Data Privacy Statement for Recruitment Process

This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.

1. Controller

The controller under data protection law is:

Advancis Software & Services GmbH
Monzastraße 3
63225 Langen (Hessen)
Germany
Phone number +496103807350
Registered at the Offenbach District Court HRB 40958
Data Protection Officer: Viola Dittmann, dsb@advancis.de

2. Personal data collected as part of the application process

Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, f.e., your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.

3. Fundamentals and purposes of processing personal data collected from application documents and during the application process

If you apply to us electronically, especially via e-mail or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.
By submitting your application, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.
In particular, the following data is collected during this process:

name (first and last names)
e-mail address
phone number
start date
expected salary
CV

Furthermore, you can choose to upload expressive documents such as a cover letter and reference letters. These may contain additional personal data such as date of birth, address etc.
Only authorized HR staff and/or staff involved in the application process have access to your data. Furthermore, we might store professional data published by yourself in social media networks (f. e. LinkedIn, Xing).
The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.
Your data will be stored for a period of 90 days after the application process has been concluded. This is usually done to fulfil legal requirements and/or defending ourselves against any claims arising from legal provisions. After this period, we are obligated to delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (f. e., share of male and/or female applicants, number of applications per specified period of time etc.).
Furthermore, we reserve the right to store your data for 90 days after the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you. This includes, f. e., applications for apprenticeships or internships. By submitting your application, you agree to the privacy policy and give your consent to the storage and any further storage of your data and its inclusion in our “talent pool.”
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

4. Source of data

If we do not request personal data directly from you, but you have an active profile in a job portal, e. g. StepStone, or if you disclose a non-active or only partly active profile of such a website within the scope of the application process, we might collect personal data from there.

5. Disclosure of data to third parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.

We might transfer your personal data to companies related to us, provided that this is admissible in compliance with the purposes and legal basis mentioned under Section 3.

6. International transfers

Data transfer to a third country is not intended.

Within the scope of your application via the platform “StepStone“, security services by Akamai Technologies, Inc. will be used, whereas a transfer in the USA might be possible. Akamai is Privacy Shield certified so that a corresponding data protection level exists. Certification can be viewed under https://www.privacyshield.gov/participant?id=a2zt0000000Gn4RAAS&status=Active.

7. Rights of data subjects

If we as the controller process personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR.
To assert your rights as a data subject in relation to the data processed during this online application process, please refer to our Data Protection Officer.

8. No automatized decision making

There is no automatized decision making on a case-by-case basis in the sense of Art. 22 GDPR. This means, that the decision about your application is not based on an automatized processing, but on a content-related evaluation and the decision of a natural person based on this content.

9. Concluding provisions

We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.
In addition to this data privacy statement, please view our general data privacy statement at https://advancis.net/datenschutz/?lang=en.

Last update 15^th December 2025

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