Privacy Notice for Recruitment and Talent Acquisition

 

This Privacy Notice outlines the framework for the processing of personal data by Akkodis Germany GmbH, including our subsidiaries and affiliated companies (“Akkodis BU Germany”), in accordance with the provisions of the European Union General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). Further information regarding the individual entities, the data controllers responsible for processing, and the respective contact details of each entity can be found below under the section titled “Controller”. 

The processing of your personal data is controlled and carried out by the respective data controller. In addition, your personal data may be processed or jointly controlled by subsidiaries of the data controller. 

Our companies form part of Akkodis Group AG, headquartered at Gotthardstrasse 20, 6300 Zug, Switzerland (“Akkodis Group”), the world’s largest provider in the staffing and workforce solutions industry. Through its various entities and business divisions, Akkodis Group offers a range of human resources (HR) services, including but not limited to staffing, temporary employment (employee leasing), payroll services, recruitment and talent selection, assessment solutions, career transition, talent development, training and education, and international mobility. 

To perform these services, we use various IT systems. In most cases, our companies provide service portals (“Portal”). 

The Akkodis Group AG and its affiliated companies use a centralized platform to present global job opportunities and to manage applicant and customer relationship functionalities. The data protection responsibility for this platform lies with Akkodis Group AG. 

We are committed to protecting and respecting your privacy. This Privacy Notice explains your data protection rights in relation to the information we process about you, as well as the measures we take to safeguard your privacy. We are aware that this notice is very extensive, but we kindly ask you to familiarize yourself with it. 

General information 

Depending on which Akkodis Germany entity you are engaging with and which of the respective websites you are visiting, the controller will be one of the entities listed below under the section titled “Controller”. If you have any questions or uncertainties regarding the identity of the controller, you may also contact our Group Data Protection Officer. The Group Data Protection Officer is responsible for all controllers listed below and can be reached at: Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

E-mail: datenschutz@akkodis.com

Postal address: Akkodis Germany GmbH, Data Protection Department, Fritz-Vomfelde-Str. 26, D-40547 Düsseldorf, Germany 

Your rights 

If you have provided us with personal data, you are considered a data subject under the GDPR and are entitled to the following rights vis-à-vis Akkodis Germany: 

  1. Right to Access 

You have the right to request information/right of access from us at any time regarding the personal data we hold about you. In most cases, we will ask you to verify your identity. We may decline your request where legally permissible. In any case, if we deny your request, we will provide you with a justification. 

  1. Right to rectification or Erasure 

You have the right to have us delete your data if it is no longer needed for the purpose for which we originally collected and/or processed it. If you withdraw your previously given consent to the processing of your personal data, we will delete your data immediately unless there is another important reason for us to continue processing it. If we have unlawfully processed your data, we will delete it without delay. You may also request the rectification of inaccurate or incomplete personal data stored by us at any time. 

  1. Right to restriction of processing 

You have the right to request that we restrict the processing of your personal data. This means that while we may continue to store your data, we will not carry out any further processing activities. This restriction can only be lifted with your consent, or if, upon review, we determine that continued processing is necessary to establish, exercise, or defend legal claims, to protect the rights of another person, or for reasons of substantial public interest of the European Union or a Member State. 

  1. Right to Object to Processing 

On the basis of this right, you can object to the processing of your personal data by us. In particular, you have the right to object to the processing of your personal data based on our legitimate interests or on grounds of public interest; the right to object to processing for direct marketing purposes (including profiling); and the right, under certain circumstances, to object to the use of your personal data for scientific, historical, statistical, or research purposes. 

If you have given us your consent to process your personal data for specific activities, you may withdraw that consent at any time. Upon withdrawal, we will cease the activity for which you had previously given your consent, unless we determine that there is another lawful basis that justifies the continued processing of your data for that purpose. If such a basis exists, we will inform you accordingly. Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

  1. Right to Data Portability 

You have the right to transfer your data from one controller to another. This means that you may request to transfer your portal data from one Akkodis Germany entity to another online platform. For this purpose, we will provide your data in a commonly used, machine-readable, password-protected format, so you can transfer it to another online platform. Alternatively, we can transfer the data directly on your behalf. 

You may exercise your rights by contacting us via the following email address: datenschutz@akkodis.com

You also have the right to lodge a complaint with a data protection supervisory authority regarding our processing of your personal data. 

Contact details of the competent local supervisory authority: 

The State Commissioner for Data Protection and Freedom of Information Baden-Württemberg Postal address: P.O. Box 10 29 32, 70025 Stuttgart Email: poststelle@lfdi.bwl.de Phone: +49 711 615541-0 Fax: +49 711 615541-15 Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

For applicants: 

To offer you optimal and tailored employment opportunities, we need to process certain information about you. We only request information that helps us understand your profile and enables us to support you more effectively. Depending on applicable conditions and local laws and regulations, we may collect some or all of the information listed below in order to provide you with employment opportunities suited to your situation and interests. 

On our websites, you have the option to apply via our portals by filling out a form, uploading a résumé (CV), or using LinkedIn or XING. You can also submit a speculative application by registering in our portals, by contacting us via email, or by sending your application by post. 

In addition, we may process data if we believe that our services could be of interest or use to you as a potential candidate. In such cases, we collect only a limited amount of data to assess how we might assist you. This typically includes your name and contact details so we can get in touch with you. We may also collect further information if you have made it available in professional networks such as LinkedIn, XING, or other job advertisement platforms where you have granted permission to access your data. In such cases, we may collect details such as your work history, education, qualifications, skills, and interests, along with any other information you included in your profile or CV uploaded on those sites. 

To ensure transparency, below is a more detailed list of the types of data we may collect about you. These are in addition to any personal data we are legally or contractually required to process in specific situations: 

  • Surname and first name, 
  • Date of birth, 
  • Marital status, 
  • Contact details (incl. telephone number and e-mail address) 
  • Nationality/citizenship/place of birth, 
  • Immigration status (need for a work permit), 
  • Details of your training, 
  • Professional career, 
  • Date of availability, 
  • A copy of your driving licence or passport/ID card, 
  • Photo, 
  • Emergency contact details, 
  • Financial data (if we are obliged to check your financial background), 
  • Bank details, 
  • National insurance number and other tax information, 
  • Details of any criminal record if this is relevant to a job you are applying for, 
  • Information about your previous and current remuneration, pension and benefit arrangements, 
  • Childcare or carer agreements, 

Additional information that you provide to us on your own initiative, information that your contact persons for a reference provide to us on their own initiative and information that our 

Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

customers provide to us on their own initiative or that we receive from third parties, e.g. employment agencies, 

  • Information about racial or ethnic origin, religious or similar beliefs and physical and mental health, including disabilities, 
  • Sexual orientation (if you disclose this to us by providing details of family members or disclose it yourself). 

If you participate in one of our online-based, asynchronous video interviews, personal data will also be processed. Akkodis Germany uses various platforms to conduct an online-based, time-delayed video interview as part of the recruitment process. When using our Recruitment Connect platform, for example, you will first receive access to the Recruitment Connect platform via a personalized link. You then have the choice between a video interview or face-to-face direct contact with our employees on site. If you opt for a video interview, you will be asked questions via a form, which you then have to answer via video on the Recruitment Connect platform. The video answers are evaluated by Akkodis Germany employees according to a defined evaluation catalog. 

The following personal data is processed as part of the process: 

  • Surname and first name 
  • E-mail address 
  • Postcode and place of residence 
  • Telephone number 
  • Video responses from the applicants 
  • IP address 
  • A session cookie 

If we employ you as a temporary worker, we will, in order to ensure a smooth employment relationship and to fulfill our contractual and other obligations towards each other and our clients within the scope of employee leasing, as well as our obligations towards third parties such as tax authorities and government agencies, collect the following data in addition to the data listed above: 

  • Personnel number, 
  • Client assignment location, 
  • Trade union membership, 
  • Information regarding complaints or disciplinary matters raised by or against you, or in which you are or have been otherwise involved, 
  • Vacation entitlements and days taken or requested during your employment; or sick leave, including information about your state of health, 
  • Information concerning your performance in your role during your employment, including details of any monetary benefits received, promotions, performance evaluations, and other information related to your employment, your interaction with colleagues, and work-related matters, 
  • Details of business trips, 
  • Details on occupational health examinations, 
  • Details relating to time tracking during your assignment, 

Please note that the above list of personal data we collect is not exhaustive. Some of the listed data are necessary for us to fulfill our contractual obligations to you or to third parties. Other data are Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

required by statutory or regulatory provisions, or are necessary to ensure the smooth execution of your employment as a temporary worker. 

Depending on the purpose of processing your personal data, we may not be able to fulfill our contractual obligations to you, or may be unable to enter into or continue an employment relationship with you, if you do not provide us with such data. 

Purposes and legal bases of data processing 

Recruitment of candidates and freelancers 

As a recruitment agency, the main purpose of our work is to find the right job for our candidates. Below we have listed the different purposes for which we use and process your personal data in accordance with local laws and regulations. Please note that this list is not exhaustive. 

  • Collection of data for recruitment services when registering in our portal, via e-mail or through contact forms, 
  • Collection of data on recruitment services from other sources, such as XING, LinkedIn, or other job advertisement websites where you have granted permission for data collection, 
  • Collection of data for recruitment services received through referral programs in order to contact you 
  • Provision of staffing solutions and job placement services, 
  • Matching your data with available vacancies for which we consider you suitable 
  • To communicate with you about and manage participation in special events, campaigns, programs, offers, surveys, competitions, and market research, 
  • To fulfil our obligations arising from contracts concluded between Akkodis Germany and third parties in connection with your recruitment, 
  • Processing your data so that we can send you targeted advertising material or other communications relevant to your expressed interest, 
  • Transmission of data to clients for the purpose of presenting you for job opportunities or to assess your suitability for such roles, 
  • To make our recruitment process more efficient, we use automated systems or systems powered by artificial intelligence, which may also be provided by third parties, to analyze data about you and other candidates (such as profiling). Based on this analysis, our recruiters and consultants receive suggestions regarding your suitability for posted job openings. By using machine learning technology with respect to candidates' personal data, we aim to generate the most suitable shortlist of candidates for a given position. Our objective is to establish contact more quickly, fully recognize candidates' potential, and place them in assignments promptly, 
  • Akkodis Germany is committed to the responsible use of automated systems and artificial intelligence technologies. Our recruiters and consultants always maintain oversight, decision-making authority, and responsibility for all our HR processes and technologies. 

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We consider the use of automated systems and AI-based technologies as a tool to support and enhance human capabilities, with the goal of offering the best possible service to our candidates and clients. All recommendations made to our clients are always supported by human evaluation and assessment by Akkodis Germany personnel. We continuously review our technologies and any systems provided by third parties to ensure fair treatment of all candidates and to prevent any disadvantage or discrimination resulting from artificial intelligence, 

  • Storing your data in our databases so that we can contact you in connection with recruitment. 
  • At your request, the use of interactive functions and apps for our provided services, 
  • To conduct studies and statistical and analytical research, e.g. to compare the effectiveness of our placement of candidates between different business areas and regions and to identify the factors that may affect the differences we identify. 

Purpose of Data Processing in the Context of Conducting an Online, Asynchronous Video Interview 

These data are collected to distinguish between participants and to associate responses with the respective individual. This data is not visible to third parties. Without processing this data, participation in the online, asynchronous video interview is not possible. 

The lawful basis for processing applicant data is Article 6(1)(b) GDPR, as the processing is necessary for taking steps prior to entering an employment relationship. 

The data recorded during the recruitment process is used solely for the purpose of evaluating and assessing application responses. The videos are analyzed by Akkodis Germany staff in accordance with a fixed evaluation framework. These employees do not have access to other personal data. The results of the analysis are made available to recruiters, who then associate the results with the applications and make decisions about the continuation of the recruitment process. The videos are no longer required once the application process is completed or terminated, and deletion is then initiated. 

Purpose of data processing in the context of employment of temporary employee 

  • For personnel administration and workforce planning, 
  • To fulfill contractual obligations concluded between you and our clients, 
  • To execute our payroll and invoicing processes, 
  • To fulfill our legal obligations in connection with the detection of crime or the collection of taxes or duties. 
  • To fulfill legal obligations related to your employment (e.g., employment, tax, and social security regulations, as well as international sanctions regulations such as anti-terrorism laws), 

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  • To verify your information or request information (e.g., references, qualifications, or criminal records, where appropriate and permitted under local laws), 
  • For the preparation of payroll, 
  • For the evaluation of your performance at our clients’ sites. 

The The legal basis for the potential transfer of data to other Akkodis Germany entities, our clients, or potential clients is our legitimate interest (Article 6(1)(f) GDPR). If your interests override our legitimate interests, the transfer will only occur based on your consent (Article 6(1)(a) GDPR). 

Processing of your data in the context of your application, for the purpose of carrying out contractual or pre-contractual measures relating to potential employment, is based on Article 6(1)(b), Article 88 GDPR in conjunction with Section 26 BDSG. 

Where we are legally required to process your data in the context of your application or employment (e.g., under labor, tax, or social security law, or international sanctions regulations such as anti-terrorism laws), the processing is carried out on the basis of Article 6(1)(c) GDPR. 

The use of personal data in the recruitment process by means of automated or AI-based systems to match candidate profiles with job openings is based on the legitimate interest of Akkodis Germany in accordance with Article 6(1)(f) GDPR. As the use of AI systems involves pseudonymized processing of your personal data, we believe that your interests or fundamental rights and freedoms do not override our interests. Akkodis Germany considers the use of AI to enable faster placements and better job matches, thus increasing candidate and potential candidate satisfaction. 

The processing of personal data for the purpose of sending marketing information by email, SMS, phone, or messaging services is based on your consent in accordance with Article 6(1)(a) GDPR. 

Disclosure to members of the Akkodis Group and third parties 

We are part of an international corporate group with operations worldwide and, therefore, utilize a centrally managed Akkodis Group AG applicant database, shared with companies within the Akkodis Group AG, headquartered in Switzerland, to provide you with better opportunities in the global project and job market. You can find an overview of the companies within the Akkodis Group here. If you choose to be included in the applicant database, authorized employees from these companies will have access to your resume and personal data. Employees from these organizations may contact you in relation to positions they consider of potential interest to you. Occasionally, we may also share personal data with other Adecco Group companies to ensure efficient business operations, fulfill legal and regulatory requirements, and provide our services to you and our clients. 

The transfer of your data to other Akkodis Group companies is necessary for communication related to the placement of personnel and is therefore based on (pre-)contractual necessity in accordance with Article 6(1)(b) GDPR. In cases where (pre-)contractual necessity is not Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

applicable, we and our affiliated companies have a legitimate interest in offering you optimal job placements (Article 6(1)(f) GDPR); and/or, if your interest outweighs our legitimate interest, the transfer will be based on your consent as per Article 6(1)(a) GDPR. Therefore, we may ask for your permission to share your personal data with our affiliated companies. 

In principle, your data is processed by authorized personnel at the Akkodis Group AG companies. Some group companies rely on the support of specially trained employees from other group companies (internal service providers) or contracted external service providers for the application process. In all cases, it will be ensured that appropriate agreements regulate the data protection-compliant handling of your data. Only authorized personnel will have access to your data. 

Akkodis Group upholds the same high data protection standards as Akkodis Germany, handles your personal data in accordance with legal provisions, and safeguards your legal rights as outlined in its Privacy Policy. 

In order to ensure the most efficient use of your information, we also share your information with third parties. However, such disclosure will only take place in the following circumstances: 

  • To service providers/contractors: We occasionally we engage or employ other companies or individuals to carry out IT functions on our behalf. Examples include hosting our customer databases and providing marketing services. These service providers only have access to your personal data as necessary to perform their tasks. They are not permitted to use this personal information for any other purposes. They are bound by contractual confidentiality obligations towards us, ensuring that your privacy is protected. This usually involves technical support functions and IT consultants who perform development and testing work on the technological systems of our company. 
  • External IT service providers and storage providers, where a data processing agreement (or equivalent safeguard) is in place. 
  • Service providers (which may be third parties or our affiliated companies) who perform services on our behalf (including external consultants, business partners, and professional advisors such as lawyers, auditors, accountants, and administrative functions). 
  • Customers and prospects 
  • Marketing technology platforms and suppliers 
  • If an Akkodis Germany company merges with or is acquired by another company or corporation in the future, we may share your personal data with the (future) new owners of the company or corporation. As part of the due diligence process for (or the implementation of) a merger, acquisition, or other business transaction, we may transmit your data to the prospective seller or buyer and their advisors. The legal basis for the use of your data is Article 6(1)(c) GDPR. 
  • To governmental authorities or enforcement agencies: If, following our legal review, we determine that we are legally required to transfer your personal data to them. The legal basis for the use of your data is Article 6(1)(c) GDPR. 

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  • Tax, audit, or other authorities, if we are in good faith convinced that we are legally or otherwise obligated to disclose this data (e.g., due to a request from a tax authority or in connection with an anticipated legal dispute). The legal basis for the use of your data is Article 6(1)(c) GDPR. 
  • For temporary employees, in a limited scope, to medical professionals and experts in workplace health, 
  • Managed Service Providers (MSP) or Master Vendor contractors (MV) within the MSP or MV programs of our clients, 
  • Third parties we hire to perform services such as reviewing references, qualifications, and criminal records, provided these checks are reasonable and permissible under local laws. 
  • Third parties we have engaged to provide services such as reference, qualification and criminal record checks, where such checks are appropriate and permitted by local law, 
  • Internal and external auditors of our clients, if we need to share this data with them upon request to meet our contractual or regulatory obligations. 

Retention Period 

Once the collection of data is no longer required to achieve the intended purpose, the data will be deleted. For personal data that you have sent to us via email or that we have received from other sources, this occurs when the respective conversation with you is concluded. A conversation is considered concluded when it is evident from the circumstances that the matter in question has been resolved. As an IT and engineering service provider, we consider ourselves a career partner in your professional journey. Therefore, you can delete your candidate or potential candidate profile in our portal systems at any time within the profile settings. In our portal systems, you can generally determine the retention period yourself. Before this retention period is reached, our portal will automatically contact you to check if the data retention is still relevant to you. We will delete your personal data from our systems if we have had no relevant contact with you for 24 months, unless we are convinced in good faith that we are legally or otherwise obliged to retain your data. After this period, your data is no longer relevant for the purpose for which it was collected and will be deleted. In the employment relationship, we will process your data during your time as an employee in temporary staffing and retain it after the end of our relationship. The exact retention period depends on legal or regulatory rules that impose certain minimum retention periods on us. Typically, we are required to retain certain data for tax reporting or to answer tax-related inquiries. Additionally, we must retain certain types of data if it is relevant for potential legal disputes. 

Data Transfer outside Germany 

Due to the structure of our company and our IT systems, your personal data may be transferred to one or more countries outside Germany and processed there. However, we only transmit your data to countries that provide an adequate level of data protection that complies with current data protection laws, or to countries where the Akkodis Group has implemented appropriate security measures (e.g., through the signing of EU Standard Contractual Clauses) to ensure the security of your personal data. Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

Data security when using the systems of Akkodis Germany 

You are responsible for securely storing your login data for the portal, particularly the password we provided or that you have chosen yourself. These login details are for your personal use only. You are not permitted to share your login details or other account information with another person or persons. 

How can you get in touch with us? 

If you have any questions or concerns regarding this privacy notice or would like further information on how we protect your data (for example, if we transfer it outside Europe) and/or if you wish to contact the Group Data Protection Officer, please send an email to datenschutz@akkodis.com. 

How do we handle changes to this Notice? 

The conditions of this notice may change from time to time. We will publish any significant changes to this statement through appropriate notices either on this website or by contacting you through other communication channels. 

Controllers 

Depending on which company in our Group you are in contact with and which of the corresponding websites you visit, the controller is one of the bodies listed below. You can also contact our Group Data Protection Officer if you have any uncertainties or questions regarding the controller. The Group Data Protection Officer is responsible for all the data controllers listed below and can be contacted at: 

E-mail: datenschutz@akkodis.com

Postal address: Akkodis Germany GmbH SA & Co. KG, Data Protection Department, Fritz-Vomfelde-Str. 26, D-40547 Düsseldorf 

Parent Company 

Akkodis Germany GmbH Flugfeld-Alle 12 71063 Sindelfingen 

Subsidiaries 

Akkodis Germany Consulting GmbH Flugfeld-Allee 12 71063 Sindelfingen Akkodis Germany GmbH | Flugfeldallee 12, 71063 Sindelfingen | HRB 776528 BUG-WV01EN-{_UIVersionString} 

Akkodis Germany EMC GmbH Heerstr. 100 71332 Waiblingen 

AKKA EMV GmbH Flugfeld-Allee 12 71063 Sindelfingen 

Akkodis Germany Concept GmbH Leonberger Straße 48 71277 Rutesheim 

Akkodis Tech Experts GmbH Fritz-Vomfelde-Str. 26 40547 Düsseldorf 

Akkodis Germany IT Services GmbH Fritz-Vomfelde-Str. 26 40547 Düsseldorf 

Akkodis Germany Tech Freelance GmbH Friedrichstr. 6 70174 Stuttgart 

Akkodis Germany DCE GmbH Zum Domfelsen 7 39104 Magdeburg 

Akkodis Germany Solutions GmbH Flugfeld-Alle 12 71063 Sindelfingen 

Akkodis Germany AS&D GmbH Airbus-Allee 5 28199 Bremen 

Last updated: April 2025