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1. Controller
The controller is Ombiance UG (haftungsbeschränkt), Windmühlenstraße 55, 47445 Moers, Germany. Privacy inquiries: info@ombiance.org. Management is identified in the legal notice. No data protection officer is represented as appointed; any appointment obligation must be assessed before launch.
2. Website and hosting
The website is designed for ALL-INKL.COM – Neue Medien Münnich hosting. The server processes connection data needed to deliver and protect the website, potentially including IP address, time, requested URL, browser details and status code in hosting logs. The basis is legitimate interests under GDPR Article 6(1)(f). [LEGAL REVIEW REQUIRED BEFORE PUBLICATION] Confirm the hosting agreement, processor terms and actual server-log retention.
3. Contact and business inquiries
Contact, company and project information is used to answer inquiries and prepare potential contracts. The basis is GDPR Article 6(1)(b) for contractual or pre-contractual requests, otherwise Article 6(1)(f) for responding to correspondence. Required fields are needed to process the form; without them it cannot be submitted. Email contact remains available.
4. Applications
Names, contact details, languages, experience, availability, motivation and optional CV or LinkedIn URL are used to assess the specific application. German BDSG section 26(1) may apply to employment applications; GDPR Article 6(1)(b) may apply to freelance contract preparation. The form acknowledgment is not blanket consent for other uses. A future talent pool would require a separate voluntary basis; none is implemented. Please do not submit health information or identity documents.
5. Delivery, recipients and uploads
Forms are sent through encrypted SMTP to info@ombiance.org. Authorised staff and contracted hosting/mail providers may access data for processing. CVs are email attachments; temporary server copies are deleted after the delivery attempt and are never public. There is no application database. Mailbox copies follow the mailbox deletion policy. [LEGAL REVIEW REQUIRED BEFORE PUBLICATION] Confirm the actual SMTP provider, recipients and processing agreements. Sharing with business customers requires separate assessment and information.
6. Cookies and security
Choosing a language saves ombiance_language for one year. Forms use the session cookie ombiance_session for CSRF protection; it ends with the browser session. Necessary functionality or an expressly requested language setting relies on section 25(2) TDDDG, with related personal-data processing based on GDPR Article 6(1)(f). Abuse controls use pseudonymised IP counters, not raw IP addresses in the application counter. The limit window is one hour; expired counters are pruned on the next form attempt. Technical errors are logged without form contents.
7. Retention
Temporary attachments are removed after sending is attempted; abandoned uploads older than one hour are removed on the next site request. Application error logs older than 14 days are removed on the next request. Inquiries are deleted when completed and no retention or legal-claim grounds remain. [LEGAL REVIEW REQUIRED BEFORE PUBLICATION] The proposed mailbox policy deletes unsuccessful applications no later than six months after rejection unless justified otherwise; confirm and implement this process, customer-correspondence periods, backups and hosting-log rules. Successful applications follow the relevant contractual retention policy.
8. Transfers and integrations
No analytics, advertising, video or social-media services are embedded. Images and scripts are served locally. Submitted LinkedIn URLs are not fetched automatically. Hosting is planned in Germany; SMTP and subprocessors must be confirmed. Any transfers outside the EEA require assessment under GDPR Articles 44 onwards and disclosure of specific safeguards. The website performs no automated applicant-selection decisions or profiling.
AI features, talent matching and human review
The website describes possible AI support as a product concept. The public website currently sends no application or form data to an AI provider and performs no language, voice, emotion or quality analysis. Future AI-supported matching may only compare project-related criteria such as skills, languages, experience and availability in a structured way. Final hiring or project-allocation decisions remain with humans. Special-category characteristics and emotion recognition are not used to assess applicants. Before activation, the provider, data, purpose, legal basis, retention, human oversight and international transfers must be documented.
9. Your rights
Subject to legal conditions, you may request access, correction, erasure, restriction and portability, and object to processing based on legitimate interests. Consent may be withdrawn prospectively without affecting earlier lawful processing. Contact info@ombiance.org. You may complain to a supervisory authority, including LDI North Rhine-Westphalia, Kavalleriestraße 2–4, 40213 Düsseldorf, www.ldi.nrw.de.