Additional note: We will not process your personal data based on our legitimate interests if we determine in a case-by-case assessment that our interests are overridden by your interests or fundamental rights and freedoms. If you wish to receive further information on our assessment, please contact our Data Protection Officer at [email protected].
What systems, including Artificial Intelligence (AI) technologies does Allianz use when processing your personal data?
Allianz uses the following systems when processing your personal data:
- Our recruiting system, which enables:
- creation of job postings on the Allianz Careers website
- creation of candidate profiles
- processing of all job applications
- recording of job offers, leading to an onboarding process of the successful applicants
- Our content management system, which offers Candidate Relationship Management functionalities as well as AI technologies which enhance the efficiency and effectiveness of our recruitment process and management of our candidate pools. Following are the AI technology components we use:
- Resume parser: an AI tool which automatically structures data from your submitted CV (resume) and other documentation so that we can use this data when engaging with you as a potential candidate or job applicant;
- Fit score: an AI technology which provides an indication of a likely fit/match between your profile and an advertised position. The fit score generated by this AI technology considers a limited number of job-relevant parameters (job title, experience, location & skills) and serves as an indicator to our recruiting teams when assessing your suitability for a particular position you applied for. Settings for the above mentioned parameters are always determined by the recruiters, depending on the job requirements and specifications;
- AI Discovery: is a collection of Fit score recommendations if you have not yet applied for a job, however agreed to your profile being processed by AI technologies, which assist our recruiters in finding suitable candidates for existing openings. This includes if you signed up for a Talent Community or shared with us your personal data and documents directly via the Careers portal or by interacting with the chatbot;
- Video/ audio transcriptions: are automated transcriptions of submitted recordings during the screening process;
- Automated interview scheduling: is a tool which enables faster organization of a suitable interview time slot with a to-be-interviewed applicant with Allianz business/ HR representatives;
- Personalization on demand: is a functionality which enables you to interact with our website in an easy, interactive and intuitive manner to generate personalized job suggestions, help you create a lead profile easily so that we can contact you in case of suitable job opportunities;
- Chat bot: our Chat bot is an AI based functionality which you can access on our Careers Portal, if you prefer a more conversational and digital interaction with machine-based bot to ask questions, search and even apply for a current open job posting, create your profile and setup job alerts.
Important note regarding the AI technologies:
As per the AI Act issued by the European Commission, in force since 1. August 2024, the AI systems intended for use in the recruitment or selection of natural persons, in particular when placing targeted job advertisements, analyzing and filtering job applications and evaluating candidates, are considered High Risk AI Systems. Allianz applies strict technical and organizational controls to ensure ongoing and proactive management of the risks associated with the use of such AI Technologies, including human oversight, bias detection, cybersecurity measures, accuracy checks and record management. The only AI functionality which uses pseudonymized personal data of our candidates for training purposes is the automated interview scheduling. Allianz relies on legitimate interest as a legal basis for such processing as any potential adverse impact on you as a candidate/ job applicant when using pseudonymized data for training is assessed as low.
Does Allianz use automated decision making when assessing your profile/ job application?
Allianz considers the Fit score and AI Discovery functionalities as automated decision making (referencing Article 22 (1) of the GDPR). The functionalities produce a Fit score, which serves as an input/ recommendation on the likely fit of your profile for a job or a potential job to our recruiters when determining the next steps in the recruitment/ selection process (hence resulting in a legal effect to you as an applicant or as a lead). We use these functionalities either with your explicit consent, or where you have accepted use of such functionalities as part of our service to you. This includes asking for job recommendations based on the data and documents you provide to us on our Careers portal website, and joining a Talent Community (please refer the section Your Rights in regard to your rights in case you wish to withdraw your consent or unsubscribe from our services).
How does the Fit score work
The suggested fit scores use a limited number of job-relevant parameters (job title, experience, location & skills) to assess your likely fit against the job requirements and may not assess any additional and important aspects. As such, we have implemented robust organizational measures, training and quality controls to ensure human oversight of the accuracy of the fit score functionality and fairness during the profile/ application process. As an example, Allianz recruiters are able to add information to your profile or correct any information, which may not be processed accurately by the AI. Further, recruiters always determine the selection of applicants for an interview with hiring managers and their teams. This may include additional information requests/ screening questions sent to applicants, which are always triggered and reviewed by recruiters. Likewise, decisions to ultimately hire successful candidates are always made by humans. Should you wish to obtain more information about how your particular profile/ job application was processed using automation/ AI, please contact our data protection officer at [email protected].
How long we keep your information?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, primarily for the purposes of satisfying any legal, accounting, or reporting requirements.
We retain candidates’ personal data for 12 months. Personal data of candidates who become employees is held in accordance with the Employees’ Record Retention Policy.
Where will my personal data be processed?
Your personal data may be transferred to and/or accessed from a country outside the European Economic Area (“EEA”), such as (but not limited to) the United States and India. In such cases, we will always take steps to ensure that any transfer of information outside the EEA is carefully managed to protect your privacy rights. These transfers may involve Allianz Group companies and trusted third-party service providers supporting business functions.
Such transfer/access within the Allianz Group will be covered on the basis of the Allianz Group binding corporate rules (BCRs) which contractually obliges each member to ensure that your personal information receives an adequate and consistent level of protection wherever it is transferred within the Group.
Certain Allianz Group entities outside the EEA may be granted limited, secure remote access to this data to perform these functions. This access is granted only when necessary and under strict security and authorisation protocols.
Where we transfer your data outside the EEA to a non-Allianz Group member or other companies providing us with a service, we will rely on:
- Adequacy decisions under Article 45 of the GDPR (e.g., transfers to countries like the UK), or
- Standard Contractual Clauses (SCCs) approved by the European Commission under Article 46 of the GDPR, or
- Other recognised safeguards such as participation in Data Privacy Frameworks approved by the European Commission under the Article 45 of the GDPR.
Theses assurances are well recognised certification schemes like Standard Contractual Clauses. We will only transfer your personal information to countries which are recognised as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights. Any requests for information we receive from law enforcement or regulators will be carefully validated before personal information is disclosed.
Who will have access to your personal data?
In order to properly and efficiently perform the recruitment process and to comply with legal obligations, Allianz may disclose personal data to:
- HR-related functions within Allianz (recruiters, HR business partners, HR shared services centers, HR super administration users involved in processing your job application or providing support regarding your account)
- Hiring managers in business functions where a job opportunity exists (only relevant to shortlisted candidates by the recruiters)
- Allianz Companies (refer to the Career Portal’s fair processing notice Section 4)
- Third party agents, service providers and advisers (commissioned by us to provide HR services and IT maintenance/ support):
- Allianz Technology, Germany
- SAP Deutschland SE & Co. KG, Germany
- Talentcube GmbH, Germany (additional third parties may be included, depending on the location and local service arrangements of each Allianz company)
- Third parties, where required or permitted to do so by law or a requisite Court Order to do so which may include our service providers and statutory bodies, including Workplace Relations Commission, Equality Commission in NI, An Garda Síochána / PSNI, the Revenue Commissioners, HMRC and Professional Bodes such as the Insurance Institute of Ireland.
- Legal advisors, Auditors, Other agencies (where applicable)
- Relevant public authority (where applicable) Supervisory authorities in other EEA Member States for the purpose of performance of their functions.
- Supervisory authorities in countries outside of the EEA where permissible under data protection legislation (i.e. generally, where the European Commission has made an adequacy decision in relation to the country in question or where other appropriate safeguards are in place).
- Other parties in the event of any contemplated or actual reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in any insolvency or similar proceedings).
Allianz requires all third parties to respect the security and confidentiality of personal data disclosed to them. Third-party service providers may only process such personal data for specified purposes and in accordance with Allianz’s instructions.
Your Rights
If your personal data is processed by Allianz, you have certain rights in relation to that data, which are outlined in summary form below. Allianz may require further information from you before we can respond to your request. The scope of certain rights may be subject to restrictions or exceptions provided for under data protection legislation.
All requests to exercise your rights will be duly considered by our representatives. Should you believe that any personal data we hold on you is incorrect or incomplete, you have the ability to request to see this information, rectify it or have it deleted. Please contact us through our DPO Office via email at [email protected] so we provide you with the necessary information.
You have the following rights:
Right of Access
You have the right to receive a copy of the personal data Allianz holds about you as well as information about how it is used.
Right to Rectification
You have the right to ask Allianz to correct personal data we hold about you where it is incorrect or incomplete.
Right to Erasure
This right entitles you to require the erasure of your personal data from Allianz’s systems and records. However, this right applies only in certain circumstances (e.g. where we no longer need the personal data for the purpose for which we collected it or where you withdraw consent to our use of your personal data and where there is no other legal basis for continuing to use it).
Right to Restrict Processing
This right entitles you to restrict the processing of your personal data by Allianz. Where this right is exercised, Allianz is still permitted to store your personal data but other use of the data is prohibited, save in certain limited circumstances.
Right to Data Portability
This right allows you to obtain your personal data in a format that enables you to transfer that personal data to another organisation where Allianz is processing your personal data on the basis of consent or on the fulfilment of a contract and if processing is carried out by automated means. You may have the right to have your personal data transferred by us directly to the other organisation, if this is technically feasible.
Right to Object
You have the right to object to the Allianz’s use of your personal data in certain circumstances. However, Allianz may continue to use your personal data, despite your objection, where there are compelling legitimate grounds to do so or we need to use your personal data in connection with any legal claims.
Right Relating to Automated Decision Making and Profiling
You have the right not to be subject to a decision based solely on automated processing (without human involvement) where that decision produces a legal effect or otherwise significantly affects you.
Right to Withdraw Consent
You have the right to withdraw your consent to the processing of your personal data by Allianz at any time. This will not affect the lawfulness of our processing before the withdrawal. We are not currently using consent as legal basis for processing candidates’ personal data.
Right to Complain to Data Protection Commission
You have the right to lodge a complaint with the Data Protection Commission (DPC) via their website www.dataprotection.ie if you think that we have not processed your personal data in accordance with data protection legislation.
Failure to provide personal information
If you fail to provide certain information when requested, we will not be able to fulfil our legal obligations or enter in a pre-contractual relationship with you.
Modifications of this policy
We may revise this policy occasionally by publishing a new version on our website. You may choose to check this page on a regular basis to note any changes to this notice.
Data Protection Officer
Our Data Protection Officer's contact details:
[email protected]
