Protecting your privacy and personal data is very important to us. We therefore only use your personal data within the scope of applicable laws and regulations, in particular the General Data Protection Regulation ("GDPR") and the German Federal Data Protection Act (Bundesdatenschutzgesetz, “BDSG”). With this privacy notice, we would like to inform you how and to what extent we process your personal data when you apply for open positions at DeepL SE or its affiliates (“DeepL”) and your rights in relation to your personal data.
The data controller responsible for the processing of your personal data pursuant to the GDPR, BDSG, other data protection laws applicable in the member states of the European Union, and other regulations relating to data protection is:
DeepL SE Maarweg 165 50825 Cologne Germany
If you have any questions or concerns about privacy at DeepL, please contact privacy(at)deepl.com.
DeepL's external corporate Data Protection Officer, Dr. Christian Lenz, can be contacted at the following address: dhpg IT-Services GmbH, Bunsenstr. 10a, 51647 Gummersbach, via email to datenschutz(at)dhpg.de, or by telephone on +49 2261 8195 0.
The subject of data protection and privacy laws is the protection of personal data. According to Art. 4 No. 1 GDPR this is any information relating to an identified or identifiable natural person. This includes your name, your telephone number, your email address, your picture, as well as other data that you share with us in your application.
For the purposes of managing your application, we collect, process, and use your personal data that you have provided to us in your application, usually your name, contact information, cover letter, CV, including your qualifications and years of professional experience as well as other supporting documents and credentials. In addition, we receive personal information from you during the interview process, when we discuss your background and profile.
The personal data you provide will be used exclusively for processing your job application. Your data will only be shared with those involved in the application process e.g., your hiring manager(s), interviewers and your recruiter. The legal basis for the processing of your application data is Art. 6 para. 1 sentence 1 lit. b) GDPR in conjunction with Art. 88 para. 1 GDPR and with § 26 para. 1, 8 sentence 2 BDSG. If you apply for a freelance job at DeepL, the legal basis for the processing of your data is Art. 6 para. 1 sentence 1 lit. b) GDPR.
As an application management system we use the recruiting platform “Ashby” which is provided by Ashby, Inc., 548 Market St PMP 397006, San Francisco, CA 94104-5401 (“Ashby”). We have concluded a data processing agreement with Ashby, which means that Ashby may only process the data in accordance with our instructions and not for its own purposes. Further information on data protection at Ashby can be found here.
In certain cases, in particular applications for developer positions, your name and email address may be forwarded to the service provider Deazy Limited (trading as Geektastic), Runway East Bristol Bridge, 1 Victoria St, Redcliffe, Bristol, England, BS1 6AA, which provides services regarding the provision and review of coding challenges during the application process. This is part of our recruitment process and therefore as well justified according to Art. 6 para. 1 sentence 1 lit. b) GDPR in conjunction with Art. 88 para. 1 GDPR and with § 26 para. 1, 8 sentence 2 BDSG. We have concluded a data processing agreement with Deazy Limited, which means that they may only process the data in accordance with our instructions and not for its own purposes. Deazy Limited may contact you during the application process via email regarding the performance of the coding challenges. Further information on data protection at Deazy Limited can be found here.
Where necessary, we reserve the right to carry out a pre-check of the data you provided during the application process, in particular in relation to your work permit. The pre-check enables us to find out whether you are eligible to obtain a work visa and at what time such a visa could be provided. For these checks we are supported by the provider Jobbatical OÜ, Narva str. 7B, 10117, Tallinn, Estland which carries out the pre-checks on behalf of DeepL. We have concluded a data processing agreement with Jobbatical and therefore they may only process the data according to our instructions and not for its own purposes. You can find more information about Jobbatical’s handling of personal data here.
If a contract is concluded with you and a work visa is required, Jobbatical will also take over the further coordination of obtaining the work visa. It is possible that Jobbatical will need to obtain further data from you in addition to the data you have already provided to be able to support you in the visa process (e.g., a passport scan).
The processing of personal data in the context of the pre-check is necessary for the establishment of an employment relationship. The same applies to the processing of your personal data in context of the visa application process. Accordingly, we justify the data processing via Art. 6 para. 1 sentence 1 lit. b) GDPR in conjunction with Art. 88 para. 1 GDPR and with § 26 para. 1, 8 sentence 2 BDSG.
We will ask you whether you would like us to keep your application details for two years, even if you were unsuccessful for the role you applied for, so that we can consider you for future opportunities at DeepL. This processing of your data is justified by your consent according to Art. 6 para. 1 sentence 1 lit. a) GDPR. You can withdraw your consent at any time. We will ask you again whether you still want to be part of our talent pool after two years. Already prior to this, you can always request us to delete your data from our talent pool by sending an email to [email protected].
DeepL regularly proactively looks for candidates for our open positions as well as freelancers online and may then process your personal information on platforms like LinkedIn, developer platforms or other sites where you have published your profile within the terms you agreed to at the platforms. We may then use this data to evaluate whether you are suitable for any open positions we might have.
For any transfers of your personal data from the European Economic Area (EEA) to third countries that are not considered as providing an adequate level of protection by the European Commission e.g., the United States of America, we have put in place adequate measures such as Standard Contractual Clauses adopted by the European Commission to protect your personal data.
We will process and store your application details until a decision has been made on your application. After the end of the application process, we will retain the information you have provided to us for a maximum of another six months from the date you are notified that your application was not successful. This storage of your data is in our legitimate interest according to Art. 6 para. 1 sentence 1 lit. f) GDPR to potentially defend ourselves against legal claims. We will then delete the data automatically, unless we are required by law to retain it for a longer period of if you have consented to a longer storage of your data (see section 3.5)
If, following the recruitment process, an employment contract is concluded, we will store your personal data as part of your personnel file. In this case, the legal basis for the processing of your data is Art. 6 para. 1 sentence 1 lit. b) GDPR in conjunction with Art. 88 para. 1 GDPR, § 26 para. 1 BDSG. When working on a freelance basis for DeepL, we will store your personal data for the purpose of executing your contract with us. In this case, the legal basis for the processing of your data is Art. 6 paragraph 1 sentence 1 lit. b) GDPR.
You can always request us to delete your application by sending an email to [email protected]. Please note that doing so means that you are withdrawing from any still on-going application processes and that the legal retention period still applies.
We do not use automated decision-making to decide whether or not to offer a job contract to a candidate.
Please note that you are not obliged to provide your data as part of the application process. You decide yourself which data you are willing to share with us. However, it will not be possible to process your application and consider it, if you do not provide the data we need to make a decision regarding your application.
Please see DeepL’s general privacy policy for more information, in particular section 9 and 16.
All of your data transmitted to us is encrypted automatically (TLS encryption). Suitable technical and organizational measures are in place to ensure that your personal data is handled confidentially and securely in accordance with the legal requirements.
The following rights are granted by European Union directives and regulations. If you wish to exercise any of the rights listed below, please contact us at privacy(at)deepl.com.
In addition, you can object to the further processing of your data if we process your data based on our legitimate interest (Art. 6 para. 1 sentence 1 lit. f), Art. 21 GDPR). If we process your data for the purpose of direct advertising, you have a general right to object. If we do not process your data for advertising purposes, the objection must be based on your particular situation.
You also have the right to lodge a complaint regarding the processing of your personal data with a supervisory authority, such as the data protection supervisory authority responsible for us: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, Kavalleriestraße 2 - 4, 40213 Düsseldorf, email: poststelle(at)ldi.nrw.de
We reserve the right to amend this privacy notice. The current version of the privacy policy can be accessed at any time on our website.
Last update: August 2024