n8n Privacy Policy for Recruiting

The controller responsible for processing your personal data is n8n GmbH, Novalisstr. 10, 10115, Berlin, Germany; email: [email protected]

In the recruiting process, we process the data of the respective candidate required or transmitted for the implementation of the process, in particular:

• Master data such as name, e-mail address, telephone number, etc.
• Applicant data such as CV, cover letter, references, salary expectations, etc.
• Data transmitted in the application process such as exchanged e-mail communication, assessment notes, coding test, test results, LinkedIn profile data etc. and
• any special categories of personal data such as health data, certificate of good conduct, etc (only where necessary and permitted by law).

There is no legal or contractual obligation to provide your data.

We process the data you provide in your application solely for the purpose of processing your application. The legal basis for this is Art. 6 para. 1 lit. b) GDPR and, insofar as special categories of personal data (e.g. information on your health, religion, ethnic origin, political orientation or other "sensitive" data) are concerned, your consent in accordance with Art. 9 para. 2 lit. a) GDPR. If you wish to exclude the processing of such special categories of data by us from the outset, we recommend that you do not provide such information and remove it from your documents or make it unrecognizable.

You can revoke your consent in whole or in part at any time with effect for the future. All you need to do is send an email with your full name to the above email address. Please note that we will then no longer be able to consider your application.

If your application is successful and you become part of our n8n team, the data you provide in your application may also be used for personnel matters in the context of employment. The legal basis for this is Art. 88 GDPR i.V.m. § 26 BDSG.

Mutual legal claims may arise in connection with the recruiting process (e.g. claims under the General Equal Treatment Act (German: Allgemeinen Gleichbehandlungsgesetz, “AGG”), pre-contractual claims for damages). The processing of personal data may therefore be necessary for the assertion or defense of such claims.
As part of the recruiting process, we may use software-based functions that automatically compare application documents (in particular CVs) with the requirements for the position to be filled. The aim of this use is to enable an initial structured and uniform pre-selection of applications. However, the decision to invite applicants to an interview or to hire them is not made exclusively by automated means. Instead, the results of the automated analysis serve as support for our HR department. A final evaluation of the applications and the decision on the further procedure is always made by our responsible employees.

In the event that you have consented to the storage and use of your data for our talent pool, we will store your application and the submitted documents for a period of up to a further 24 months. We may then process your data again in order to compare the data you have submitted with new vacancies and to contact you if there are suitable vacancies. This consent is of course voluntary and can be revoked at any time. To do so, simply send us an email with your full name to [email protected]

Your application will only be acknowledged and processed by the responsible members of the HR team and the persons involved in the recruiting process. All employees entrusted with data processing are obliged to protect the confidentiality of your data.

1. Use of Ashby. We use the Ashby ATS tool, a service provided by Ashby HQ, Inc, 548 Market St PMB 45196, San Francisco, CA 94104-5401, USA, as an external service provider for the efficient administration and handling of our recruitment processes. Ashby acts as our processor in this relationship in accordance with Art. 28 GDPR. We therefore process your personal data under our own responsibility, but using Ashby's technical infrastructure.
   The processing of the data serves exclusively to carry out the application procedure, from the receipt of your application to the possible hiring or rejection. As part of your application, the personal data you provide will be processed, including, but not limited to, contact details (name, address, e-mail address, telephone number), application documents (CV, cover letter, certificates), information about your professional experience and education, as well as data from communication with you and internal notes from interviews and feedback discussions.
   We use AI-based functions within the Ashby tool to increase the efficiency of our internal processes. However, these AI functions serve exclusively as assistive tools to support our HR managers. For example, AI functions are used to automatically summarize communication histories or to consolidate interview feedback.
   There is no exclusively automated decision-making in accordance with Art. 22 GDPR that would have legal effect on you or significantly affect you in a similar way. Any decision on the further course of your application - be it the invitation to an interview, the decision to hire or the rejection - is ultimately always made by a human employee. The AI does not make any independent decisions about your application and does not issue any rankings or numerical scores.
   If data is processed via Ashby as part of the recruitment process, this data may be transferred to Ashby's servers in the USA and stored there. Since the USA is considered a third country within the meaning of the GDPR, this data transfer is based on the EU-U.S. Data Privacy Framework (DPF). Ashby HQ, Inc. has certified itself under this framework and thus offers an appropriate legal basis for the data transfer, which guarantees an adequate level of data protection.

2. Use of Metaview. We may also use the Metaview tool in the recruitment process, a service provided by Metaview Global Ltd, 2-20 Scrutton Street London, United Kingdom, EC2A 4RJ, which we use as a processor to automatically create interview notes and summaries during our meetings, particularly as part of the recruitment process. The purpose of this processing is to optimize our internal processes and improve the quality of our personnel decisions through efficient documentation and structured analysis.
   The processing is carried out on the basis of Art. 6 para. 1 lit. b GDPR. You will be informed clearly and comprehensibly before the start of a recording and you have the opportunity to refuse the recording without this having any disadvantages for your application.
   In particular, the tool processes and stores call data (audio and, if applicable, video recordings), automatically generated transcripts and notes as well as identification data via the provider's servers.
   The AI functions of the tool serve exclusively as an assistive tool. The summaries and notes created by the AI are aids that support our HR managers in the efficient evaluation of interviews. The AI functionality is not used for automated decision-making, evaluation or recommendation services. Automated decision-making in accordance with Art. 22 GDPR therefore does not take place.
   The final decision on your application is always made by our own employees and is based on a comprehensive human assessment. The output generated by the AI only serves as part of the overall evaluation process and is subject to the control and judgment of our employees.
   We have concluded an order processing contract with the provider in accordance with Art. 28 GDPR to ensure an adequate level of data protection.

Otherwise, we will only disclose or reveal your personal data to third parties if and insofar as this is necessary and legally permissible or if there is a corresponding legal or statutory obligation to do so, e.g. if we are obliged to do so by a court.

The processing of your personal data transmitted in the recruitment process is generally carried out for the duration of the recruitment process. If we are unable to offer you employment, we will store the data you have submitted for up to six months after the end of the application process (dispatch of the rejection) in order to answer questions in connection with your rejection and to be able to comply with the obligations to provide evidence under the General Equal Treatment Act (AGG). Different deadlines for the deletion of the personal data transmitted may result from other applicable statutory provisions.

If you have given us your consent and your application is of fundamental interest, we will store your data for up to 24 months in order to contact you in the event of new job offers.

You have the option of withdrawing your application at any time. In this case, your data will be deleted immediately. However, even in this case, we reserve the right to continue to store certain data for a period of up to six months in order to comply with statutory provisions, in particular the above-mentioned obligations to provide evidence under the AGG. Different deadlines for the deletion of the personal data transmitted may result from other applicable statutory provisions.

If your application is successful, the data you provide may be used for personnel matters in the context of your employment. In this case, your data will be stored for the duration of the employment relationship and deleted after its termination, at the latest after expiry of the statutory limitation periods or preclusive periods under the employment contract that apply to the employment relationship.

In accordance with Art. 15 GDPR, you have the right to obtain information about your personal data processed by us. In particular, you can request information about the processing purposes, the types of data, the categories of recipients, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if it was not collected by us, as well as the existence of automated decision-making including profiling and, if applicable, meaningful information about its details.

Furthermore, in accordance with Art. 16 GDPR, you have the right to have incorrect data corrected and, if necessary, to have incomplete data completed.

In accordance with Art. 17 GDPR, you also have the right to erasure of your personal data stored by us if one of the grounds for erasure under Art. 17 GDPR applies (if the data is no longer necessary for the purposes for which it was processed, if you have withdrawn your consent and there is no other legal basis for the processing, if you have legitimately objected to the processing in accordance with Art. 21 GDPR, if the data has been processed unlawfully or if the erasure is necessary for compliance with a legal obligation to which we are subject), unless the processing is necessary for exercising our right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest or for the establishment, exercise or defense of legal claims.

Furthermore, in accordance with Art. 18 GDPR, you have the right to restrict the processing of your data if the accuracy of the data is disputed by you, the processing is unlawful, but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR.

In addition, in accordance with Art. 20 GDPR, you have the right to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request that it be transferred to another controller.

Furthermore, you can object to the data processing - insofar as this is based on the protection of our legitimate interests in accordance with Art. 6 lit. f) GDPR - in accordance with Art. 21 GDPR, insofar as there are reasons for this arising from your particular situation or the objection is directed against direct advertising. In the latter case, you have a general right to object, which is permissible without specifying a particular situation.

In addition, in accordance with Art. 7 para. 3 GDPR, you can revoke your consent to us at any time. As a result, we may no longer continue the data processing that was based on this consent in the future.

Please send your requests for information and other inquiries as well as your objection or revocation, stating your full name, to the above e-mail address or the business address. Please note that we might have to verify your identity before being able to respond to such requests.
You also have the right to file a complaint with a data protection supervisory authority if you are of the opinion that the processing of your personal data violates statutory data protection regulations. This can be done, for example, with the supervisory authority responsible for the controller in Berlin.

Last updated in September 2025