Data protection information for candidates

We are pleased that you are interested in our executive search consulting services and are therefore happy to include you in our talent database so that we can place you with employers who are potentially attractive to you.

Who is responsible for data processing?

The controller in terms of data protection law is

i-potentials GmbH

Zimmerstrasse 79/80

10117 Berlin

You can find further information about our company, details of the persons authorized to represent us and also further contact options in our imprint on our website: https://i-potentials.de/en/impressum/

Which of your data do we process? And for what purposes?

We process the data that you have provided to us in connection with the creation of your personal candidate profile (https://ipotentials.avature.net/talentpoolE) in order to check your suitability for potential employers and, if necessary, to place you with them.

If applicable, this also involves “profiling” in the sense of data protection law, so that we obtain your consent for this (Art. 22 (2) lit. c DSGVO).

On what legal basis is this based?

The primary legal basis for the processing of your personal data in this candidate procedure is Section 26 BDSG. According to this, the processing of data required in connection with the decision on the establishment of an employment relationship is permissible.

In addition, Art. 6 (1) lit. a DSGVO is the legal basis, as we obtain your consent for this, which you can revoke at any time with effect for the future.

Should the data be required for legal prosecution after the candidate process has been completed, if applicable, data processing may be carried out on the basis of the requirements of Art. 6 DSGVO, in particular to safeguard legitimate interests pursuant to Art. 6 (1) lit. f DSGVO. Our interest then consists in the assertion or defense of claims.

How long is the data stored?

At the end of a calendar year, we check whether further processing of your data is necessary. In principle, data from candidates is deleted three years after the candidate profile has been created.

To which recipients is the data passed on?

We use a specialized software provider for the candidate process. This provider acts as a service provider for us and may also become aware of your personal data in connection with the maintenance and servicing of the systems.

The provider is: Avature GmbH, Reichenbachstraβe 26, 80469 Munich, Germany.

Avature uses sub-processors from third countries, so that a third-country transfer of your personal data is not excluded. Therefore, we have concluded so-called standard contractual clauses with the provider. In addition, the group of companies behind it is also listed on the official website of the Data Privacy Framework: https://www.dataprivacyframework.gov/s/participant-search/participant-detail?id=a2zt0000000TOQNAA4&status=Active.

After your candidate profile has been created, the data will be passed on to potential employers so that they can check your suitability for a position and contact you.

We also use the AI functionalities of the service provider Langdock to increase the efficiency of our business processes. This is Langdock GmbH, Fehrbelliner Straße 4, 10119 Berlin. We have concluded an order processing contract with this service provider.

We use Microsoft Teams for video conferencing. Your data is then passed on to Microsoft accordingly. We have compiled further information for you here:

We also use transcription software to conduct video conferences effectively and efficiently, taking notes on the content and progress of the conversation. In this context, your data will be passed on to the provider “Bliro” (bliro GmbH, Schellingstraße 112, 80798 Munich). We have concluded an order processing contract with Bliro. Bliro uses further sub-processors from the USA, but has assured us that the requirements of Art. 44 ff. DSGVO are met. In particular, European server locations have been configured wherever possible. Furthermore, data privacy framework certifications are available for these sub-processors.

Your rights as a data subject

You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.

In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof from you that you are the person you claim to be.

Furthermore, you have a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.

Finally, you have a right to object to processing within the scope of the law.

A right to data portability also exists within the framework of the data protection legal requirements.

Our data protection officer

We have designated a data protection officer.

You can reach him as follows: LOROP GmbH, Dennis Schulz, Landgrafenstraße 16, 10787 Berlin, E-Mail:

Right of complaint to a supervisory authority

You have the right to complain about the processing of personal data by us to a supervisory authority for data protection.

Data protection information for applicants

We are pleased that you are interested in us and are applying or have applied for a position in our company. We would like to provide you below with information on the processing of your personal data in connection with your application.

Who is responsible for data processing?

The controller in terms of data protection law is

i-potentials GmbH

Zimmerstrasse 79/80

10117 Berlin

You can find further information about our company, details of the persons authorized to represent us and also further contact options in our imprint on our website: https://i-potentials.de/en/impressum/

Which of your data do we process? And for what purposes?

We process the data you have sent us in connection with your application in order to assess your suitability for the position (or other open positions in our companies, if applicable) and to carry out the application process.

What is the legal basis for this?

The primary legal basis for processing your personal data in this application procedure is Section 26 of the BDSG. According to this, the processing of data required in connection with the decision on the establishment of an employment relationship is permissible.

Should the data be required for legal prosecution after the conclusion of the application procedure, if applicable, data processing may be carried out on the basis of the requirements of Art. 6 DSGVO, in particular to safeguard legitimate interests pursuant to Art. 6 (1) lit. f) DSGVO. Our interest then consists in the assertion or defense of claims.

How long is the data stored?

Data of applicants will be deleted after 6 months in case of rejection.

In the event that you have agreed to further storage of your personal data, we will transfer your data to our applicant pool. There, the data will be deleted after two years.

If you are awarded a position during the application process, your data will be transferred from the applicant data system to our HR information system.

To which recipients is the data passed on?

We use a specialized software provider for the application process. This provider acts as a service provider for us and may also become aware of your personal data in connection with the maintenance and servicing of the systems.

The provider is: Avature GmbH, Reichenbachstraβe 26, 80469 Munich, Germany.

Avature uses sub-processors from third countries, so that a third-country transfer of your personal data is not excluded. Therefore, we have concluded so-called standard contractual clauses with the provider. In addition, the group of companies behind it is also listed on the official website of the Data Privacy Framework: https://www.dataprivacyframework.gov/s/participant-search/participant-detail?id=a2zt0000000TOQNAA4&status=Active.

Your applicant data will be sifted by the HR department after receipt of your application. Suitable applications are then forwarded internally to the department managers for the respective open position. The further procedure is then coordinated. In principle, only those persons in the company have access to your data who require this for the proper conduct of our application process.

Your rights as a data subject

You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.

In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof from you that you are the person you claim to be.

Furthermore, you have a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.

Finally, you have a right to object to processing within the scope of the law.

A right to data portability also exists within the framework of the data protection legal requirements.

Our data protection officer

We have designated a data protection officer.

You can reach him as follows: LOROP GmbH, Dennis Schulz, Landgrafenstraße 16, 10787 Berlin, E-Mail:

Right of complaint to a supervisory authority

You have the right to complain about the processing of personal data by us to a supervisory authority for data protection.

Data protection information for online meetings, telephone conferences and webinars via “Microsoft Teams” from i-potentials GmbH

In the following, we would like to inform you about the processing of personal data in connection with the use of “Microsoft Teams”.

Purpose of the processing

We use the “Microsoft Teams” tool to conduct telephone conferences, online meetings, video conferences and/or webinars (hereinafter: “online meetings”). “Microsoft Teams” is a service of the Microsoft Corporation.

Responsible

The responsible party for the data processing directly related to conducting ‘online meetings’ is i-potentials GmbH, Zimmerstraße 79/80, 10117 Berlin.

Note: Insofar as you access the “Microsoft Teams” website, the “Microsoft Teams” provider is responsible for data processing. However, accessing the website is only necessary to use “Microsoft Teams” in order to download the software for using “Microsoft Teams”.

If you do not want to or cannot use the “Microsoft Teams” app, you can also use “Microsoft Teams” via your browser. The service is then also provided via the “Microsoft Teams” website.

What data is processed?

Various types of data are processed when using “Microsoft Teams”. The scope of the data also depends on the information you provide before or when participating in an “online meeting”.

The following personal data is processed:

User information: e.g. display name, email address if applicable, profile picture (optional), preferred language

Meeting metadata: e.g. date, time, meeting ID, phone numbers, location

Text, audio and video data: You may have the option of using the chat function in an “online meeting”. In this respect, the text entries you make will be processed in order to display them in the “online meeting”. To enable the display of video and the playback of audio, the data from the microphone of your end device and from any video camera on the end device will be processed for the duration of the meeting. You can turn off the camera or mute the microphone yourself at any time using the “Microsoft Teams” applications.

Scope of processing

We use “Microsoft Teams” to conduct “online meetings”. If we want to record “online meetings”, we will transparently notify you in advance and, if necessary, ask for your consent.

If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will not usually be the case.

Automated decision-making within the meaning of Art. 22 GDPR is not used.

Legal basis for data processing

Insofar as personal data of employees of i-potentials GmbH are processed, § 26 BDSG is the legal basis for data processing. If personal data is not required for the establishment, execution or termination of the employment relationship in connection with the use of “Microsoft Teams”, but is nevertheless an elementary component of the use of “Microsoft Teams”, Art. 6 para. 1 lit. f) DSGVO is the legal basis for data processing. In these cases, we are interested in the effective implementation of “online meetings”.

Otherwise, the legal basis for data processing when conducting “online meetings” is Art. 6 (1) point b GDPR, insofar as the meetings are conducted in the context of contractual relationships.

If no contractual relationship exists, the legal basis is Art. 6 (1) point f GDPR. Here, too, our interest lies in the effective conduct of “online meetings”.

Recipients / disclosure of data and data processing outside the European Union

Personal data processed in connection with participation in “online meetings” will not be passed on to third parties, unless they are specifically intended for disclosure. Please note that content from “online meetings”, as with in-person meetings, is often used to communicate information with customers, prospects or third parties and is therefore intended to be shared.

Other recipients: The provider of “Microsoft Teams” necessarily obtains knowledge of the above-mentioned data to the extent provided for in our contract processing agreement with “Microsoft Teams”.

In addition, we use transcription software to conduct video conferences effectively and efficiently, taking notes on the course of the conversation. In this context, your data will be passed on to the provider “Bliro” (bliro GmbH, Schellingstraße 112, 80798 Munich). We have concluded an order processing contract with Bliro. Bliro uses further sub-processors from the USA, but has assured us that the requirements of Art. 44 ff. DSGVO are met. In particular, European server locations have been configured wherever possible. Furthermore, Data Privacy Framework certifications are available for these sub-processors.

Data protection officer

We have appointed a data protection officer.

You can contact him as follows: LOROP GmbH, Dennis Schulz, Landgrafenstraße 16, 10787 Berlin, email:

Your rights as a data subject

You have the right to information about the personal data concerning you. You can contact us at any time for information.

If you request information that is not in writing, please understand that we may ask you to provide proof that you are the person you claim to be.

Furthermore, you have the right to rectification or erasure or to restriction of processing to the extent permitted by law.

Finally, you have a right to object to the processing within the scope of the legal requirements.

A right to data portability also exists within the framework of data protection regulations.

Deletion of data

We generally delete personal data when there is no longer any need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services, to check and grant or defend against warranty and, if applicable, guarantee claims. In the case of statutory retention requirements, deletion will only be considered after the respective retention requirement has expired.

Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with a data protection supervisory authority regarding our processing of personal data.