Celonis Privacy Policy for Application Process
1. Purpose
2. Responsible Body and Contact Details
3. Data Processing: Submitting an Application
4. Data Processing: Referencing
5. Data Processing: Applicant Pool
6. Period for which the personal data will be stored
7. Categories of Recipients and Data Processing by Service Providers
8. Automated Decision Making
9. Your Rights

Last Update: October 2020

Celonis Privacy Policy for Application Process

1. Purpose

This Privacy Policy informs you about the processing of your personal data when you apply for a position at Celonis SE or its affiliate companies either by letter, E-Mail, or using the online application tool (referred to below as the “Application Process”). Your data is not processed for any other purposes than conducting the application process.

2. Responsible Body and Contact Details

Celonis SE and the Celonis affiliate to which you are applying for a position are responsible for the application process under data protection law. All the Celonis companies are collectively referred to below as “Celonis”.

  • Celonis SE has its registered office at Theresienstr. 6, 80333 Munich Germany.

  • Legal representative of Celonis SE are Bastian Nominacher and Alexander Rinke.

  • The Data Protection Officer for Celonis SE and all European affiliates is Dr. Sebastian Kraska.

You may also send and privacy-related questions or comments to privacy@celonis.com or reach out to talent@celonis.com.

3. Data Processing: Submitting an Application

a) Your Data

In order to process your application, Celonis requires your full name, birthdate, contact information (e.g. postal address, E-Mail address, telephone number), curriculum vitae (esp. information on your education, course of studies, degrees, previous employers and current employer if applicable), and suitable proof of qualification (e.g. certificates, reference letters) as well as salary expectations and preferred start date. You may voluntarily provide Celonis with additional information, e.g. in your cover letter. All this personal data is referred together below as “Application Data”.

When you apply for a position at Celonis, you may send your application data either by E-Mail, by post or via the online application tool on our website https://www.celonis.com/careers/jobs/. In order to use the online application tool, you must create a personal account.

If you file your application via E-Mail, by post or through recruiters, your application data will be entered manually in the online application tool. This is necessary to enable the handling of these applications within the standard application process.

Celonis processes your Application Data solely to conduct the Application Process. In particular, this includes Celonis’ collection of the application along with the applicant data, the review of your application, contact with you to invite you to an interview, a rejection or a request for further information about you, and a decision on a final acceptance or rejection regarding the specific position for which you have applied.

b) Legal Basis

The legal basis for the processing of your personal data described above is Art. 6 Para. 1 lit. b) General Data Protection Regulation (GDPR); for German applicants and/or applicants for an open position at Celonis SE in conjunction with Art. 88 Para. 1 German Federal Data Protection Act.

4. Data Processing: Referencing

a) Your Data

In order to perform reference checks, we will send you an email 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. email). You may add a personalized message for each prospective reference. Subsequently each reference will receive an email and is asked to answer a questionnaire which has been pre-selected by us. These questions contain various topics (e.g. competencies) regarding your personal fit to the respective position.

b) Legal Basis

The legal basis for the processing of your data described under Art. 5 a). is Art. 6 Para. 1 lit. a) GDPR (consent). You have the right to withdraw such consent any time by writing to talent@celonis.com. Any data usage in accordance with this section shall not occur, if you have not consented thereto or if you withdraw the consent you have already given us. 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 is based on Art. 6 Para. 1 lit. f) GDPR (legitimate interest). You have the right to object to the processing of our data at any time by writing to talent@celonis.com.

5. Data Processing: Applicant Pool

a) Your Data

If you consent to the inclusion of your data in the applicant pool, your personal 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 applicant pool.

In this case all Celonis companies can use this data in order to contact you subsequently and to proceed with application procedure if you might be considered for another position on one of the companies.

For these purposes the data stated in the preceding sections submitted by you in the course of the application process shall be processed by Celonis.

b) Legal Basis

The legal basis for the processing of your data described under 5 a). is Art. 6 Para. 1 lit. a) GDPR (consent). You have the right to withdraw such consent any time by writing to talent@celonis.com. Any data usage in accordance with this section shall not occur, if you have not consented thereto or if you withdraw the consent you have already given us. 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.

6. Period for which the personal data will be stored

Celonis stores your personal data for the purpose of legal defense for up to six months after completion of the application process. If you have submitted the separate statement of consent to be admitted to the application tool, Celonis will store your personal data for 24 months.

7. Categories of Recipients and Data Processing by Service Providers

Celonis will only disclose your application data to those employees who are directly involved in the application process, including the decision on filling the position. A transfer of this data to third parties outside of Celonis will take place only if and insofar as you have given your separate consent to such transfer.

Celonis employs several service providers (so-called processors) for support in conducting the application process, such as:

The service providers are carefully selected, liable under a contract and closely monitored by Celonis.

Your personal information 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). However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Policy.

8. Automated Decision Making

Celonis does not carry out any statistical evaluation of the data or other observation of applicant behavior (profiling); in particular, there is no automated decision-making pursuant to Art. 22 Para. 1 and 4 GDPR.

9. Your Rights

Celonis will inform you upon request whether and what personal data is stored about you. If the legal requirements are met, you have the right to have this data corrected, blocked or deleted. You also 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.

You may exercise your rights by e-mailing your request to privacy@celonis.com.

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