The controller for data processing is:

OC Services GmbH
(hereinafter also referred to as “we”, “us” or “OCS”)
Innere Kanalstraße 15
50823 Cologne
Germany

Email: marc.stoering@osborneclarke-services.com

If you have any questions or suggestions regarding data protection, or if you wish to exercise your rights, you can contact us using the contact details provided here.

The subject matter of data protection is personal data. According to Art. 4 No. 1 of the General Data Protection Regulation (“GDPR”), this includes all information relating to an identified or identifiable natural person. Hereinafter, personal data will also be referred to simply as data.

3.1‎‎‎‎     Hosting and operation

For the hosting and operation of our website, we use the services of Raidboxes GmbH, Hafenstraße 32, 48153 Münster, Germany ("Raidboxes"). Raidboxes processes your personal data on our behalf, meaning only according to our instructions (cf. Art. 4 No. 8, 28 GDPR).

3.2     Automatisierte Datenerhebung

When you access our website, your device (computer or mobile device, e.g., mobile phone) automatically transmits data to our hosting provider's server for technical reasons. The following data is processed separately from other data you may transmit to us:

• The domain you are accessing:
  www.oc-services.de or www.osborneclarke-services.com
• The public IPv4 and/or IPv6 address of your device:
  e.g., 146.70.141.194 and/or 2001:ac8:27:90::1f
• Date and time of access („log time“):
  Day/Month/Year:Time
• The type of HTTP request:
  GET
• The URL being accessed::
  e.g., /en/privacy
• The website from which the access is made (Referrer URL):
  e.g., https://www.oc-services.de/en
• The HTTP status code:
  200
• The browser used and, if applicable, the operating system of your device (User-Agent):
  e.g., Mozilla/5.0 (Windows NT 6.1; Win64; x64) Gecko/X Firefox/X

3.3‎‎‎‎     Purpose and legal basis

The collection and processing of the aforementioned data serve the purpose of delivering the content of our website to you. This also constitutes our overriding legitimate interest, Art. 6(1)(f) GDPR.

3.4     Retention period

The aforementioned data is processed at the time of the respective page view and held in the main memory (RAM) for 60 seconds. No further storage takes place.

4.1‎‎‎‎     Enquiries via our contact details

If you send us an enquiry via our contact details (by email, phone, or post), we process:

• Your name,
• The type, subject, and content of your enquiry, as well as
• The time and date of your enquiry and any other information you provide in your enquiry,

and, depending on your chosen method of contact or the contact details you provide:

• Your email address,
• Your telephone number, and
• Your postal address.

4.2‎‎‎‎     Purposes and legal basis

The processing is based on Art. 6(1)(f) GDPR. We have an overriding legitimate interest in processing your enquiry and, in the case of enquiries related to contracts, in enabling the initiation and execution of the respective contractual relationship. If you are a (potential) contracting party yourself, the processing of enquiries related to contracts is for the initiation and execution of the respective contractual relationship, Art. 6(1)(b) GDPR.

4.3‎‎‎‎     Retention period

We delete enquiries as soon as we no longer need them for the purpose for which we collected them. This is the case when we have conclusively answered your enquiry.

Enquiries related to contracts are stored for the duration of the contractual relationship, Art. 6(1)(b) GDPR. Otherwise, we delete your enquiry three years after the end of the calendar year in which we conclusively processed your enquiry.

We only retain your data further if:

• we are legally obliged to do so, Art. 6(1)(c) GDPR. Where we are legally obliged to retain data, we store your data for the legally prescribed period. Legal requirements for storage may arise in particular from the retention periods of the German Commercial Code (HGB) or the German Fiscal Code (AO). The retention period under these regulations is generally between 6 and 10 years from the end of the year in which the relevant process was completed, e.g., when we conclusively processed your enquiry.
• we need the data for a longer period for criminal prosecution or for the establishment, exercise, or defence of legal claims. This also constitutes our legitimate interest, Art. 6(1)(f) GDPR. Storage then takes place until the completion of the respective process plus the statutory limitation period.

Where data must be retained for legal reasons, its processing will be restricted. The data will then no longer be available for any other processing.

We process your personal data only to the extent necessary for processing your application and the associated processes and facts, or for deciding on the establishment of an employment relationship with you. Specifically, we process your data for the purposes listed below.

5.1‎‎‎‎     Data processing for handling your application

If you apply to us via our contact details (by email or post), we process:

• Your title,
• Your first and last name,
• Your email address,
• Your application documents that you have provided to us,
• as well as the information contained therein.

We process this data to communicate with you (e.g., invitations to interviews, scheduling appointments, and job offers or rejections).

During your application process, further personal data is typically processed, i.e., when we take notes during an interview or have follow-up questions for you. We also reserve the right to consult professional information that you have published or made available on professional networks, insofar as this is necessary for processing your application.

We process the aforementioned data to handle your application or to decide on establishing an employment relationship with you.

5.2‎‎‎‎     Contact via our contact details

If you send us an enquiry about advertised positions, the application process, or OCS via our contact form or by other means (phone, email), we process your information related to the enquiry, including your contact details, in particular:

• Your first and last name,
• Your email address, and
• Your telephone number, if applicable,

for the purpose of processing and responding to your enquiry.

5.3‎‎‎‎     Reimbursement of expenses

Insofar as we reimburse you for expenses incurred in connection with an interview in individual cases, we process the necessary personal data for the purpose of reimbursement.

This includes in particular:

• Your bank account details and
• Information about your travel and expenses.

5.4‎‎‎‎     Legal basis for processing

The legal basis for processing your personal data for the aforementioned purposes is Art. 6(1)(b) GDPR and Sec. 26(1)(1) German Federal Data Protection Act (BDSG).

5.5.1     Retention of your data

If no employment relationship is established between you and us, your application documents will generally be retained for up to six months after the conclusion of the respective application process in order to answer any queries related to your application and for evidentiary purposes. Further retention may occur if this is necessary for the establishment, exercise, or defence of legal claims. The aforementioned purposes also constitute our legitimate interest, Art. 6(1)(f) GDPR.

We delete enquiries as soon as we no longer need them for the purpose for which we collected them. This is the case when we have conclusively answered your enquiry.

Please note that for tax law reasons, we are obliged to retain any booking receipts related to your application (such as travel receipts) for eight years, starting from the end of the respective calendar year. This is a legal obligation within the meaning of Art. 6(1)(c) GDPR (in conjunction with Sec. 147 German Fiscal Code, Sec. 257 German Commercial Code).

5.5.2‎‎‎‎     Consent for extended storage of your data

Apart from that, we only store your application data if we offer you the opportunity to give your consent and you have given this consent (Art. 6(1)(a) GDPR in conjunction with Sec. 26(2) BDSG).

You can withdraw your consent at any time with future effect. To do so, you can e.g. contact us using the details provided in Section 1 above.

If you consent, we will then store your application data for a period of three years. Earlier deletion will occur if we no longer need this data for the purpose for which we collected it (e.g., if we no longer advertise certain job profiles for which you have applied), or if you withdraw your consent.

We also store your consent and the time it was given in order to be able to prove your consent. This processing is based on Art. 6(1)(c) in conjunction with Art. 7(1) GDPR. We store this data for a period of one year after the withdrawal of your consent or from the deletion of your data, whichever event occurs first.

You are neither legally nor contractually obligated to provide your personal data, nor is the provision of such data necessary for entering into a contract. However, the provision of certain personal data is necessary for us to receive and process your enquiries and applications. Any additional information is provided on a voluntary basis.

If required data is not provided, we will be unable to process your enquiries. In the case of applications, this means we cannot consider your application or make a decision regarding the establishment of an employment relationship.

The non-provision of voluntary data has no impact on the application process or our selection decision. In other cases, however, this may result in certain functions being unavailable or only available to a limited extent, or in your enquiries being processed only to a reduced degree.

Your personal data will only be disclosed:

• If it is necessary for the investigation of unlawful or abusive use of our website and its related functions and services, or for legal prosecution, personal data will be forwarded to external advisors (e.g., lawyers), law enforcement authorities, and, if applicable, to injured third parties. However, this only happens if there are concrete indications of unlawful or abusive behaviour. Disclosure to these bodies, as well as to debt collection agencies, may also occur if it serves to enforce the terms of use or contract, or for the establishment, exercise, or defence of legal claims. We are also legally obliged to provide information to certain public authorities upon request. These are law enforcement authorities, authorities that prosecute administrative offences punishable by fines, and the tax authorities.

• Furthermore, your personal data may also be disclosed if we are subject to other claims by third parties that may include a request for information about your data. This can include, in particular, claims by data subjects exercising their rights under Chapter III of the GDPR.

The disclosure of this data is based on our legitimate interest in combating abuse, prosecuting criminal offences, and the establishment, exercise, or defence of legal claims, Art. 6(1)(f) GDPR, or on the basis of a legal obligation under Art. 6(1)(c) GDPR.

• In addition to the processor already mentioned in this privacy notice, we use the following categories of processors: IT, cloud, and software service providers.

• Im Rahmen von Verwaltungsprozessen sowie der Organisation unseres Betriebs, der Finanzbuchhaltung und der Einhaltung gesetzlicher Pflichten, wie z. B. der Archivierung, offenbaren oder übermitteln wir Ihre Daten an die Finanzverwaltung, Berater, wie Steuerberater oder Wirtschaftsprüfer sowie Zahlungsdienstanbieter, Post- und Transportunternehmen und ähnliche Stellen.

The disclosure of this data is based on our legitimate interest in maintaining our business operations, performing our duties, and the establishment, exercise, or defence of legal claims, Art. 6(1)(f) GDPR, or on the basis of a legal obligation under Art. 6(1)(c) GDPR.

Automated individual decision-making, including profiling within the meaning of Art. 22 GDPR, does not take place.

You have the right to obtain access at any time to the data stored about you (Art. 15 GDPR). You also have a right to rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR), and data portability (Art. 20 GDPR).

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you which is based on, inter alia, Art. 6(1)(e) or (f) GDPR, in accordance with Art. 21 GDPR.

To exercise your aforementioned rights, you can submit a request by post or email to the address provided in Section 1 above.

You also have the right to lodge a complaint with a supervisory authority of your choice.

Lastly, please note that we process the personal data you provide when exercising your rights pursuant to Art. 7(3)(1) GDPR and Art. 15 to 22 GDPR for the purpose of implementing these rights and to be able to provide proof thereof, as well as for the defence of legal positions if necessary.

In this context, we store your data for three years from the complete processing of your data subject rights request. Longer storage will only occur if we continue to need this data for legal defence. In this case, deletion will take place after the conclusion of the proceedings plus the statutory limitation periods.

This processing for the purpose of implementation and proof of lawful implementation is based on the legal basis of Art. 6(1)(c) GDPR in conjunction with Art. 7(3)(1) GDPR and Art. 15 to 22 GDPR, as well as Sec. 34(2) BDSG. Insofar as we process personal data for the purposes of legal defence, this also constitutes our legitimate interest, Art. 6(1)(f) GDPR.

You are neither contractually nor legally obliged to provide your personal data; however, we may refuse to act on your request to exercise your data subject rights pursuant to Art. 12(2)(2) GDPR if you do not provide us with the information necessary for your unambiguous identification, possibly after being requested to do so.