Privacy Notice
for Recruitment

Last Updated - Apr, 23 2025

1. Introduction

At Almedia, we are committed to protecting your personal data during our recruitment processes. This privacy notice explains how we collect, process, and store your personal data when you apply for a job with us or participate in our recruitment activities.

This notice applies exclusively to job applicants and potential candidates.

2. Data Processing and Legal Compliance

We process your personal data in accordance with this notice and applicable data protection laws, including the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). If any conflict arises between this notice and legal requirements, applicable laws take precedence.

We may update this notice periodically to reflect changes in our recruitment practices or legal obligations.

Providing your personal data is voluntary, but if you choose not to provide certain information, we may not be able to consider your application.

3. Contact Information

For any questions regarding data processing, you can contact us at:

Almedia GmbH
Potsdamer Str. 125
10783 Berlin, Germany
Email: privacy@almedia.co

4. Data Collection

We collect personal data from the following sources:

4.1 Directly from You

When you apply for a job or participate in our recruiting activities, we collect the information you provide to us, namely:

  • Name, email address, and contact details
  • CV/resume, educational background, and work experience
  • Cover letter, portfolio, or other supporting documents
  • Responses to application questions and interview notes

4.2 Third Parties

We may receive personal data from:

  • Recruitment agencies or referral sources
  • Former employers (for reference checks, with your consent)
  • Visa or relocation service providers (if applicable)
  • Public professional networks (e.g. LinkedIn, Xing)

4.3 System-Generated Data

We generate personal data during interviews, assessments, or through interactions with our website, such as:

  • Interview records and evaluation notes
  • Website interaction logs (e.g. traffic data, location data)

5. Purpose of Processing

We process your personal data for the following purposes:

  • Evaluating your suitability for employment at Almedia
  • Verifying your qualifications and references
  • Managing and improving our recruitment process
  • Ensuring compliance with legal and regulatory obligations

6. Legal Basis for Processing

The legal basis for processing your personal data includes:

  • Necessity for hiring decisions (§ 26(1) BDSG, Art. 6(1)(b) GDPR, Art. 88 GDPR)
  • Legitimate interests in managing and improving recruitment (Art. 6(1)(f) GDPR)
  • Legal obligations (Art. 6(1)(c) GDPR)
  • Consent, where applicable (Art. 6(1)(a) GDPR, § 26(2) BDSG)

7. Data Sharing

We share personal data only when necessary:

7.1 Internal Recipients

Recruiters, hiring managers, and interviewers evaluating your application

7.2 Third-Party Service Providers

We use Ashby (Ashby, Inc., 548 Market St PMP 397006, San Francisco, CA 94104-5401) as our Applicant Tracking System (ATS) provider to process applications securely.
Personal data that is made available to us as part of the online application process is stored and processed on Ashby's servers in the USA. The storage and processing take place on the basis of EU model contractual clauses, which also guarantee an adequate level of data protection. We will not pass on your application data to other companies or third parties for any other use of the data, except for processing your application.
Other third-party providers include:

  • IT service providers (e.g. cloud hosting)
  • Assessment and background check providers (where applicable)

All service providers are contractually bound to comply with GDPR requirements.

7.3 Legal & Regulatory Authorities

If required by law or to protect our rights, we may disclose your data to public authorities or law enforcement agencies.

8. Data Retention

If you are hired, your data will be further processed as necessary for your employment (Art. 88 GDPR, § 26 BDSG).

If we do not conclude an employment contract with the applicant, the application documents will be automatically deleted 6 months after notification of the rejection decision or the completion of the application process for this position, provided that the deletion does not conflict with any other legitimate interests on our part (e.g. statutory retention periods). The legal basis for this is Art. 6 (1) (b) GDPR. Another legitimate interest in this sense is, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG).

If you have provided voluntary consent to your data being stored for a longer period of time, your data will be stored for two further years.

9. Automated Decision-Making

We do not make fully automated hiring decisions. However, we may use automated tools to assist with pre-screening applications.