Celonis Privacy Notice for Application and Hiring Process
1. Scope
2. Responsible Body and Contact Details
3. Purposes
4. Data Processing: Submitting an Application
5. Data Processing: Reference Checks
6. Data Processing: Pool
7. Data Processing: Referral Program
8. Data processing: Analytics & Reporting
9. Period for which the Application Data will be stored
10. Categories of Recipients and Data Processing by Service Providers
11. Third Country Data Transfer
12. Your Rights
13. Security
14. Update of this Privacy Notice

Last Update: September 2022

Celonis Privacy Notice for Application and Hiring Process

1. Scope

This Privacy Notice informs you about the potential processing of your personal data when you apply for a position at Celonis SE, or its affiliate/subsidiary companies and, if applicable, go through the hiring process (referred to here together as the “Application Process”). 

This Privacy Notice applies to applicants/candidates globally. Laws differ by country, so some sections and practices may only apply to certain countries.

Please read through this Privacy Notice before applying for a job at Celonis. 

2. Responsible Body and Contact Details

The Celonis company to which you are applying for a position is responsible for the Application Process under applicable data protection laws. 

The General Data Protection Regulation (GDPR) governs data protection and privacy in the European Union and the European Economic Area. 

Celonis SE is a legal entity organized under the laws of Germany,is registered at Theresienstr. 6, 80333 Munich, Germany. The Data Protection Officer of Celonis SE is Dr. Sebastian Kraska.  

Celonis, Inc. is a legal entity organized under the laws of the United States, is registered at One World Trade Center 87th Floor New York, NY 10007, United States. 

For contact information for these and other Celonis affiliate/subsidiary companies please access:https://www.celonis.com/contact.  You may send privacy-related questions or comments to privacy@celonis.com or career@celonis.com

3. Purposes

Celonis processes personal data to conduct the Application Process which includes considering applications for job opportunities at Celonis, including candidate screening, interview and management scheduling, reference checks, background checks (depends on country and role), communication of application status, conducting interviews, having applicants in certain roles take assessments, evaluating, and assessing the results thereto and/or to manage an offer of employment with Celonis. Celonis may also process personal data for other purposes, such as analytics and reporting including for diversity and inclusion purposes (preferably as aggregate information, without identifying information), providing accommodations, to keep track of referrals (if applicable), or to comply with applicable laws or other legal requirements.

4. Data Processing: Submitting an Application

a) Your Data

In order to process your application, Celonis requires information including your full name, contact information (e.g. e-mail address, telephone number), curriculum vitae (including information on your education, degrees, previous employers and current employer if applicable), your salary expectation,  if you are authorized to work in the country you are applying and if you will need sponsorship for employment visa status, and may require other professional and/or academic information, such as suitable proof of qualification (e.g. certificates, reference letters). To meet diversity objectives in our hiring efforts, we may ask for special categories of personal data, such as racial or ethnic origin, gender identity, or sexual orientation. If this request is not required by law, the provisioning of such data is completely voluntary and your preference not to provide such information does not in any way negatively affect the application process. All the personal data is referred together below as “Application Data”.

Most of the information will be collected via the online application tool on our website https://www.celonis.com/careers/jobs/ that is stored in an application data system. Depending on your situation, you may voluntarily provide Celonis with additional information in other ways, e.g. in your cover letter, over the phone to someone in our Talent Acquisition organization, or through a social media tool. This additional information may be entered manually in the online application tool or in the application data system by someone in our Talent Acquisition organization. This is necessary to enable the handling of your information as part of the Application Process.

b) Legal Basis under GDPR (if applicable)

The legal basis for the processing of your Application Data is the necessity to take action upon your request prior to entering into an employment relationship; Art. 6 Para. 1 lit. (b) GDPR. The legal basis for the processing of any diversity related data is either consent or compliance with a legal obligation; Art. 6 Para. 1 lit. (a) or (c) GDPR. 

5. Data Processing: Reference Checks

a) Your Data

In order to perform reference checks, if applicable, we will send you an e-mail containing a personalized link that you may click to gain access to our reference platform. Within the platform you may name your proposed references and enter their contact details (e.g. e-mail). You may add a personalized message for each prospective reference. Subsequently each reference will receive an e-mail and is asked to answer a standard questionnaire created by Celonis.. These questions contain various topics (e.g. competencies) regarding your qualifications for the respective position (“Reference Check”). 

b) Legal Basis under GDPR (if applicable)

The processing of your personal data is based on legitimate interest; Art. 6 Para. 1 lit. (f) GDPR.

6. Data Processing: Pool

a) Your Data

If you are not hired for the role you initially apply for, Celonis may ask you for consent to  retain your Application Data in a “prospect pool” in order for us to potentially contact you in the future about a different open role that you may want to apply for. If you provide consent, your Application Data will be stored for an extended period of time

b) Legal Basis under GDPR (if applicable)

We will only process your Application Data for the Pool if you provide consent; Art. 6 Para. 1 lit. (a) GDPR.

7. Data Processing: Referral Program

a) Your Data

If you apply for a job opportunity at Celonis via a referral link (“Referral Program”), your Application Data will be processed as described above. Additionally, some of your Application Data (e.g. name and applied job position) as well as the stage of your Application Process will be shared with the Celonis’ employee that referred the job opportunity to you. We will only share with the Celonis’ employee such personal data, that is necessary for the purposes of the Referral Program.

b) Legal Basis under GDPR (if applicable)

We will only process your Application Data for the Referral Program if you provide consent; Art. 6 Para. 1 lit. (a) GDPR.The processing of the Celonis employee’s personal data who is referring to a candidate is based on legitimate interest Art. 6 Para. 1 lit. (f) GDPR. 

8. Data processing: Analytics & Reporting

a) Your Data

We may process your Application Data for analysing and reporting our Talent Acquisition efforts to have a better understanding of our Talent Acquisition procedure and how to improve our Application Process, and to report to certain government entities to the extent required by law. Whenever possible your Application Data will be analysed and/or reported in an anonymized and aggregated manner, without identifying you. 

Celonis does not carry out any automated decision-making pursuant to Art. 22 Para. (1) and (4) GDPR.

b) Legal basis under GDPR (to the extent applicable)

The processing of your Application Data for the purposes of analytics and reporting is based on legitimate interest; Art. 6 Para. 1 lit. (f) GDPR.

9. Period for which the Application Data will be stored

Celonis stores your Application Data as allowed and/or required by applicable law.

10. Categories of Recipients and Data Processing by Service Providers

Celonis may disclose your Application Data to those people who are involved in the Application Process, including the decision on filling the position. 

Celonis contracts several service providers, including application management tools, recruitment agencies and third-party recruiters (so-called processors) for support in conducting some aspects of the Application ProcessThe service providers are carefully selected and required to treat your Applicant Data appropriately under a contract with Celonis; with respect to software/platforms, in most cases the processor company only has access when strictly necessary and to the extent necessary to support the Application Process. 

11. Third Country Data Transfer

Your Application Data may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective). In the event that the country to which your Application Data is being transferred is not deemed to have adequate data protection standards, we have taken appropriate safeguards to require that your Application Data remain protected in accordance with this Privacy Notice, including signing Standard Contractual Clauses with the Celonis entity or processor located in the third country.

12. Your Rights

If provided for by privacy law(s) applicable to you, you may exercise one or more of the following rights with respect to the processing of your data.

  • Upon request, Celonis will inform you whether and what Application Data is stored about you. If the applicable legal requirements are met, you have the right to have this data corrected, blocked or deleted (unless required to be retained for lawful purposes), and you have the right to receive the data that you have provided to us in a structured, common and machine-readable format; you may request to have this data transmitted to other recipients. You also have the right to lodge a complaint with a supervisory authority.

  • If the processing is based on consent, you have the right to withdraw such consent any time by writing to career@celonis.com. As a matter of course, the withdrawal of consent shall not affect the lawfulness of the processing carried out on the basis of the consent prior to its withdrawal.

  • To the extent that Celonis processes the data concerning you on the basis of legitimate interest, you have the right to object, in accordance with the statutory requirements, to such processing. 

Please note that the exercise of these rights must not prejudice and/or infringe the rights and freedoms of others or violate any applicable legal requirements.

You may exercise these rights at any time by writing an e-mail to privacy@celonis.com.

Communications and any action subsequent to your exercise of rights will generally be provided free of charge. But, in case your requests are manifestly unfounded or excessive, in particular because of their repetitive character, you will be charged a reasonable fee, taking into account the administrative costs of providing the information or communication or taking the action requested.

13. Security

We maintain reasonable safeguards to protect against unauthorized access, use, modification and disclosure of personal information in our custody and control, including, but not limited to access controls. Despite our efforts, we cannot guarantee that unauthorized access or use will never occur.

14. Update of this Privacy Notice

We may change or substitute this Privacy Notice at any time in our sole discretion. You should check back regularly for the most up-to-date version of this Privacy Notice.

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