ELEKTROBIT (“we”, “us”, “our”) is committed to protecting the privacy of everyone who applies for a role through our Job Portal. Please read this notice carefully before submitting any information.
We may update this policy from time to time. We will post any changes on this page and update the effective date. We may also notify you of material changes by email or via the Portal.
Who is responsible for your data?
For the purposes of applicable data protection laws, ELEKTROBIT (Elektrobit Automotive Gmbh, Am Wolfsmantel 46, 91058 Erlangen, Germany, and its affiliated group entities) is the data controller for the personal data you provide through the Portal.
If your application is reviewed by a subsidiary or affiliate, your data will be shared only with the entity relevant to the hiring decision, unless you have opted for broader visibility.
Types of information we collect
The following covers personal data you submit to us, as well as data that may be processed by us, throughout the application and recruitment process:
- Your full name, postal address, email address, telephone number, and any other contact details you provide
- Your CV or résumé, cover letter, details of previous and/or relevant work experience, education history, academic transcripts, and any other supporting documentation submitted in connection with an application
- Notes and records from any interviews or calls that take place during the selection process build the Elektrobit quality culture
- Your employment preferences, including the type of role you are seeking, current and/or expected salary, preferred compensation and benefits, willingness to relocate, and any other job-related requirements
- Demographic or sensitive personal data that arises during the process, such as gender, citizenship or nationality, medical or health information, and racial or ethnic origin, where required or permitted by applicable law
- Reference details and, where a conditional offer has been made, results from background checks (including criminal and financial checks where legally permitted), incorporating information supplied by third parties
- Details of any prior applications submitted to us and/or any previous periods of employment with us
- Professional information from publicly accessible online sources, such as LinkedIn or similar business-oriented platforms, that we consider relevant to your current or future application
- How you came to learn about the vacancy you are applying for
- Outcomes and records from any aptitude tests, technical assessments, or other screening exercises completed as part of the interview process
- Technical data automatically collected by the system platform when you interact with the Portal, including device and browser identifiers, IP address, operating system, pages accessed, and session timestamps
For which purpose and how do we process your personal information?
The personal data we hold about you is used to manage and carry out our hiring activities. This covers the following:
- Evaluating your skills, qualifications, and areas of interest in relation to open positions within our organisation
- Verifying the details you have provided and, where a job offer has been made, conducting reference checks and background checks where applicable
- Keeping you informed about the status of your application and the stages of the recruitment process, and where relevant, drawing your attention to other opportunities that may be a good fit
- Meeting statutory reporting obligations and producing any documentation required under applicable local laws or regulations
- Supporting you in obtaining a work permit or immigration visa, where applicable
- Reviewing and developing our hiring practices and candidate experience on an ongoing basis
- Adhering to applicable legislation, regulatory requirements, legal proceedings, and lawful requests from public authorities
- Proactively identifying and reaching out to candidates whose professional background and skill set suggest they may be well suited to a role within our organisation
Where required by law or contract — including reporting obligations to regulatory bodies and other parties — we may also process demographic data as outlined in this notice.
Your personal data may further be used to safeguard the rights, assets, and safety of our organisation, our platform users, candidates, employees, and the public, to the extent permitted or required by applicable law.
What is the legal basis for processing your personal information?
We collect and process your information where it is necessary in order to take steps, at your request, prior to potentially entering into a contract of employment with you.
The General Data Protection Regulation requires us to inform you of the legal basis on which we process your personal data. Depending on the activity, we rely on one or more of the following:
Pre-contractual steps — The core of our recruitment process rests on this basis. Where you have submitted an application, we process your data because it is necessary to take steps at your request prior to potentially entering into an employment contract. This covers:
- Evaluating your skills, qualifications, and suitability for a role
- Verifying the details you have provided
- Conducting reference checks and background checks following a conditional offer
- Communicating with you throughout the selection process
- Supporting a visa or work permit application where you have requested this
Compliance with legal obligations — Certain processing activities are required of us by law, regardless of your application outcome. This covers:
- Meeting statutory reporting and record-keeping obligations
- Responding to lawful requests from courts, regulators, and public authorities
Legitimate interests — Where we rely on this basis, we have assessed that our interests are not overridden by your rights and freedoms, taking into account the limited and proportionate nature of the processing, the transparency we provide, and the rights available to you. This covers:
- Retaining application data after an unsuccessful process in order to consider you for future roles, or to defend against potential legal claims
- Proactively identifying and approaching candidates we believe may be suitable for a role within our organisation
- Reviewing and improving our recruitment practices and candidate experience
- Safeguarding the rights, assets, and safety of our organisation, users, and the public
Consent — Where none of the above bases applies, or where we are required by law to seek your agreement, we will ask for your consent. This covers:
- Talent pool communications, job alerts, and career event notifications
- Any processing of your data for purposes not covered by this notice
Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of any processing that took place beforehand.
Special categories of personal data — Where we process sensitive personal data (such as health information or racial or ethnic origin), we do so only where:
- you have given your explicit consent, or
- processing is necessary to fulfil obligations or exercise rights under employment, social security, or social protection law, or
- processing is necessary for the establishment, exercise, or defence of legal claims.
How artificial intelligence supports our recruitment process
All AI-assisted outputs are reviewed by a member of our recruitment team before any decision is taken. AI tools support and inform human judgement — they do not make final decisions about your application. Human oversight is maintained at all stages of the selection process.
How long we retain your data
We will delete your personal data once its retention is no longer necessary. The period for which we retain your data depends on the purpose for which it was collected and the choices you have made when using the Portal.
If you apply for a position with us and your application does not result in employment – whether because your application was unsuccessful, you withdrew from the process, or you declined an offer – we will retain your personal data for a period following the conclusion of the recruitment process. We retain this information for various reasons, including in case we face a legal challenge in respect of a recruitment decision, to consider you for other current or future roles within our organisation, and to help us better understand, analyze, and improve our recruitment processes.
If you have joined our Talent Pool, we will retain your profile and personal data for as long as your consent remains active. You may withdraw your consent and request deletion of your data at any time.
If you do not want us to retain your personal data for consideration for future roles, or would like us to update the information we hold, please contact us. Please note, however, that we may retain certain information where required by applicable law or where necessary to protect ourselves from legal claims.
With whom do we share your personal data
For the purposes set out in this notice, your personal data may be disclosed to the following categories of recipients, which may include recipients located outside the European Economic Area, in each case in accordance with applicable data protection law:
- Group companies and affiliates — We are part of an internationally operating group of companies. Where necessary for the purposes described in this notice and depending on the visibility level you have chosen, your personal data may be made accessible to other entities within our group that are involved in the relevant recruitment process. Those transfers are subject to the standard contractual clauses. Access is strictly limited to those individuals who require it for hiring-related purposes.
- Recruitment platform provider — We operate our job portal and applicant tracking system through iCIMS, Inc., which acts as a data processor on our behalf. iCIMS and its group entities process your personal data exclusively under our instructions and in accordance with our data processing agreement (ICIMS | Subprocessors). iCIMS does not sell your personal data and holds recognized security and privacy certifications. iCIMS, Inc is certified under the DPF – Data Privacy Framework (Data Privacy Framework). Further details can be found in the iCIMS Services Privacy Notice
- Service providers — We engage third-party service providers to support our recruitment and business operations. These may include providers of IT infrastructure, background screening, candidate assessment, and recruitment consulting services. Each provider is engaged under contractual terms that restrict the use of your data to the purposes for which it was shared.
- Other third parties — In certain situations during the recruitment process, a limited set of your personal data — typically your name and contact information — may be passed to third parties such as providers of selection assessments. Where this occurs, you may be asked to supply additional information directly to the relevant party. We may also share your personal data with third parties where you have expressly consented, for example where you have authorized us to approach your referees.
- Government bodies, regulatory authorities, and courts — In exceptional circumstances, your personal data may be disclosed to public authorities, regulatory bodies, law enforcement agencies, or courts where we are legally required to do so, or where such disclosure is necessary to protect or enforce our legal rights and interests.
Your rights
We would like to give you an overview of the personal data rights available to you. Please note that some rights are subject to conditions or limitations under applicable law. Where a request cannot be fulfilled, we will inform you of the reason.
Right to access — You may request confirmation of whether we are processing personal data about you and, if so, obtain a copy of that data together with information about how and why it is being processed.
Right to rectification — You have the right to request the correction of any inaccurate personal data we hold about you, and the completion of any data that is incomplete.
Right to erasure — You may request the deletion of your personal data where it is no longer necessary for the purposes for which it was collected, or where you have withdrawn your consent and there is no other legal basis for the processing.
Right to restriction of processing — In certain circumstances you may ask us to suspend the processing of your personal data, for example while the accuracy of the data is being contested or while an objection is being assessed.
Right to data portability — Where we process your personal data on the basis of your consent or for the performance of a contract, you have the right to receive that data in a structured, commonly used, and machine-readable format, and to request that it be transmitted to another controller where technically feasible.
Right to object — You have the right to object to the processing of your personal data where we rely on legitimate interests as our legal basis. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where the processing is necessary for the establishment, exercise, or defence of legal claims.
Right to withdraw consent — Where processing is based on your consent, you are free to withdraw that consent at any time without giving any reason and without affecting the lawfulness of any processing carried out prior to the withdrawal.
Right to lodge a complaint — You have the right to lodge a complaint with a supervisory authority in the Member State of your habitual residence, place of work or of an alleged infringement of the GDPR.
We may need to verify your identity before we can act on your request. Please note that certain rights may be subject to restrictions under applicable law, and we will always provide you with a reason where a request has been declined.
To exercise any of the above rights, you have the following options:
- via the Portal — A number of rights can be exercised directly through your candidate account.
- by contacting us — For requests that cannot be completed through the Portal, please reach out to us at dataprotection@elektrobit.com
Contact our privacy team
Data Privacy Contact / Data Protection Officer:
ELEKTROBIT — dataprotection@elektrobit.com
