Convercus
Privacy Policy for Applicants
Information on the processing of your personal data during the application process
Thank you for applying to Convercus. Transparency and the secure handling of your personal data are essential foundations for a successful working relationship. We would therefore like to inform you about how we process your data and how you can exercise your rights under the General Data Protection Regulation (GDPR). The following information provides an overview of the collection and processing of your personal data in connection with our recruitment process.
1. Who is responsible for data processing?
The controller is:
Convercus GmbH
Balanstraße 73
Haus 08
81541 Munich
Phone: +4989954586500,
Email: datenschutz@convercus.com
Convercus GmbH
Balanstraße 73
Haus 08
81541 Munich
Phone: +4989954586500,
Email: datenschutz@convercus.com
2. How can you contact the Data Protection Officer?
You can contact our data protection officer at:
intersoft consulting services AG
Beim Strohhause 17
20097 Hamburg
datenschutz@convercus.com
intersoft consulting services AG
Beim Strohhause 17
20097 Hamburg
datenschutz@convercus.com
3. Which of your personal data do we use?
We process your personal data insofar as it is necessary for conducting the application process. This includes the following data categories:
Standard information
- Applicant master data (first name, last name, address, job position)
- Qualification data (cover letter, CV, previous employment, professional qualifications)
- Employment references and certificates (performance data, evaluation data, etc.)
- Login details (email, password)
AI-powered structured application data
- pre-defined professional information extracted from a CV and, if applicable, a cover letter, such as education, work experience, qualifications, or the fulfillment of explicitly defined technical requirements, as well as the structured results generated from this data.
Specific information that may be required for the position to be filled
- Criminal record certificate
Other information
- Publicly available professional data, such as a profile on professional social media networks
- Voluntary information, such as an application photo, details regarding disability status, or other information you choose to provide in your application.
Interview data for optional transcription: If you have previously consented, we will generate an automated text transcript for job interviews conducted via Microsoft Teams. This transcript includes the information you provide during the interview, particularly regarding your professional background, qualifications, experience, and suitability for the advertised position, as well as any other information you may share. The transcript may also include your name, the attribution of your contributions to the conversation, and the corresponding timestamps. No audio or video recordings of the interview are stored.
4. What are the sources of the data?
We process personal data that we receive from you during the application process.
and
We process personal data obtained from public sources, i.e., professional social networks.
and
We process personal data obtained from public sources, i.e., professional social networks.
5. For what purposes do we process your data and on what legal basis?
We process your personal data in accordance with the General Data Protection Regulation (GDPR), the Federal Data Protection Act (BDSG), and all other applicable laws.
5.1 Data processing for the purposes of the employment relationship (Art. 6 (1) (b) GDPR)
Applicant personal data may be processed for the purposes of the application process if it is necessary for the decision regarding the establishment of an employment relationship with us.
The necessity and scope of data collection are determined by factors including the position to be filled. If the position you are applying for involves particularly sensitive tasks or increased personnel and/or financial responsibility, more extensive data collection may be required. To ensure data protection, such data processing only takes place after the applicant selection process has been completed and immediately prior to your hiring.
AI-supported evaluation of application documents
Where used in the respective application process, we utilize an AI-supported service to extract pre-defined, job-related information from your CV and, if applicable, your cover letter in a structured manner. This serves to verify your qualifications and prepare for the selection process. The system does not make independent hiring decisions. The output is reviewed by the responsible employees and is not adopted without verification.
The necessity and scope of data collection are determined by factors including the position to be filled. If the position you are applying for involves particularly sensitive tasks or increased personnel and/or financial responsibility, more extensive data collection may be required. To ensure data protection, such data processing only takes place after the applicant selection process has been completed and immediately prior to your hiring.
AI-supported evaluation of application documents
Where used in the respective application process, we utilize an AI-supported service to extract pre-defined, job-related information from your CV and, if applicable, your cover letter in a structured manner. This serves to verify your qualifications and prepare for the selection process. The system does not make independent hiring decisions. The output is reviewed by the responsible employees and is not adopted without verification.
5.2 Data processing based on your consent (Art. 6 (1) (a) GDPR, Section 26 (2) BDSG)
If you have provided us with your voluntary consent to the collection, processing, or transfer of certain personal data, this consent serves as the legal basis for the processing of that data.
We process your personal data based on your consent in the following cases:
We process your personal data based on your consent in the following cases:
- Inclusion in our talent pool, meaning we will store your application documents beyond the current application process to consider you for future vacancies.
- Optional transcription of job interviews: With your prior consent, we create an automated text transcript for job interviews conducted via Microsoft Teams. This allows us to review your responses to the requirements relevant to the position and enables the responsible personnel to evaluate them afterward. No automated evaluation or selection decision takes place. (Provider: Microsoft Deutschland GmbH, Walter-Gropius-Strasse 5, 80807 Munich)
Providing consent is voluntary. If you do not consent, the interview will take place without transcription; relevant content will be documented through manual notes. Refusing or withdrawing consent will not result in any disadvantages for you in the application process.
You may withdraw your consent at any time with future effect by using the contact details provided in this privacy policy. During the interview, you may also declare your withdrawal directly to the interviewer. The transcription will then be stopped, and the interview will continue without it. The lawfulness of any processing carried out prior to the withdrawal remains unaffected.
5.3 Based on the legitimate interest of the controller (Art. 6 (1) (f) GDPR)
In certain cases, we process your data to safeguard our legitimate interests or those of third parties.
- For the defense of legal claims in proceedings under the General Equal Treatment Act (AGG). In the event of a legal dispute, we have a legitimate interest in processing the data for evidentiary purposes.
6. To whom is your data disclosed?
Your data is primarily processed by the management team, who handle our HR tasks, and the department head responsible for filling your position. In some cases, however, other internal and external parties may also be involved in the processing of your data.
Internal positions
- Management
- Head of the department for the position to be filled
- Other managers involved in the selection process (e.g., for a second opinion), insofar as this is necessary for the assessment of your application
External service providers
- Applicant management system from Join (Provider: Join Solutions AG, Eichenstrasse 2, 8808 Pfäffikon SZ, Switzerland)
- Provider of email, communication, and collaboration services (Microsoft 365, including Microsoft Teams for interviews and transcription, if permitted by you)
- Provider of an AI service for the structured processing of predefined professional information from application documents. Processing is carried out on the basis of a data processing agreement. The application data we enter is not used to train general models (Provider: Anthropic Ireland, Limited)
If you have any further questions regarding the individual recipients, please contact us at: datenschutz@convercus.com.
7. Is your data transferred to countries outside the European Union (so-called third countries)?
Countries outside the European Union (and the European Economic Area, "EEA") handle the protection of personal data differently than countries within the European Union. Some of our service providers are based in such countries (third countries) or access data from there.
Switzerland (Join Solutions AG, applicant management system): The EU Commission has determined that Switzerland provides an adequate level of data protection (adequacy decision pursuant to Art. 45 GDPR). Data transfer is therefore permitted without additional safeguards.
USA and other third countries (Anthropic, AI service for summarizing text from application documents): The contractual partner is Anthropic Ireland, Limited (Ireland). Anthropic uses sub-processors and, according to its own statements, also processes or stores data in the USA; furthermore, processing may take place in other regions (including Europe, Asia, and Australia). Insofar as data is transferred to third countries, this is done on the basis of EU Standard Contractual Clauses, Art. 45 or Art. 46 (2) (c) GDPR. Your data is not used by Anthropic to train AI models.
If you would like to review the existing safeguards, you can contact us at datenschutz@convercus.com.
Switzerland (Join Solutions AG, applicant management system): The EU Commission has determined that Switzerland provides an adequate level of data protection (adequacy decision pursuant to Art. 45 GDPR). Data transfer is therefore permitted without additional safeguards.
USA and other third countries (Anthropic, AI service for summarizing text from application documents): The contractual partner is Anthropic Ireland, Limited (Ireland). Anthropic uses sub-processors and, according to its own statements, also processes or stores data in the USA; furthermore, processing may take place in other regions (including Europe, Asia, and Australia). Insofar as data is transferred to third countries, this is done on the basis of EU Standard Contractual Clauses, Art. 45 or Art. 46 (2) (c) GDPR. Your data is not used by Anthropic to train AI models.
If you would like to review the existing safeguards, you can contact us at datenschutz@convercus.com.
8. How long will your data be stored?
We store your personal data for as long as is necessary to make a decision regarding your application. If an employment relationship between you and us is not established, we may continue to store data if it is necessary to defend against potential legal claims. Your data will generally be deleted within 6 months of the conclusion of the application process.
If an employment relationship is not established, but you have given us your consent to store your data for future consideration, we will store your data until you withdraw your consent, for a maximum of three additional years. In specific cases, we may also store your data for a longer period for the purpose of defending against potential legal claims.
If an employment relationship is not established, but you have given us your consent to store your data for future consideration, we will store your data until you withdraw your consent, for a maximum of three additional years. In specific cases, we may also store your data for a longer period for the purpose of defending against potential legal claims.
9. What are your rights regarding the processing of your data?
Every data subject has the right of access under Art. 15 GDPR, the right to rectification under Art. 16 GDPR, the right to erasure under Art. 17 GDPR, the right to restriction of processing under Art. 18 GDPR, the right to object under Art. 21 GDPR, and the right to data portability under Art. 20 GDPR. The restrictions under Sections 34 and 35 of the German Federal Data Protection Act (BDSG) apply to the right of access and the right to erasure.
9.1 Right to object
What are your rights in the event of data processing based on your legitimate or public interest?
In accordance with Art. 21 (1) GDPR, you have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6 (1) (e) GDPR (data processing in the public interest) or Art. 6 (1) (f) GDPR (data processing for the protection of a legitimate interest); this also applies to profiling based on these provisions.
In the event of your objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves the establishment, exercise, or defense of legal claims.
In accordance with Art. 21 (1) GDPR, you have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6 (1) (e) GDPR (data processing in the public interest) or Art. 6 (1) (f) GDPR (data processing for the protection of a legitimate interest); this also applies to profiling based on these provisions.
In the event of your objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves the establishment, exercise, or defense of legal claims.
9.2 Revocation of consent
You may revoke your consent to the processing of personal data at any time. Please note that the revocation only applies to the future.
9.3 Right of access
You have the right to request information about whether we have stored any of your personal data. If you wish, we will inform you which data is involved, the purposes for which it is being processed, who it is disclosed to, how long it is stored, and what other rights you have regarding this data.
9.4 Further rights
You also have the right to have incorrect data corrected or your data deleted. If there is no reason for further storage, we will delete your data; otherwise, we will restrict its processing. You may also request that we provide all personal data you have provided to us in a structured, commonly used, and machine-readable format.
Furthermore, you have the right to lodge a complaint with the competent data protection supervisory authority (Art. 77 GDPR in conjunction with Section 19 BDSG).
Furthermore, you have the right to lodge a complaint with the competent data protection supervisory authority (Art. 77 GDPR in conjunction with Section 19 BDSG).
9.5 Exercising your rights
To exercise your rights, you may contact the controller or the data protection officer using the contact details provided at datenschutz@convercus.com. We will process your requests promptly and in accordance with legal requirements, and we will inform you of the measures we have taken.
10. Is there an obligation to provide your personal data?
The provision of personal data is neither legally nor contractually required, nor are you obligated to provide such data. However, providing personal data is necessary for the application process. This means that if you do not provide us with personal data when applying, we will be unable to carry out the application process.
11. Is there automated decision-making (including profiling)?
Your application will not be subject to any automated decision-making. AI support is used solely to summarize your cover letter and resume; all final decisions are made by humans.
12. Changes to this information
Should the purpose or the manner in which your personal data is processed change significantly, we will update this information and notify you of the changes in a timely manner.
