Privacy Notice for Applications

1. Data Controller

The controller responsible for the processing of your personal data is:

SOMA STUDIOS UG (haftungsbeschränkt)

Färbergraben 10

80331 Munich

Germany

Represented by its Managing Director, Sophie Schnell.

If you have any questions regarding data protection or wish to exercise your rights, you can contact us at: hello@the-soma-studios.com

2. What data we process

When you apply through our application funnel, we process your contact details and the information you provide. This includes in particular:

your name, email address and telephone number;
your responses regarding experience, software skills, availability and the requirements of the position;
information from further communication as well as internal notes relating to the application process.

When you access the funnel, technical data is also processed, such as your IP address, browser and device information, the time of access and the website you previously visited.

Please only provide information that is necessary for your application.

3. Purposes and Legal Bases

We use your application data to process your application, contact you and assess a potential collaboration.

For applications relating to an employment relationship, the processing required for these purposes is based on Section 26(1) of the German Federal Data Protection Act (BDSG). Where the application concerns the initiation of a self-employed collaboration, processing is based on Art. 6(1)(b) GDPR.

The technical provision and security of the funnel are based on Art. 6(1)(f) GDPR. Our legitimate interest lies in providing a functional and secure application process.

Where we require data for the establishment, exercise or defence of legal claims, such processing is based on Art. 6(1)(f) GDPR.

4. Application Management with Perspective

We use Perspective, a service provided by Perspective Software GmbH, for our application funnel and the management of incoming applications.

Your application is stored and managed exclusively in Perspective. Perspective processes the data required for these purposes as a technical service provider acting on our behalf. This includes the information entered into the form as well as technical usage and connection data.

Within our company, access is limited to management and the responsible HR personnel, insofar as access is necessary to process your application.

Perspective uses additional technical service providers. This may also involve access from countries outside the European Economic Area. For such transfers, the requirements of Art. 44 et seq. GDPR must be complied with, for example through an applicable adequacy decision or appropriate safeguards such as the EU Standard Contractual Clauses. You can request information about the safeguards used for your data via our data protection contact.

Further information about the provider can be found in Perspective’s privacy notice.

5. Meta Pixel and Conversions API

We use the Meta Pixel and Conversions API provided by Meta Platforms Ireland Limited, Ireland, within our application funnel to measure the success of and optimise our advertising campaigns.

With your consent, information about your use of the funnel is transmitted to Meta. This includes, in particular, page views, interactions and the event of submitting an application. The information is transmitted via your browser and through a server-side connection.

Technical information such as your IP address, browser information, URLs accessed, event timestamps and identifiers used to attribute advertising clicks may be processed. Depending on the matching functionality used, hashed contact details may also be transmitted. Hashed data is not automatically anonymous.

Meta may associate the transmitted information with an existing Facebook or Instagram account and process it for the purposes described in its privacy notice. This may involve processing outside the European Economic Area, particularly in the United States.

Where the collection and transmission of this event data is subject to joint controllership, the allocation of responsibilities is governed by Meta’s Controller Addendum. You may exercise your rights both against us and against Meta.

The legal basis for processing requiring consent is Art. 6(1)(a) GDPR. Where storage of information on or access to information from your device requires consent, Section 25(1) TDDDG additionally applies.

You can withdraw your consent at any time with effect for the future via “Manage Cookies” within the funnel. You can also submit an application without consenting to advertising tracking.

Further information regarding processing, retention periods and international data transfers can be found in Meta’s privacy policy.

6. Retention Period and Deletion

We store your application data for the duration of the ongoing application process.

If no collaboration is established, we will delete your application data no later than six months after notifying you of the rejection. If you withdraw your application, this period begins when we receive your withdrawal.

The temporary retention of data after completion of the application process serves, in particular, to enable us to defend against potential legal claims. If longer retention is necessary due to a specific legal dispute, we will retain the data required for this purpose until the dispute has been finally resolved.

If a collaboration is established, we will continue to process the data required for the performance of the employment or contractual relationship. We will provide separate information regarding such processing.

Longer-term storage in an applicant pool will only take place with your separate consent.

Separate, purpose-specific retention periods apply to technical logs and advertising tracking. The six-month retention period applicable to application documents does not automatically apply to all technical data or to processing carried out independently by Meta.

7. Your Rights

Subject to the applicable legal requirements, you have the right to:

access your personal data;
rectify inaccurate or incomplete data;
request deletion of your data;
restrict the processing of your data;
data portability.

Where processing is based on legitimate interests, you may object to such processing on grounds relating to your particular situation.

You may withdraw any consent you have given at any time with effect for the future. The lawfulness of processing carried out before the withdrawal of consent remains unaffected.

To exercise your rights, please contact hello@the-soma-studios.com.

You also have the right to lodge a complaint with a data protection supervisory authority. For private companies based in Bavaria, the competent authority is generally the Bavarian State Office for Data Protection Supervision (Bayerisches Landesamt für Datenschutzaufsicht).

8. Voluntary Nature and Application Funnel Process

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, disclosure, alteration or destruction.

However, no method of transmission over the Internet can be guaranteed to be completely secure.

Submitting an application is voluntary. We require the information marked as mandatory in order to process your application through the funnel and contact you. Without this information, it may not be possible to submit an application using this form.

Your responses may determine which further questions or results are displayed to you within the funnel. If you have any questions about a displayed result or would like us to personally review the information you have provided, you can contact us at hello@the-soma-studios.com.