Application process

As part of the application process, you can set up and manage an account in the career portal after configuring a username and password. You can use further options in the softgarden applicant management system beyond the individual application and make your individual settings (e.g. inclusion in a talent pool).

For an efficient and promising application, you can provide the following information as part of your application to us:

• Contact details (address, telephone number)
• Curriculum vitae data e.g. school education, vocational training, work experience, language skills
• Profiles in social networks (e.g. XING, LinkedIn, Facebook)
• Documents in connection with applications (application photos, cover letter, references, work samples, etc.)

The legal basis for processing for the purpose of carrying out the application procedure and initiating an employment relationship is Art. 6 I b) GDPR or the applicable national law. In addition, the use of the applicant management system by the data controller is in the legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR. If consent within the meaning of Art. 6 para. 1 lit. a) is required for a specific processing activity, this will be obtained separately and transparently from you by the data controller, unless it results from conclusive and voluntary behaviour on your part in accordance with the transparency requirement, such as voluntary participation in a video interview.

Transfer of personal data

Your data will not be disclosed to unauthorised third parties within the scope of the applicant management and will be processed for the purposes stated in this data protection declaration. Thus, the inspection by internal departments and specialist managers of the person responsible is in the legitimate interest, insofar as knowledge of the details from the application procedure is necessary and permissible for the selection of applicants or internal administrative purposes of the company. For this purpose, your details may be forwarded to third parties within the company by e-mail or within the management system. The legal basis may be Art. 6 I b) GDPR or the applicable national law, Art. 6 para. 1 lit. f) as well as a) GDPR.

The transfer to third parties also takes place within the framework of commissioned processing pursuant to Art. 28 GDPR, i.e. within the framework of processing activities in which the controller has a legitimate interest in outsourcing processing activities that it is otherwise entitled to carry out itself. For this purpose, the controller shall take the measures to ensure compliance with the data protection provisions.

A transfer to external third parties may also take place for the defence of legal claims on the basis of legitimate interest or in the context of the investigation of or disclosure to state authorities, insofar as a law requires this or there is an obligation to disclose. The information obligations vis-à-vis data subjects within the meaning of Articles 13 and 14 of the GDPR are ensured in advance of the transfer in question, insofar as these are to be fulfilled separately.

CV-Parsing with Textkernel

We process and analyze documents uploaded by you using AI in order to extract CV data and convert them into a structured form (so-called "CV-Parsing"). 

In order to ensure affected parties' rights and security standards, a contract for order processing has been concluded with the providing service provider. Processor is the ISO27001-certified provider Textkernel B.V. Nieuwendammerkade 26 A 5, (1022AB) Amsterdam, The Netherlands. The data processing takes place on a server in Germany in a secure environment. 

The legal basis for processing is Art. 6 I b) GDPR (or applicable national law) and Article 6 (1) lit. f) GDPR in order to initiate an employment relationship and to make the application process efficient for you. Personal data will not be transferred to unsafe third countries. Your data is routinely deleted from the cache once a week.

softgarden Feedback Module

In order to optimise our application procedures, softgarden will give you the opportunity to provide feedback at various stages of the process. In doing so, the title, the location of the position, the job category and the type of employment for which you have applied will be recorded. This information, together with your feedback, may be transferred to external partners such as kununu. No personal data will be collected other than the job title, the location, the job category and the type of employment of the position. The transmission of personal data will not take place. The legal basis for this is Art. 6(1) Sentence 1 Point f of the GDPR.

Subscribing to notifications of new vacancies

On the Careers Board, there is an option for you to subscribe to being automatically informed about new vacancies at Demo AG. You will be notified either by an e-mail newsletter or via an RSS feed. In setting this up, the target groups, types of job and location can be entered in order to provide more specific detail for your subscription. You can, however, also subscribe to being sent information on new vacancies without giving any further details.

If you want to be informed about new vacancies via our e-mail newsletter, we will need your e-mail address. The legal basis for this is your consent to being sent the newsletter in accordance with Art. 6 para.1 point (a) of the GDPR. You may revoke your consent to being sent the newsletter at any time via the link to unsubscribe which can be found in the newsletter.

No personal data is processed in order to provide information on vacancies via the RSS feed.

Video application with Pipe Services S.r.l.

We use a platform of Pipe Services S.R.L. Street Soseaua Colentina 16, Building A2, Floor 4, Apartment 31, Bucharest, 021177, Romania, to allow you to attach videos of up to three (3) minutes to your application. The video data will first be processed on the servers of Pipe Services S.R.L. at Hetzner Online GmbH in Nuremberg, Germany. The video itself and the metadata of the video (name of the file, devices used, IP, user agent, length of the video) are being transmitted and processed there. The data is encrypted in all of the above situations during transmission via wss and https. The raw file of the first recording is stored on the recording media server for a certain period of time (approx. 1 hour) before it is moved to the transcoding server. The file will be then deleted in the recording media server. The data is encrypted during transfer from the media server to the transcoding server via https. The recordings are stored for the duration of the processing. Processing typically involves the following steps: converting the video data to H.264 (if required), converting the audio data to AAC (if required), applying the transformations specified in the transcoding engine, extracting a snapshot, extracting a filmstrip, rotating the videos and applying a watermark. The result will be the following files after processing: transcoded .mp4 and .jpeg snapshot. These files are programmatically deleted from the transcoding server as soon as they have been transferred to the storage options configured by the client (data centre softgarden). A third country transfer does not take place. More details can be found in the data protection information of Pipe Services S.R.L. In the data centre of softgarden e-recruiting GmbH, the duration of the storage of your data is linked to the duration of the storage of your other applicant data. Uploading a video is voluntary and with your consent, which is given by uploading a video. The legal basis for the consent is Art. 6 para. 1 lit. a DSGVO. The processing is carried out for the purpose of efficient and clear handling of the application process as well as the provision of a possibility to upload an application video.

Reporting Career Site

We use the web analytics service Matomo (formerly Piwik), a service of InnoCraft Ltd, Waterloo Quay PO625, 6140 Wellington, New Zealand, to analyze and regularly improve the use of the careers site. Matomo is used with the "AnonymizeIP" extended version. This means that IP addresses are used exclusively in anonymized form. The IP addresses that your browser transmits via Matomo are not merged with other data collected by us. Therefore, no direct reference to a person can be made and no personal data is processed. No data is sent to servers outside of softgarden\'s control, as Matomo is used in the on-premise variant and the data is stored exclusively by softgarden. Analysis data tracked by Matomo includes: Referrer URL, browser type, browser language setting, screen resolution, device type, sub-pages visited, job ads accessed, city/region from which the call was made (the exact geo-location is not stored), day and time of access, bounce rate. For information on Matomo\'s privacy policy, please visit https://matomo.org/privacy/ . Softgarden processes the data for its own purposes, in order to improve its products and services and to provide the functionalities specified in this section: - Analytics and Statistics about the use of the Software (anonymized), - Analysis of pseudonymous data sets (report generation, quantitative analyses). The legal basis for the analysis of anonymized user behavior is the legitimate interest of softgarden pursuant to Art. 6 para. 1 lit. f) GDPR.

Onboarding Solution

With the Onboarding Solution, HR departments have the possibility to transfer recruited applicants directly into the onboarding process.

Personal data is processed in accordance with the regular application procedure. If the recruited employee was not in the application process, he or she can still be included in the Onboarding Solution. The following personal data will be processed:

• Applicant (surname / first name & last name)
• private applicant e-mail
• optional: future business e-mail

The data is regularly displayed to the responsible users and processed as part of the onboarding process. The deletion periods depend on the settings made by the customer. If an applicant has been imported into the onboarding tool but has not yet been recruited and is deleted by the customer at this stage, the applicant will be permanently deleted immediately. After registration after recruitment (with a business e-mail address), the user will be moved to a "Deleted" pool for 7 days in the event of manual deletion by the administrator, after which his/her data will be anonymised in such a way that it is no longer possible to draw conclusions about the person.

The legal basis for the processing of your data is the implementation of onboarding in the context of an existing employment relationship, Art. 6 (1) lit. b) and f) GDPR.

For electronic signatures (e-signatures) as part of our onboarding solution, we use the provider DocuSeal, LLC, headquartered at 332 S Michigan Ave, Suite 121 #5896, Chicago, IL 60604, USA.

The software is operated as an open-source solution on-premises within the standard softgarden infrastructure, i.e. it runs entirely in the server environment provided by softgarden in Germany and does not access any external servers, with the exception of connecting to a certificate signature, whereby no personal data is transmitted. For this reason, DocuSeal is not a sub-processor within the meaning of Art. 28 GDPR.

Only a PDF checksum is transferred to create a trustworthy signature. The actual content is not transferred.

External services are also used for the technical signature process, namely the DocuSeal Signing Server and an RFC 3161-compliant timestamp server. These external services do not function as storage locations for documents or personal data, but serve exclusively to cryptographically secure the signature process.

In this process, it is not the document itself that is transmitted, but only a cryptographic hash value (checksum, digital fingerprint) of the respective PDF document. This hash value does not allow any conclusions to be drawn about the content or personal data contained therein.

Data processing by DocuSeal is carried out on the basis of Art. 6(1)(b) GDPR, insofar as it is necessary for the performance of contractual services within the scope of the Onboarding Solution.

No personal data (pii) is transferred to third countries. The only external connection is for certificate creation – here, only technical verification information (checksum) is transferred, no personal (pii) or content data.

Salary statistics module

softgarden will give you the opportunity, in different steps of the application process, to provide feedback on your salary expectations and salaries offered to you. The information transmitted will be anonymised. The information is stored without linking to your name and contact details and is used for statistical purposes to further enhance the application process in the future.

The legal basis for this is Art. 6(1) Sentence 1 Point f of the GDPR.

Social Share buttons

It is possible to share the job ads on different social networks. Different buttons are offered per network. After clicking on one of these buttons, you will be directed to the respective networks and will be taken to their login pages. These buttons do not represent plug-ins and do not transmit personal data directly to the operators of the social networks. 

Currently, job ads can be shared on the following social networks: 

• Facebook ( https://de-de.facebook.com/privacy/explanation )
• X ( https://x.com/en/privacy )
• LinkedIn ( https://www.linkedin.com/legal/privacy-policy?trk=uno-reg-join-privacy-policy )
• Xing ( https://privacy.xing.com/de/datenschutzerklaerung )

The legal basis is Article 6 (1) lit. f) GDPR for statistical analysis and range measurement of job advertisements.

You can also find out how the aforementioned social networks process your personal data by using the links provided. We have no influence on the processing of your personal data by the social networks.

Online surveys with easyfeedback

At the end of the application process via the softgarden recruiting platform a survey link can be displayed. This will lead to an external anonymous survey with the service provider easyfeedback GmbH in Koblenz. The survey is conducted and evaluated by softgarden. The aim of this survey is to improve and further develop the softgarden products and services as well as to increase the application experience and to conduct studies on recruiting trends.

The collection of the survey data is secured by SSL encryption SHA256 (SSL 3.0 Fallback deactivated) and is only available to the author (customer) via an identically secured connection.

Participation in the survey is voluntary for you. You have the possibility to cancel the survey at any time by closing the browser window. The answers given so far are made available to softgarden.

Your participation in the survey is basically anonymous. The survey system cannot establish any connection between you and the results.

Legal basis is Art. 6 para. 1 p. 1 lit. f DSGVO (legitimate interest). softgarden's legitimate interest is to improve and develop softgarden products and services as well as to increase the application experience and to conduct studies on recruiting trends.

The options cookie tracking and IP-blocking to prevent multiple participation are not activated.

You can find more information on this in the easyfeedback data protection information: https://easy-feedback.de/privacy/datenschutzerklaerung

Talentpool

As part of your application or via the "Stay in touch" button, you have the opportunity to recommend yourself for our talent pool. Processing is necessary in order to be automatically considered for further vacancies, i.e. for similar or otherwise suitable positions. 

When you register for the talent pool using the Get In Contact button, the following information is queried: 

• Salutation, academic title (optional)
• First, last name, e-mail address
• Job fields in interest
• Current career level
• Preferred location(s)
• XING profile or CV

The inclusion in the talent pool takes place on a purely voluntary basis with your consent as well as by using an opt-in link. The legal basis is Art. 6 (1) lit. f) GDPR. Furthermore, after [reminder  interval  talent  pool] months we will write to you to see if you still want to be part of the talent pool.

Pitchyou

As part of recruiting, Mustergesellschaft offers the opportunity to apply via WhatsApp. For this  purpose, the Pitchyou service of SBB Software und Beratung GmbH in Germany, Naila, is used, which enables a connection and forwards the information provided into  the  recruiting system. Your data will be cached by the provider  for 24 hours and then deleted.

We have no influence on data processing by WhatsApp. The privacy policy of WhatsApp apply to the processing, which you must agree to in advance. We would like to point out that the information you provide is stored and processed in the USA.

The legal basis for the processing is your consent in the sense of Art. 6 para. 1 lit.a) GDPR and Art. 6 I b) GDPR to carry out the application process. Further information on data processing  by  Pitchyou can be found at https://www.pitchyou.de/datenschutz.

Transfer of application status

If you apply to us via a job board (e.g. Hellowork, Stepstone), the data you submit will be automatically transferred to our recruiting system.
With some of these job boards, you have the option of tracking the status of your application in your account with the respective job board. For this purpose, our service provider, softgarden e-recruiting GmbH, transmits the status of your application (receipt, processing of the application, rejection) to the job exchange on our behalf. The transmission of the status in your account with the job exchange takes place with a time delay (up to four weeks) so that we can inform you personally about the status of your application in advance.
The legal basis for data transmission is Art. 6 para. 1 lit. b GDPR (initiation of an employment relationship).

Further information on data processing can be found in the data protection information of the respective job exchange you have applied through.

AI Matching

Recruiting by text message

We offer you the option to submit your application via certain messenger services to make the application process quick and convenient. If you choose this option and apply via one of the available messenger services, the application data you enter and any other messages you send during the chat will be processed by the respective messenger service provider.

For details on how these messenger services process your data, please refer to the respective privacy policies of the providers: WhatsApp, Telegram, Facebook Messenger. Please note that we have no influence over how these messenger services themselves process your data.

The messenger services are technically connected to our recruiting system via specialized messaging service providers.

Applications submitted via Telegram or Facebook Messenger are connected to our recruiting system through the service MessengerPeople, operated by MessengerPeople GmbH, St.-Martin-Straße 63, 81669 Munich, Germany. MessengerPeople forwards your messages directly to our recruiting system and may therefore have access to the data you provide during the application process. In order to provide the service, MessengerPeople processes the personal data you have stored with the respective messenger service, in particular your first and last name, your device information, your profile picture, and the exchanged messages. MessengerPeople acts strictly in accordance with our instructions and is contractually obligated to process your personal data in compliance with the GDPR.

Applications submitted via WhatsApp are currently connected to our recruiting system through messaging service providers. During a technical transition phase until the end of May 2026, the connection may be established either via MessengerPeople GmbH or via 360dialog GmbH. Both providers forward the messages you send via WhatsApp directly to our recruiting system in order to enable the application process. From 1 June 2026 onwards, the processing of applications submitted via WhatsApp will be carried out exclusively through 360dialog GmbH.

360dialog does not store message content or media files. For operational purposes, only technical message logs (such as message ID, sender, recipient, and delivery status) may be processed.

The legal basis for this data processing is Article 6(1)(b) GDPR. We process the data you provide solely for the purpose of initiating an employment relationship. If you wish to apply via messenger, you must provide the data required for this process. If you do not want your data to be transmitted to the service providers mentioned above, please use our alternative application methods.

As part of the data processing, your personal data may be transferred to locations outside the European Union. Such transfers only take place where legally permitted. If the European Commission has not issued an adequacy decision for a third country, we use the EU Standard Contractual Clauses as appropriate safeguards for the transfer of personal data to third countries.

You may cancel the application process at any time by using the command /cancel in the chat window. In this case, all data entered up to that point will be deleted.

If you applied via WhatsApp, you can also request the deletion of your messenger-based application data using the data deletion link provided during the application process. After submitting the request, the application data associated with your phone number will be deleted from our systems.

If your application has been completed and successfully transferred to our recruiting system, your interview data will be deleted by MessengerPeople after 180 days, where applicable. The general deletion rules apply to your application stored in our recruiting system (see Section 6).