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

1. General information

This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data, collected as part of the online application process is handled at our end.

The processing of personal data in the UK is governed by the UK GDPR: The (EU) GDPR as transposed into United Kingdom national law by virtue of section 3 of the European Union (Withdrawal) Act 2018, and as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019 and the Data (Use and Access) Act 2025, together with the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (as amended), and any other data protection

2. The controller
The controller under UK GDPR is:
Atombit Limited, Telephone House, 21 Worship St, London, EC2A 2DW
A company registered in England under company registration number 06947442
Data Protection Officer: Michael Brennan email dpo@profusion.com

3. Personal data collected as part of the application process

“‘Personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.[1]

Therefore personal data includes information such as your name, address, telephone number and date of birth, but also data relating to your individual career by reference to which a specific individual can be identified with reasonable effort.

4. Purposes of processing personal data collected during the application process

If you apply to us electronically, i.e. via e-mail or using our online form, we will collect and process your personal data solely for the purposes of executing the application process and (if successful) preparing contracts.

By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.

In particular, the following data is collected during this process:
Full Name, postal address, email address, phone number, LinkedIn Profile

In addition, you are likely to upload expressive documents including a cover letter, CV and reference letters. These are likely to contain additional personal data (e.g. career history). Only authorized HR staff and/or staff involved in the application process have access to your data. The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.

5. Data retention

In line with the Atombit Data Retention Policy the personal data of unsuccessful candidates will be stored for a period of 180 days after the application process has been concluded. This is usually done to fulfil legal requirements including defending Atombit against any claims arising from legal provisions.

In some instances, and with your consent, we may wish to retain your personal information should another, more suitable, employment opportunity arise. Such retained candidate information will be stored for a period of 12 months.

After either data retention period, we are obligated to delete or anonymise your data. In case of anonymisation, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time etc.).

6. Legal bases for personal data processing

Under data protection law (UK/EU GDPR) the primary legal basis for the processing of applicant personal data is the legitimate interest of the organisation (i.e. Atombit).

It is evidently in the legitimate interest of any organisation to review candidate application materials and to shortlist or reject candidates based on the information provided. It is our view that the exercise of such legitimate interests does not compromise individual interests, rights or freedoms and that all such personal data processing falls within the reasonable expectations of any individual applying for employment.

Should an employment offer be made then the legal basis for further personal data processing would be the fulfilment of a contract with the relevant individual.

7. Disclosure of data to third parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/).

In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on a legal agreement for the processing of orders between us as the controller and Personio.

Note that a data processor can only process personal data according to the written instruction of the data controller and is contractually obliged to maintain adequate information security and data protection standards.

Personio GmbH is an EU headquartered business meaning that personal data transfer are enabled by the EU-UK data adequacy agreement, recognising common, enforceable, data protection regulations and standards across both jurisdictions.

8. Rights of data subjects

If we as the controller process personal data, you as the data subject have certain rights under the UK GDPR: The (EU) GDPR as transposed into United Kingdom national law by virtue of section 3 of the European Union (Withdrawal) Act 2018, and as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019 and the Data (Use and Access) Act 2025, together with the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (as amended), and any other data protection

These rights are contingent 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 during this online application process, please contact our Data Protection Officer (see item 2).

9. Concluding provisions
We reserve 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 application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.

[1] https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/personal-information-what-is-it/what-is-personal-data/what-is-personal-data/

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.