Recruiting Privacy Policy and further information

I Privacy Policy

This Privacy Policy is intended to transparently show you how we handle and protect your personal data during your application process.

We would like to give you a comprehensive insight into:

  • How we process your application data

  • What rights you have regarding your personal information

  • How you can exercise your data protection rights

This specific policy supplements our general privacy policy regarding the processing of applicant data, which can be found at: https://www.billie.io/datenschutz

We place great value on transparency and the protection of your personal information. If you have any questions, we are happy to assist you.

1. Controller

The controller responsible for the data processing described here is Billie GmbH, located at Am Postbahnhof 15, 10243 Berlin.

2. Categories of Data and Purposes of Processing

To select suitable applicants and to assess their suitability for current and future open positions, we collect and process the following categories of personal data:

  • Applicant contact details (e.g., first and last name, country, email, phone number).

  • Application documents (e.g., resume/CV, cover letter, including information on education, professional development, qualifications, and language skills).

  • Further information from our application form (e.g., salary expectations, access to the German labor market (e.g., information about a work visa), current place of residence, willingness to relocate).

  • Transcripts of interviews (provided you have given your consent).

  • Where applicable, contact details of reference persons that you have provided to us.

We obtain the above data about you either directly from you (because you have actively applied for a position) or, if we are actively searching for candidates, also from other public sources, provided the data is relevant to your professional life: professionally oriented social networks, such as LinkedIn; data that you have made public.

The processing of applicant data is carried out for the fulfillment of our (pre)contractual obligations within the scope of the application process in accordance with Art. 6(1)(b) GDPR, as well as based on our legitimate interest in searching for and selecting suitable candidates pursuant to Art. 6(1)(f) GDPR.

3. Consent to be Contacted for up to One Year

When submitting your application, you can consent to us processing your applicant data for a period of up to one year in order to inform you about other potentially suitable open positions at Billie and to contact you as a possible candidate. This processing is based on the applicant's consent in accordance with Art. 6(1)(a) GDPR. You can withdraw this consent at any time. Please note that in this case, we are still permitted to retain your data for up to 6 months after the end of the application process, as we have a legitimate interest in documenting the application process in relation to the German General Act on Equal Treatment (AGG).

4. Data Recipients

To ensure an effective application and recruitment system, as well as for our talent pool, we use the software of Ashby, Inc., a provider based in the United States of America (548 Market St PMP 397006, San Francisco, CA, USA). The use of Ashby results in all information and personal data transmitted to us by applicants within the application process being processed using Ashby's software and on Ashby's servers – including in third countries.

Beyond what is necessary to provide their services to us, Ashby and its employees do not have access to applicant data. We have concluded a Data Processing Agreement with Ashby and have implemented sufficient safeguards for international data transfers (Standard Contractual Clauses).

5. Retention Period

For Successful Applications: In the event of a successful application, the data provided by applicants may be further processed by us for the duration and purposes of the employment relationship. Your personal information will be transferred to our internal employee documentation system (Bamboo HR). You will then receive a detailed privacy policy specifically for employees, which transparently explains all relevant aspects of data processing during your employment.

For Unsuccessful Applications: When submitting your application, you can give us your consent to retain your data for a period of up to one year for alternative job openings we have advertised, in order to contact you as a possible candidate. Your consent is voluntary, and you can withdraw this consent at any time. A withdrawal means that we will no longer consider you for future positions. Please note that in this case, we are still permitted to retain your data for up to 6 months after the end of the application process, as we have a legitimate interest in documenting the application process in relation to the German General Act on Equal Treatment (AGG).

6. Applicant Data Processing Using AI Technology

When using Ashby, we utilize the "CV Parsing" function. This is a functionality that automatically captures and processes application-relevant data from a resume you have uploaded (e.g., by transferring it into pre-structured data fields). The legal basis for this data processing is Art. 6(1)(b) GDPR.

7. Reliability Checks

For the purpose of fulfilling anti-money laundering regulations (Sec. 6, Para. 2, No. 5 of the German Anti-Money Laundering Act - GwG), we conduct preliminary checks on candidates with whom we intend to sign an employment contract. Specifically, we check whether candidates are on sanctions lists, are politically exposed persons, and whether there are any negative media reports about them. The legal basis for the processing of your personal data in this context is Art. 6(1)(b),(c) GDPR.

8. Data Processing and Storage After a Successful Application Process

We store and process the data of successful applicants in an electronic personnel file, for which we use the software of Bamboo HR LLC, 335 South 560 West, Lindon, UT 84042-1911, USA, www.bamboohr.com, ("BambooHR"). BambooHR processes the personal data of employees for us as a data processor within the meaning of Art. 28 GDPR and manages the storage and administration of employees in its software. In this arrangement, we remain the controller within the meaning of the GDPR and are as such entitled to give instructions to BambooHR.

The use of BambooHR results in all information and personal data of successful applicants being processed using BambooHR's software and stored on BambooHR's servers – including in third countries.

Beyond what is necessary to provide their services to us, BambooHR and its employees do not have access to the applicant data. We have concluded a Data Processing Agreement with BambooHR and have implemented sufficient safeguards for international data transfers (Standard Contractual Clauses).

The data is stored for the duration necessary for the fulfillment of the employment contract. The legal basis for the processing of your personal data in this context is Art. 6(1)(b) GDPR.

9. Rights of the Data Subject

If you wish to exercise your rights as a data subject, please contact us: Billie GmbH, Am Postbahnhof 15, 10243 Berlin, E-Mail: datenschutz@billie.io.

You are entitled to the following data subject rights:

  • Right of access: Contact us if you want to know what information we have stored about you.

  • Right to rectification or erasure: You can have your personal data corrected or, under certain conditions, request the erasure of your data.

  • Right to restriction of processing: Under certain conditions, you can request the restriction of the processing of your data, e.g., if you doubt the accuracy of your data.

  • Right to data portability: Upon request, we will provide you with your data in a structured, commonly used, and machine-readable format.

  • Right to object to processing: You can object to data processing based on our legitimate interests.

Additionally, you have the right to lodge a complaint with a supervisory authority at any time.

II. Additional Candidate Information

1. Travel Expenses

Should an applicant need to travel from outside of Berlin for interviews at Billie GmbH, the applicant must inform us in advance. Travel to and from the interview will then be coordinated by a third-party service provider on our behalf and in consultation with the applicant.

If the applicant travels by car, a standard rate of €0.30 per kilometer will be reimbursed. Meal expenses will be reimbursed at a rate of €24 per day if an overnight stay is necessary. Invoices for any travel expense reimbursement will be archived in accordance with tax law requirements.

Only costs that are proven by original receipts will be reimbursed. As a general rule for all services, the net amount, the VAT amount/rate, and the gross amount must be clearly stated.

Unapproved travel expenses will not be covered.

2. Diversity and Equal Opportunity

At Billie, diversity and equal opportunity are important to us in order to remain creative, innovative, and adaptable. We therefore promote an inclusive culture in which employees can develop freely, regardless of gender, origin, and other demographic factors.