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Privacy Policy

1. Responsible Authority

The entity responsible for processing your personal data is the Hagen Job Center, represented by its management, Berliner Platz 2, 58089 Hagen.

2. Contact Information for the Data Protection Officer

If you have specific questions regarding the protection of your data, please contact the Data Protection Officer at the Hagen Job Center:

Hagen Job Center
Data Protection Officer: Mr. Neumann
Berliner Platz 2
58089 Hagen
Email: Jobcenter-Hagen.Datenschutz@jobcenter-ge.de

3. Collection and Storage of Personal Data

a) Hosting and Server Location

This website is hosted by Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen. Only servers located in German data centers are used; no processing takes place outside the European Union or the European Economic Area. A contract for data processing in accordance with Article 28 of the GDPR has been concluded with Hetzner. Emails generated via the web app are also sent via the email infrastructure of Hetzner Online GmbH (see Section 5 b).

b) Server log files

When you visit our website, our web server automatically collects certain technical information that your browser transmits to us. This information includes:

  • IP address of the requesting device
  • Date and time of access
  • Requested path/URL
  • User-Agent (operating system, browser type, browser version)

Hetzner’s privacy policy: https://www.hetzner.com/de/legal/privacy-policy/

Additional browser data (e.g., language, operating system) is used for technical purposes. If you have consented to audience measurement, this data will also be used for the statistical analysis described in Section 5(a).

Your device’s IP address is technically essential for our server to be able to send you the requested content at all; therefore, it cannot be anonymized when establishing a connection. This data is required for technical reasons to deliver the website to your device. The log files are not retained permanently. For more information on data storage, see Section 8.

Furthermore, subject only to your consent, the following data is processed for analytical purposes and to optimize the website (details under Section 5 a):

  • approximate location (derived from the IP address, usually country/region; the IP address itself is not stored),
  • Language settings, clicks, page views, and time spent on the site.

c) Contact form, applications, and submissions

To the extent that contact forms, applications, or submissions via the web app are to be transmitted to the Hagen Job Center as encrypted emails, this will result in the corresponding processing of the personal data you have entered and are submitting.

Each submission is technically converted into an email sent to the Hagen Job Center. This email consists of two parts, each protected differently: the unencrypted subject line and the end-to-end-encrypted content. The specific details of what information is included in the subject line and content, how the encryption is technically implemented, and which service provider is involved in the transmission are described in Section 5 b.

Submission is voluntary. You are under no legal or contractual obligation to use the web app. If you do not wish to use the forms or do not provide certain information, this will not result in any disadvantage for you; instead, you can contact the Hagen Job Center at any time through the usual channels, such as in person, by mail, or by phone. However, if information or documents required for an application are missing, the application cannot be processed to completion.

4. Purpose of Data Processing

The processing of this data serves exclusively to provide the website technically, ensure its operation and troubleshoot issues, optimize the website, guarantee IT security, and transmit submitted messages to the Jobcenter.

No data will be analyzed for marketing purposes. No data will be disclosed to third parties; only the data processors listed in Section 5, who are bound by our instructions, are involved.

5. Use of Service Providers and Third-Party Vendors

a) Analysis Tool

The open-source software Umami is used as the analytics tool. It is operated in-house on the same server where the website is hosted (see point 3a). All information regarding website usage remains within the systems of the Hagen Job Center; it is not shared with third parties or with the manufacturer of Umami. The analysis is used to design the website to meet user needs and to continuously improve it.

Traffic measurement is conducted exclusively with your consent, which you provide via the consent banner when you first visit the website. The legal basis is Art. 6(1), Sent. 1, lit. a GDPR (consent) in conjunction with § 25(1) TDDDG. Without your consent, no tracking takes place; in that case, only your decision itself is stored (see point 6). You can change your consent at any time with future effect via the privacy or cookie settings; the lawfulness of the processing carried out up to that point remains unaffected.

The following data is collected: approximate location, language settings, clicks, page views, and time spent on the site.

Form entries, uploaded documents, the IP address, and directly identifying information such as name, address, or email address are not collected. Umami does not use tracking cookies, fingerprinting, or cross-website recognition; individual sessions are distinguished exclusively on the server side via a hash value that changes daily and cannot be traced back. The IP address is processed solely to determine the approximate location (usually country/region) and to generate a hash value, after which it is discarded. The program’s optional additional features, which could be used to identify individual users, are also not utilized.

The usage data collected is stored as individual events and is only aggregated into statistics during analysis. It is retained permanently for statistical purposes; it is not deleted after a specific period of time.

The manufacturer’s technical documentation can be found at: https://docs.umami.is/docs

b) Encrypted email correspondence with the Hagen Job Center

Every submission via the web app (submitting a contact form, an application, or uploading documents) triggers an email to be sent in the background to the Hagen Job Center. The emails are sent via the mail infrastructure of Hetzner Online GmbH on servers in Germany; there is a contract for commissioned processing in accordance with Art. 28 of the GDPR. No monitoring or analysis of the content of these messages takes place there.

The message is encrypted in your browser using the S/MIME standard before it is transmitted. The private key required for this is held exclusively by the Hagen Job Center, so neither the entities responsible for the technical operation of the web app nor the email service provider can view the contents. The subject line of the email is not encrypted.

Include the following in the subject line without encryption:

  • Application Name
  • BG number (if specified)
  • Document type (e.g., “school certificate”), not the file name

Embedded in the content:

  • All personal data in forms (e.g., name, date of birth, phone number)
  • all uploaded documents

If you have provided an email address, the acknowledgment of receipt will also be sent to you via Hetzner.

On the application server that generates the email, the encrypted message is stored for 30 days so that delivery issues can be traced and, in case of doubt, proof of sending can be provided. The following information is stored along with it:

  • Timestamp of dispatch
  • Name of the completed form (reference only, no entries)
  • BG number or customer number
  • Email address for the receipt confirmation and its delivery status
  • List of document types in the attachments (neither filenames nor contents)
  • Technical specifications for the message file, such as file type, size, identifier, and name

The content of the message remains encrypted at all times. After 30 days, the message and the information provided will be automatically deleted.

The email account used for sending messages is intended exclusively for automated mailings and is not monitored. Outgoing emails are not stored on the mail server itself; incoming emails are neither read nor analyzed and are automatically deleted after 30 days. It is therefore not possible to contact the Hagen Job Center via this email account. Please use only the forms in the web app, as this is the only way to ensure that your data is properly encrypted.

Hetzner’s privacy policy: https://www.hetzner.com/de/legal/privacy-policy/

c) Technical operation of the web app

The web app is developed and technically maintained by TWENTY Studio GmbH, Kolonnenstr. 8, 10827 Berlin, on behalf of the Hagen Job Center. In the course of maintenance, troubleshooting, and further development, access to the technical data specified in Section 3(b) as well as to the shipping information specified in Section 5(b) cannot be ruled out. TWENTY Studio GmbH processes this data exclusively on behalf of and in accordance with the instructions of the Hagen Job Center and not for its own purposes; a contract for commissioned processing exists in accordance with Article 28 of the GDPR. There is no access to the end-to-end-encrypted content of the submissions.

d) Other third-party providers

Currently, no other third-party providers or external tracking or analytics tools are in use.

6. Cookies and Storage on Your Device

Only a small amount of technically necessary information is stored on your device. This information is used exclusively to keep the website functional and to apply your personal settings. Storing this information is absolutely necessary under § 25(2)(2) of the TDDDG and therefore does not require your consent. No data is stored on your device for the purpose of measuring website reach (point 5 a).

Specifically, these include:

Your decision regarding audience measurement. Your selection in the consent banner will be stored in a cookie named jc_hagen_cookie_consent for 182 days so that you are not asked again each time you visit the site. If you decline audience measurement, the value “umami.disabled” is also stored in your browser’s local storage. This ensures that the analytics script reliably does not collect any data and remains stored until you delete it.

Your display settings. The language you select is stored in a cookie for up to 400 days. Accessibility settings, such as font size, contrast, or grayscale display, are stored in your browser’s local storage and remain there until you delete them.

Technical data regarding page navigation. The web framework used and individual user interface elements temporarily store technical data in session storage, such as the scroll position, the status of already filled-in input fields, or the fact that you have closed a notice. This data is automatically deleted as soon as you close the browser tab.

None of this information is used for cross-website recognition or profiling. You can delete all stored information at any time via your browser settings. If you delete the decision stored for audience measurement, you will be asked to make a decision again the next time you visit the site.

7. Legal Basis

The processing of the aforementioned data is based on Art. 6(1), Sent. 1, lit. f of the GDPR (legitimate interest), as it is technically necessary for the operation of the website.

To the extent that contact forms, applications, or submissions via the web app are transmitted to the Hagen Job Center as encrypted emails, processing there is carried out in accordance with Art. 6(1), Sentence 1, Lit. c of the GDPR (compliance with a legal obligation) in conjunction with §§ 67 ff. of Book Ten of the Social Code.

Reach measurement pursuant to Section 5(a) is based on Article 6(1), sentence 1, letter a of the GDPR (consent) in conjunction with Section 25(1) of the TDDDG.

8. Retention Period

Server log files (IP address, date, path) are used only temporarily to ensure system operation and are stored for a maximum of 30 days. They are not stored for any longer period.

To the extent that messages, forms, or documents are sent to the Hagen Job Center via the web app, the following applies: The encrypted message and the associated dispatch information are stored on the application server for 30 days and then automatically deleted; the specific details of this information are listed under point 5 b. Outgoing emails are not stored on the mail server; incoming emails are retained unread for a maximum of 30 days and then automatically deleted.

The usage data collected by the Umami analytics tool is permanently stored on our self-hosted server for statistical purposes; it is not deleted after a specific period of time. Once consent is revoked, no further data will be collected.

9. Your Rights

You have the right to access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR), data portability (Art. 20 GDPR), and objection (Art. 21 GDPR).

To exercise your rights, please contact the Data Protection Officer listed above.

Furthermore, you have the right to contact the relevant supervisory authority:

The Federal Commissioner for Data Protection and Freedom of Information (BfDI)

Graurheindorfer Str. 153
53117 Bonn
Phone: +49 (0)228 997799-0
Email: poststelle@bfdi.bund.de
Website: www.bfdi.bund.de

10. No automated decision-making

Automated decision-making, including profiling as defined in Article 22 of the GDPR, does not take place in connection with this website or the web app. The information submitted via the web app is processed solely for the purpose of forwarding it to the Hagen Job Center; any substantive decision regarding your request is made there by a human being.

11. Changes to This Privacy Policy

We reserve the right to amend this privacy policy to bring it into line with changes in legal requirements or technical developments.

The most current version is available on this website.

As of: September 1, 2026