Privacy Policy
At Academic Work, we care about protecting your personal integrity. To make sure that the personal data we collect is processed in a responsible and secure manner, we work actively with data protection issues. On this page, you can learn more about how we process your personal data and what rights you have according to applicable privacy regulations. If you have any questions about our privacy work or our processing of your data, you are always welcome to contact us at privacy@academicwork.de.
What personal data do we collect and why?
Academic Work will collect personal data about you within the scope of the services we provide. The collection and subsequent processing of your data is necessary for the purposes stated below.
Job application
When you apply for a job at Academic Work, we may process the following information about you:
- Name and contact information
- Uploaded documents, such as CV, personal letter and employment references
- Education, work experience and other skills
- Interview notes
- Information related to our evaluation of you as a candidate for the position
- Test results
If you use the function “Apply with Facebook/LinkedIn” we will automatically collect your name, email address and profile picture from your social media account. The processing of your personal data for this purpose and during the recruitment process is based on your consent. Since you have the possibility to claim that you have been discriminated in the recruitment, we will keep all information related to your application as long as required for the defense of legal claims (in particular AGG claims) and compliance with legal retention periods. After that, all information will be deleted, if you have not given consent that we keep your information for future job opportunities.
Future job opportunities
When you apply for a job at Academic Work, you have the possibility to ask that we keep your information for future job opportunities within our company or with one of our clients. We will then keep your information in our candidate data base and contact you if a new job opportunity arises. For this purpose, we may process the following information about you:
- Name and contact information
- Uploaded documents, such as CV, personal letter and employment references
- Education, work experience and other skills
- Interview notes
- Information related to our evaluation of you as a candidate for the position
- Test results
- References
If you use the function “Apply with Facebook/LinkedIn” we will automatically collect your name, email address and profile picture from your social media account. The processing of your personal data for this purpose is based on your consent. In this case, we will store your personal data until your consent given has been revoked that means until we have received your notice of revocation.
Connect
You can connect with Academic Works recruiters by using the “Connect” function. With this function you subscribe to future job openings within Academic Work & companies within the Akind Group (Brights and AW Executive Search) and will be notified when we post a new job within your area of interest.
For this purpose, we may process the following information about you:
- Name and contact information
- Areas of interest
- Uploaded documents, such as CV, personal letter and employment references
If you use the function “Apply with Facebook/LinkedIn” we will automatically collect your name, email address and profile picture from your social media account. The processing of your personal data for this purpose is based on your consent. In this case, we will store your personal data until your consent given has been revoked that means until we have received your notice of revocation.
Survey send outs – Net Promoter Score
After a recruitment process is finalized, we will send out a survey to ask you about your experience and satisfaction with how the process was conducted. This to develop and improve our recruitment process. For this purpose, we will process the following information about you:
- Name and contact information
- Survey answers
The processing of your personal data for this purpose is based on Academic Works legitimate interest. Since you have the possibility to claim that you have been discriminated in the recruitment, we will keep this information related to your application as long as required for the defense of legal claims (in particular AGG claims) and compliance with legal retention periods. After that, all information will be deleted, if you have not given consent that we keep your information for future job opportunities.
References
Information about you as well as your reference statement is collected and saved when you act as a reference for one of our candidates. For this purpose, we will process the following information about you:
- Name and contact information
- Notes from reference call with you or your answers to the reference checking form
The processing of your personal data for this purpose is based on your consent. Since candidates have the possibility to claim that they have been discriminated in the recruitment, we will keep this information as long as required for the defense of legal claims (in particular AGG claims) and compliance with legal retention periods. After that, all information will be deleted.
How do we get access to your personal data?
Most of the personal data that we store about you is data that you have provided us with yourself when you apply for a job at Academic Work. Further we may store notes from the interview process and ask you to provide us with references from previous employers.
Who will we share your personal data with?
In some cases, we might share your personal data with external parties. This might, for example, be vendors or authorities that we are under a legal obligation to provide with certain information. When we share your personal data with an external party, it will only be for those purposes for which the data was initially collected. We will always take the necessary precautions to ensure that the external party processes your data in a correct and secure manner, such as by entering into binding agreements with our vendors.
Your personal data may be shared with the following external parties:
Entities in Akind Group – Sometimes, we may share your information with other entities in our Group. For example, this may occur during a recruitment process when the other entity provides services that may result in processing your data on our behalf.
Vendors – We may sometimes share your personal data with our vendors, such as IT vendors for storage and operations management, vendors of marketing tools, recruitment tools, and personality tests.
Authorities – If required by national or international legislation, we may need to share your personal data with authorities (Behörden).
You are always welcome to contact us for more detailed information about which external parties we share your personal data with.
Where do we process your personal data?
We always do our best to make sure that your personal data is not stored or otherwise processed in countries outside of the EU/EEA. If your personal data is transferred to countries outside the EU/EEA, we will use the necessary safeguards to ensure that your personal data is processed in a way that is in accordance with applicable privacy regulations, such as appropriate safeguards for the transfer. If you would like a copy of the safeguards used or if you would like more information about where your personal data is processed, you are always welcome to contact us.
What rights do you have?
Applicable privacy regulations provide you with a number of rights when your personal data is processed. Below you will find a short description of those rights. What rights you have may vary, depending upon the purposes for which we are processing your data.
Right to withdraw consent - When our right to process your personal data is based on your consent, you always have the right to withdraw your consent. The easiest way for you to do this is by contacting privacy@academicwork.de or to revoke your consent via our career site.
Right to access – If Academic Work is processing your personal data, you have the right to request a confirmation of this fact and to receive information about the processing. You also have the right to ask for a copy of the personal data we process about you without cost.
Right to rectification – In some cases, you have the right to ask Academic Work to rectify your data that you consider to be incorrect or incomplete.
Right to object – In some cases, you have the right to object to Academic Work’s processing of your personal data, such as when it concerns direct marketing. In all cases where we process your personal data based on our legitimate interest, you have the possibility to object to the processing. If you should so object, we will stop processing your personal data
Right to restriction – In some cases, you have the right to ask that Academic Work restrict the processing of your personal data, for example, in cases where you contest that the data we process about you is correct. You can in such cases ask us to restrict the processing of your personal data during the time it takes for us to verify the correctness of your data. In those cases, we are only allowed to process your data with your approval, with the exception of Academic Work determining, claiming or defending legal claims in order to protect someone else’s right or to protect an important public interest.
Right to erasure – In some cases, you have the right to ask Academic Work to delete your personal data. This right is applicable in the following cases:
- If the data is no longer necessary for the purposes it was collected for.
- If you withdraw your consent and we do not need to keep your data for other purposes, such as due to legal obligations.
- If you object to processing based on legitimate interest and your reason for objection weighs heavier than our interest.
- If you object to our processing of your data for direct marketing purposes and we do not need to process your data for other purposes.
- If your personal data is processed in an illegal manner.
- If your personal data must be deleted due to legal obligations.
Please note that there might be an obligation for us to save your personal data anyway, for example due to an agreement with you or due to legal obligations. In those cases, we will only process your personal data for this purpose.
Right to data portability – In cases where we process your personal data with your consent, or to fulfill an agreement with you, you have the right to receive your personal data that you have provided us with in a structured format.
If you would like to exercise your rights, you are always welcome to contact us via the contact information found below. If you are not pleased with how Academic Work processes your personal data, you always have the right to file a complaint with the supervisory authority.
Cookies
For more information about Academic Works use of cookies, please see our Cookie Policy.
Changes in our privacy information
From time to time, we might make changes to this privacy information text. The latest version will always be available at our website. When more extensive updates are made (such as changes in the purposes for which we process your information or changes regarding what personal data we process about you) we will send out a new version of the information text to the email address you have provided us with.
Contact us
The data controller for this personal data processing is Academic Work Germany GmbH (Handelsregister: München HRB 169906 USt. Id. – Nr.: DE 258 09 14 19).
We follow applicable European and German data protections legislations and have a committed privacy team that actively works with data protection issues to ensure that we process your data in a responsible and secure manner. Our national Data Protection Specialists are happy to answer any questions you may have, and you are always able to contact us at privacy@academicwork.de.
Academic Work Germany GmbH, Seidlstr. 8, 80335 München
Telefon: +49 (0)89 693 341 000
Geschäftsführer: Stefan Heinrichs
For direct contact with our data protection officer contact (BBH AG Wirtschaftsprüfungsgesellschaft): datenschutz@bbh-online.de
