Privacy Notice and Data Protection for Employees or Contractors at Caesar Families Association

Caesar Families Association is committed to protecting the privacy and security of the personal information collected in its capacity as the primary controller responsible for processing the personal data of employees or contractors in the association. This privacy notice describes how we collect, use, and protect the personal information of employees or contractors during and after their employment relationship with us, in accordance with the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (“BDSG“).

Effective Date: 2023

1-Data Controller and Contact Details:

Data Controller: Caesar Families Association

Association Address: Falkentaler Steig 47, 13467, Berlin

Email: [email protected]


2-Personal Data We Collect:

Caesar Families Association collects and processes the following categories of personal data for employees or contractors, gathered through resumes submitted by job applicants or information provided during job interviews.

Personal data, or personally identifiable information, means any information about an individual from which that person can be identified. We may collect, store, and use the following categories of personal information about you:

Personal details such as name, address, date of birth, gender, photographs, phone number, personal email address, and emergency contact information.

Financial details such as your national insurance number, bank account details, any payroll records, tax status, salary, annual leave, and bonuses.

Certificates, previous work experiences, and other information listed in resumes or cover letters submitted by job applicants.

We may also store “special categories” of particularly sensitive personal information, including information related to social status and health, when required.

3-Purpose of Data Collection:

The purpose of collecting personal information is to add it to the records of employees or contractors at Caesar Families Association. It is also collected to contact individuals regarding job opportunities and upcoming events via email.

Examples of situations in which we will use your personal information include:

  • Maintaining records of employees or contractors working with us.
  • Employment and/or training-related purposes.
  • Payment of expenses, fees, or salaries, accounting for payroll data, sick pay, holiday entitlement, and leave for employees or contractors.
  • Contacting next of kin in emergencies.
  • Behavioral or performance-related purposes affecting your ability to perform your job or provide services to us.

4-Data Security:

We implement strong security measures to ensure the protection of personal information from unauthorized access or unlawful use. Data is encrypted, and access is restricted to authorized employees or contractors only. We do not share information with external parties.

5-Data Storage Location:

The primary electronic storage location for data is Google Drive, with access limited to individuals within the association who need it for their roles.

6-Data Transfer Outside the European Union:

We transfer your personal data to recipients in third countries outside the European Union or the European Economic Area that currently do not guarantee an adequate level of protection. This specifically relates to the use of Google Drive as a data storage service, and we rely on appropriate safeguards to protect the data.

You can obtain details of these safeguards by contacting us using the contact details provided in Section 1.

7-Data Retention Period:

We retain the personal and financial data of employees or contractors in the association’s records for the duration of their employment and post-employment for a maximum of 7 years, in compliance with legal and contractual obligations. Volunteer information is treated confidentially and securely, disclosed only to those who need it for their duties.

8-Employee or Contractor Rights:

Employees or contractors have the right to choose to appear under an alias or their real name. However, the real name of the employee is retained in the financial and human resources department for record and financial processing purposes.

Employees or contractors have the right to obtain a copy of the processed personal data and know how it is used.

Employees or contractors have the right to correct or update inaccurate or incomplete personal data.

Employees or contractors have the right to request the deletion of personal data after the end of their employment period.

Employees or contractors have the right to file a complaint with relevant supervisory authorities if there is a violation of data rights.


Employees or contractors can file a complaint if they are dissatisfied with the processing of their data by contacting us via email at [email protected].

Publication Date: 2023