What is it like to use Taleo

Company agreement for the use of the Taleo application system


Taleo is rental software (Service On Demand). The system is operated by the service provider of the same name (located in the USA) with the data of the company concerned. Special problems arise if the server location is in a country without a data protection law.

This general works agreement regulates the use of the Taleo Enterprise Edition software system to support recruitment management at the company ..... Both internal and external applications are supported.

The use of the software is intended, in particular, to accelerate the application process from the posting of positions to the filling of the vacancy and to make it more transparent for everyone involved. This agreement serves to combine the stated objectives with the protection of personal rights for all persons concerned.

The system is used in the group .... worldwide and according to an application server principle by the service provider Taleo, who operates the program with the data from [name of company].

All positions are advertised in the system and can be viewed worldwide - without restriction of authorization - on the Group's intranet. An electronic library with sample texts is available to describe the positions. A tender for the system is only released after a quality and compliance test has been carried out by the responsible HR officer in consultation with the line manager concerned. Newly entered texts can be added to the sample text library by the personnel officer.


At this point, a description of the skills requested for applications and the skill level would also be useful. It should be achieved that, if possible, only objectively assessable skills are asked; on the other hand, it should be ruled out that purely subjective assessments are asked, as is often the case with so-called soft skills (critical skills, communication skills, teamwork, etc.) Perhaps it is also good to specify the so-called skill level (e.g. know - can - master ...) in the agreement so that they are not handled differently. See also skill management.

The applicants are offered registration for an applicant pool; this is a prerequisite for participating in a specific application, but can also be done independently of a specific application, e.g. to signal interest in future vacancies.

No distinction is made between internal and external applicants.

The personal data (master data) stored for each participant in the applicant pool are agreed in Appendix 1.

Each applicant has access to his own master data and can change and delete it; The physical deletion in the system takes place automatically as soon as the user concerned is no longer involved in an ongoing application process.

If there is no contact between the applicant and the system for a period of twelve months, the applicant receives an automatically generated email asking whether he is interested in keeping his data in the applicant pool. If he rejects this [or: if he does not expressly agree], his data will be deleted. This process is done programmatically without anyone viewing the data.

The additional data requested for a specific application depend on the type of position. The data used in all applications regardless of the type of position are agreed in Appendix 2. This includes in particular the information about the origin of the application information and the evaluation of the application by the line manager and the personnel officer.

Every applicant can withdraw their application at any time; In this case, access to the data relating to the application process is blocked for line managers and HR officers, and after the application concerned has been completed, it is automatically deleted.

An automated selection of applicants by the system is expressly excluded. The system only provides search criteria according to which line managers and HR officers can display the applications. The desired degree of correspondence between the search criteria and the information provided by the applicant can be set.

The permitted search criteria could be specified at this point in the agreement, e.g. as a list from which a selection can be made for an individual application process.

With their expressly given consent, applicants can arrange for their application to be used for other positions with a similar requirement profile.

The storage of all applicant names (rejected and accepted) in the positions is critical. The software company justified this with the requirement for the production of statistical evaluations. However, quantitative information is sufficient for this (e.g. number of internal or external applicants).

The handling of information for the severely disabled is a problem under data protection law. It must be clarified whether there is a provision in the text of the agreement or whether this should be referred to in Appendix 1.

In particular, internal applicants are offered the opportunity to submit their application using written documents in addition to the electronic route. For this purpose, an address will be published in the job posting to which you can contact.

The staff area provides kiosk computers that can be used to make your entries while maintaining discretion.

If this is not used, the applicant must give their consent that the data on a completed application form can be entered into the system by a personnel officer. You will then receive a mail account which you can use to call up messages from the system on a kiosk PC. The further procedure is based on the provisions of section 4.

The data is stored on a server of the service provider, currently in [location of the server]. A change of the server location is communicated to the general works council.

Personal data are only collected, processed and used in accordance with the provisions of German data protection law; this is agreed through corresponding contracts between the [name of the company] and the corporate headquarters on the one hand and the corporate headquarters and the service provider Taleo on the other. The GBR has the right to inspect these contracts at any time and to review them with regard to the data protection provisions.

The contracts ensure that the service provider processes and uses personal data only in accordance with the requirements of the German Federal Data Protection Act or comparable regulations such as the data protection directive of the European Community or the Safe Harbor Agreement applied in the USA. In particular, it is ensured that the control rights and intervention rights of employees in accordance with the BDSG are also guaranteed with regard to the stored data.

Processing at a location for which the stated conditions are not met is expressly excluded.

Appendix 2 contains documentation of the reports that can be created with the help of the system. The group of authorized persons is noted in the annex. The annex also shows whether applicants are identified by name in the respective report.

The various authorization roles used in the system (applicant, line manager, HR officer, superuser) are described in Appendix 4.

Every person participating in the system has access to their own data in the applicant pool as well as to the data they have entered in ongoing application processes. In doing so, she can set up a personal profile (see Appendix 1) and specify the criteria according to which automatic notification of newly advertised positions is sent by e-mail; she can change these criteria at any time. There is no access for other people. In particular, so-called data mining is excluded, i.e. the direct search for people who meet the requested requirements without having applied for a job does not take place.

In addition, a strict "landlord principle" applies, i.e. each person only has access to data that relates to their immediate area of ​​responsibility:

The line managers only have access to the applications for positions advertised by them in their immediate area of ​​responsibility. This authorization is limited to the direct superiors of the affected area as well as to a representative appointed by these persons. In particular, they cannot see whether employees in their area of ​​responsibility have applied for other positions.

The speakers in the Human Resources department have access to all applications in their immediate area of ​​responsibility. You can also set up campaigns that trigger e-mails to the persons registered in the applicant pool according to their notification criteria. The identity of the notified employees is not revealed.

Line managers and HR officers have access to the applicant master data only within the context of ongoing application processes. The access rights for the reports offered by the system beyond the direct support of the recruitment process result from Appendix 3.

The Taleo system receives the job advertisement texts from the system ...., the position and communication data relating to the positions from SAP and .... There are no other interfaces.

The general works council has the right

  • the library texts to support job descriptions,
  • concrete description of positions in his area of ​​responsibility as well as the questions used for the application,
  • Selected examples of the reports that can be created with the help of the system

to be viewed at any time.

Changes to the annexes to this agreement require mutual agreement. If this does not come about, an arbitration board to be set up in accordance with Section 76 (5) of the BetrVG decides. The same applies to cases in which this agreement provides for mutual agreement on both sides.

Information obtained in violation of the provisions of this agreement may not be used to justify personnel measures.

Planned changes and expansions to the system and the system use procedure are discussed with the general works council before they are implemented. If one side claims that the provisions of this company agreement are no longer complied with, an amendment will be negotiated with the aim of reaching an amicable settlement.

This company agreement comes into force on ... It can be terminated with a notice period of three months to the end of a calendar year, for the first time on December 31 ... In the event of termination, it will take effect until a new regulation has been concluded.

General principles for operating an applicant system