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: Talent 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. No Automated Decision Making
13. Your Rights
14. Changes

Last Update: December 2021

Celonis Privacy Notice for Application and Hiring Process

1. Scope

This Privacy Notice informs you about the processing of your personal data when you apply for a position at Celonis SE or its affiliate/subsidiary companies by any means, such as letter, e-mail, through referral program or online application tool on our website (referred to below as the “Application Process”). 

This Privacy Notice applies directly to applicants/candidates in European Union countries in accordance with the EU General Data Protection Regulation (GDPR). The general principles in this Privacy Notice apply to applicants/candidates in other countries also but it is the applicable country, state, province or local law that with which we ensure compliance. Outside the EU, there may be different or additional processes and purposes in place, in accordance with applicable law. 

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

2. Responsible Body and Contact Details

In European Union countries, Celonis SE and the affiliate/subsidiary company to which you are applying for a position are jointly responsible for the Application Process under applicable data protection laws. 

Celonis SE, 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.  For contact information about the Celonis affiliate/subsidiary companies please access: https://www.celonis.com/contact. All Celonis entities are collectively referred to as “Celonis” below.

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 and to consider applications for job opportunities at Celonis, including candidate screening, interview, and management scheduling, lawful background checks (in some countries and for some roles), communication of application status, conducting interviews, having applicants in certain roles take tests, 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 (preferably as aggregate information, without identifying information), to keep track of referrals - if applicable (as described further down in this Privacy Notice), 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 your full name, contact information (e.g. e-mail address, telephone number), curriculum vitae (esp. information on your education, course of studies, degrees, previous employers, and current employer if applicable), and may require other professional and/or academic information, such as suitable proof of qualification (e.g. certificates, reference letters). You may voluntarily provide Celonis with additional information, e.g. in your cover letter. We do not request special categories of personal data, such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or sexual orientation unless required by law. If we receive any personal data that is considered a special category of personal data under applicable data protection laws, this personal data will be deleted or restricted immediately. All the personal data is referred to together as “Application Data” below.

When you apply for a position at Celonis, you may send your Application Data including by e-mail, by post, via the online application tool on our website https://www.celonis.com/careers/jobs/, or via a referral link. If you file your application via e-mail, by post, or through recruiters, your Application Data may be entered manually in the online application tool. This is necessary to enable the handling of these applications within the standard Application Process.

b) Legal Basis

The legal basis for the processing of your Application Data is the necessity to take action upon your request prior to entering into a contract; Art. 6 Para. 1 lit. (b) GDPR; for applicants of job positions of a Celonis’ entity located in Germany Art. 88 Para. 1 GDPR in conjunction with § 26 Para. 1 BDSG. 

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 questionnaire which has been prepared by us. These questions contain various topics (e.g. competencies) regarding your personal fit to the respective position (“Reference Check”). 

b) Legal Basis

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

The processing of the referees’ personal data is based on legitimate interest; Art. 6 Para. 1 lit. (f) GDPR. You have the right to object to the processing of your data at any time by writing to career@celonis.com.

6. Data Processing: Pool

a) Your Data

If you consent with the inclusion of your Application Data in our Pool (as described below), your Application Data disclosed in the course of the Application Process shall be stored by Celonis beyond the end of the application procedure at issue in a separate database, so-called “Pool”. In this case all Celonis companies can jointly use this data in order to contact you subsequently to discuss with you whether you would want to be considered for another position. For these purposes the Application Data stated in the preceding sections submitted by you in the course of the Application Process shall be processed by Celonis.

b) Legal Basis

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

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 such personal data with the Celonis’ employee, that is necessary for the purposes of the Referral Program. 

b) Legal Basis

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

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: Talent 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. Whenever possible your Application Data will be analysed in an anonymized and aggregated manner, without identifying you. 

b) Legal basis 

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. You have the right to object to the processing of your personal data at any time by writing to career@celonis.com.

9. Period for which the Application Data will be stored

Celonis stores your Application Data as allowed by applicable law. If you have submitted a separate statement of consent to be kept in the Pool, Celonis will store your Application Data for twenty-four (24) months.

10. Categories of Recipients and Data Processing by Service Providers

Celonis will only disclose your Application Data to those people who are involved in the Application Process, including the decision on filling the position, and potentially in the hiring process. 

Celonis contracts several service providers, including recruitment agencies and third-party recruiters (so-called processors) for support in conducting the Application Process, such as:

The processors are carefully selected and liable 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. You can obtain a copy of our safeguards by writing to privacy@celonis.com.

12. No Automated Decision Making

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

13. Your Rights

Celonis will inform you upon request 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, 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.

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, at any time 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

It is agreed that any communications and any action subsequent to your exercise of rights will 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.

14. Changes

This Privacy Notice is subject to change. 

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