the online application process and stored in your candidate profile. If you request that your data be erased, we will inform you of the precise date of erasure and your data will be automatically erased in line with the provisions set out in this Privacy Notice.

We sometimes use third-party service providers to manage our IT services in order to process your data. These service providers have been carefully selected by us, contracted in writing and are bound by our instructions. It may be the case that our IT service providers process data in third countries (countries outside the EU) for which no EU Commission adequacy decision is in place. Where necessary, we include the EU Commission’s standard contractual clauses in our agreements with such service providers. We do not disclose data to third parties.

Data retention period or criteria for determining the retention period: Your personal data/application documents are erased or destroyed no more than six (6) months of receiving a decision about your application (whether we decline or extend an offer), provided a longer retention period is not required to defend against legal claims. Your data will only continue to be stored in our candidate pool if you have provided us your express consent to do so (Article 6 Paragraph 1(a), GDPR). Should we extend an offer and ultimately hire you, your documents will be transferred to your personnel file.

Is it mandatory or essential to provide information? Providing personal data is essential in order to lawfully conduct the candidate selection process. We would like to caution that failure to include in your application all the personal data we need to make a decision may result in us not being able to consider your application when filling the position.

6. Processing customer and supplier data as part of business communications

Type and purpose of processing: We collect and process your data to facilitate communication with you for business purposes. This may be done to enter into a business relationship or to fulfil contractual and legal obligations, to offer products and services, and to strengthen our customer relationships, all of which represents our legitimate interest in processing these data. However, much of this is often impossible, if you provide no personal information.

Legal basis: Depending on the stage of contact, the following legal bases may apply in processing your data:

When taking steps prior to entering into a contract or for the performance of a contract, Article 6 Paragraph 1(b), GDPR applies;
When complying with legal obligations to which we are subject, Article 6 Paragraph 1(c), GDPR applies;
When protecting our legitimate interests, Article 6 Paragraph 1(f), GDPR applies;
If you have granted your consent for us to process your data, Article 6 Paragraph 1(a), GDPR applies.

Data recipients or categories of data recipients: Within our organisation, we ensure that only those who need your data to meet contractual and legal obligations receive access to it. We sometimes use other service providers to process business transactions. These may include couriers, banks, internet service providers, manufacturers, IT service providers and accountants. It may be the case that our IT service providers process data in third countries (countries outside the EU) for which no EU Commission adequacy decision is in place. Where necessary, we include the EU Commission’s standard contractual clauses in our agreements with such service providers and take additional measures to guarantee the protection of your data in compliance with the level of protection required by the European Court of Justice ruling C-311/18 (Schrems II judgement). We do not disclose data to third parties.

How long we store your personal data: Your personal data are generally erased or blocked once the purpose for storage no longer applies. Continuing obligations require us to store personal data throughout the term of the contract. In addition, we may be subject to warranty periods. We also store data to comply with statutory commercial and fiscal retention periods (usually six (6) or ten (10) years), provided a longer retention period is not required to defend against legal claims.

Is it mandatory or essential to provide information? The contractual relationship in place may require you to provide personal data.

7. Use of various social networks

General information on data processing: We maintain corporate profiles on several social networks and similar platforms, specifically Facebook, LinkedIn and XING. These profiles serve to market our company and provide a means of contact for customers and other interested parties. We regularly post links to these profiles on our home page.

If you use our social network profiles to contact us (e.g. by creating your own post, responding to one of our posts or sending us a private message), we use the data you share with us solely for the purpose of contacting you to address your query.

However, we would like to indicate that when you visit our profile on one of the social networks mentioned above, the operators of that social network may also collect, use and store your personal data. This is even the case if you do not have your own profile on that social network. These individual data processing procedures and their scope vary between the different operators of social media networks, and they are not necessarily transparent with us about their approaches. We therefore cannot guarantee that the provider of each platform will not process your data for market research and advertising purposes. For example, usage profiles can be created from your user behaviour and interests based on these behaviours. In turn, these kinds of usage profiles can be used to activate advertising within and outside of each platform that presumably matches the user’s interests. In addition, usage profiles sometimes also store data from user devices as well as location data and other metadata. Cookies are generally stored for this purpose on the user’s computer by storing their user behaviour and interests. Most platforms also use tracking bugs.

Detailed information on specific processing and options for objecting to processing (opt out) are provided in the links below.

Additional information on our Facebook page: As the operator of a Facebook business page, we can now view the information you provide on your public Facebook profile. However, please note that we can only do this if you have a Facebook profile accessible to the public and you are logged in when you access our page. Facebook also provides us with anonymous usage statistics, which we use to optimise the user experience for visitors to our Facebook page. However, we do not have access to individual usage data for visitors that Facebook collects data from in compiling these statistics. We also do not make any decisions regarding the processing of Facebook Insights data or any other information resulting from Article 13 GDPR, including legal basis, the identity of the data controller and the storage period for cookies on user devices. Facebook is contractually bound to assume primary responsibility for processing these data under the GDPR, to meet all obligations in respect of these data provided in the GDPR and to provide an overview of these obligations to data subjects (see https://www.facebook.com/legal/terms/page_controller_addendum).

Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland)
Data Policy: https://www.facebook.com/about/privacy/

Information on Facebook Insight data:
https://www.facebook.com/legal/terms/information_about_page_insights_data

Instagram
Instagram (Instagram Inc., 1601 Willow Road, Menlo Park, CA, 94025, USA)
Privacy Policy: http://instagram.com/about/legal/privacy/

LinkedIn
LinkedIn (LinkedIn Ireland Unlimited Company Wilton Place, Dublin 2, Ireland)
Privacy Policy: https://www.linkedin.com/legal/privacy-policy

XING

XING AG, Dammtorstrasse 29–32, 20354 Hamburg, Germany
Privacy Policy: https://privacy.xing.com/en/privacy-policy

Google/YouTube
Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland Privacy Policy: https://policies.google.com/privacy

Legal basis

Communication data: Depending on the stage of contact, we may rely on the following legal basis or bases for processing your data for communication purposes:

to take steps prior to entering into a contract or for the performance of a contract (Article 6 Paragraph 1(b), GDPR)
to fulfil legal obligations to which we are subject (Article 6 Paragraph 1(c), GDPR)
to protect our legitimate interests (Article 6 Paragraph 1(f), GDPR)
if you have granted us your consent to process your data (Article 6 Paragraph 1(a), GDPR)

Other processing: Additional data processing activities undertaken as part of our presence on social networks serve our legitimate interest and that of social network providers to optimise the user experience when visiting our corporate profile in a manner appropriate for our target audience. The legal basis for processing is therefore Article 6 Paragraph 1(f), GDPR. If users are asked by a provider of one of these platforms to consent to data processing as described above, the legal basis for processing is Article 6 Paragraph 1(a), GDPR.

Retention period: We erase stored data once storage is no longer required or you request their erasure. Where statutory retention periods apply (usually six (6) or ten (10) years), we restrict the processing of stored data as appropriate, provided a longer retention period is not required to defend against legal claims.

Recipients: We do not disclose your data to third parties. However, we cannot guarantee and have no control over the extent to which the operator of the network in question will disclose your data to third parties (e.g. business partners, advertisers, etc.).

Transfer of data to third countries: We would like to point out that visitors to social networks may have their data processed in places outside of the European Union. This may result in certain risks to users. In some cases, this could make it more difficult to enforce users’ rights, for example.

Your rights as a data subject: In addition to the “Rights of data subjects” section, we would like to highlight that the most effective way to assert your rights, in particular to request information, is to contact website operators directly. Only a website’s operator has access to user data and can take appropriate action directly and provide information. Nevertheless, if you find yourself in need of assistance, please contact us.

8. Rights of data subjects

You can use the contact details provided to exercise the following rights at any time regarding any data processing activities mentioned above:

Right to information about personal data we have stored about you and how they are processed (Article 15, GDPR)
Right to rectification of incorrect personal data (Article 16. GDPR)
Right to erasure of your personal data (Article 17, GDPR)
Right to restriction of processing if we are not yet permitted to erase your data due to legal obligations (Article 18, GDPR)
Right to object to us processing your data (Article 21, GDPR)
Right to data transportability if you have consented to data processing or have concluded a contract with us (Article 20, GDPR)

If you have granted us your consent, you may revoke this consent at any time with future effect. You can contact a supervisory authority at any time with a complaint, e.g. the competent supervisory authority in the German state where you are resident or the authority responsible for us as the data controller. A list of supervisory authorities (for the private sector), including addresses, is available (in German only) at:

https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

9. Additional information

Object to receiving marketing emails

The use of contact information published as part of the disclaimer requirement by third parties in order to send unauthorised marketing and informational material is hereby explicitly prohibited. The site administrators explicitly reserve the right to take legal action if unsolicited promotional information, such as spam email, is sent.

SSL/TLS encryption

This website uses SSL or TLS encryption for security reasons and to protect the transmission of confidential content, such as orders or enquiries that you send to us, the site operator. You can recognise an encrypted connection by checking your browser’s address bar, which will display “https://” instead of “http://”, as well as a lock symbol.

When SSL/TLS encryption is enabled, data you send us cannot be viewed by third parties.

We do not engage in automated decision-making on the basis of your personal data in connection with your use of our website.

Parts of this Privacy Notice was drafted with help from activeMind AG, the experts for external data protection officers (Version #2019-04-10).