Global Data Privacy Notice for Pre-Boarding

1. Scope of This Privacy Notice

This Privacy Notice applies to the processing of personal data of individuals who have accepted an offer to enter an employment contract and who, prior to the commencement of their employment, are granted access to our PeopleHub (currently implemented in SAP SuccessFactors) as part of the pre-boarding process.

This Privacy Notice applies exclusively to the period prior to the commencement of employment. Once employment begins and the data collected during pre-boarding is transferred to the employee profile, the Privacy Notice for Employees of the respective hiring entity will additionally apply.

2. Who Is Responsible for Processing?

The Nemetschek Group company with which your employment relationship is established, or which is named as your employer in your offer letter or employment contract, is generally responsible for processing your personal data as part of the pre-boarding process.

Depending on how the process is structured, pre-boarding may additionally be supported by central HR, Shared Services, administration, or IT functions within the Nemetschek Group.

If you have any questions about this Privacy Notice or the processing of your personal data, you may contact our central point of contact: dataprotection@nemetschek.com

3. For What Purposes Do We Process Your Data?

We process your personal data in the context of pre-boarding to:

  • Prepare the start of your employment;
  • Collect and complete the data and documents required prior to your joining;
  • Create and manage your profile in PeopleHub;
  • Prepare internal HR, organizational, administrative, and — where necessary — payroll-related processes prior to your start date;
  • Enable a smooth transition of your data into your employee profile upon commencement of employment.

4. What Categories of Personal Data Do We Process?

Depending on the position, country, and hiring entity, the following categories of personal data may be processed in the context of pre-boarding:

  • Identification data, e.g. name, date of birth, nationality, employee or applicant reference number;
  • Contact data, e.g. private address, private email address, and telephone number;
  • Employment-related information, e.g. job title, hiring entity, department, start date, work location, and reporting line;
  • Contractual or administrative information, to the extent required for the preparation of the employment relationship;
  • Information and documents that you upload as part of the self-service functionality in PeopleHub;
  • Where necessary, payroll-, tax-, or social security-related information that is required prior to the commencement of employment;
  • Technical and system-related data generated through the use of PeopleHub, e.g. login information, timestamps, and system logs.

Please provide only the data requested during pre-boarding and do not upload any information that is not required for this purpose. Should this occur, such data will be deleted immediately upon becoming known.

5. Where Does the Data Come From?

We process personal data:

  • That you provide to us directly during pre-boarding via PeopleHub;
  • That was already collected during the application process;
  • As well as data that — where necessary — is made available internally by the respective hiring entity, HR, or administrative functions for the pre-boarding process.

6. On What Legal Basis Is the Processing Carried Out?

The processing of your personal data in the context of pre-boarding is carried out in order to take the steps necessary for the establishment and preparation of the employment relationship, and to prepare your onboarding in an organizational and administrative capacity.

The processing is carried out, to the extent necessary, for the preparation and execution of the steps prior to the commencement of employment, for compliance with legal obligations, and — where applicable — for legitimate organizational interests in connection with an orderly and efficient pre-boarding process. Depending on the country and applicable law, supplementary or different legal bases may apply.

7. Who Has Access to Your Data / To Whom Is Your Data Disclosed?

Only those parties who require your personal data for the pre-boarding process will be granted access. These may include in particular:

Internal parties:

  • The respective hiring entity;
  • Local HR teams;
  • Central HR, Shared Services, or administration teams supporting the pre-boarding process;
  • IT and system administration functions, to the extent required for access rights, support, or technical setup;
  • Hiring managers or other internal functions, to the extent required on a case-by-case basis.

Companies within the Group:

Where personal data is transferred to affiliated companies within the Nemetschek Group in connection with pre-boarding, this is limited to the parties required for the respective purpose. An overview of the affiliated companies of the Nemetschek Group is available here.

External service providers:

  • Service providers who provide or support our PeopleHub or related systems (currently Deloitte Consulting GmbH).

Public authorities and regulatory bodies:

  • Tax authorities;
  • Social security institutions;
  • Health insurance funds;
  • Federal Employment Agency;
  • Integration Office.

Access is granted on a role-based basis and according to the need-to-know principle.

8. International Data Access / Third-Country Transfers

As the pre-boarding process may be supported by global teams and systems, it is possible that your personal data may be accessed from or processed in other countries. This may also include countries outside the European Union or the European Economic Area.

Where international data transfers take place, these are carried out only in compliance with applicable data protection requirements and with the use of appropriate safeguards.

9. Retention Period and Transfer to the Employee Profile

Your personal data will be processed for pre-boarding purposes only for as long as is necessary for the preparation of your joining and the completion of the steps required prior to the commencement of employment.

When your employment commences, the data collected during pre-boarding will be transferred to your employee profile in the relevant HR system and further processed there in the context of the employment relationship. From that point on, the Privacy Notice for Employees of the respective hiring entity will apply.

Should you not take up your position, or should you withdraw from the contract prior to the commencement of employment, your personal data collected in the context of pre-boarding will generally be retained for six (6) months after the planned start date and subsequently deleted or anonymized.

Further retention will only take place to the extent and for as long as this is required to fulfil statutory retention obligations or to assert, exercise, or defend legal claims.

10. Your Rights

To the extent that the legal requirements are met, you have in particular the right to:

  • Request access to your personal data;
  • Request the rectification of inaccurate or incomplete data;
  • Request the erasure of your data;
  • Request the restriction of processing;
  • Object to certain types of processing;
  • Receive your data in a portable format, to the extent provided for by law;
  • Lodge a complaint with a competent data protection supervisory authority.

To exercise your rights, please contact: dataprotection@nemetschek.com

11. Supplementary Privacy Notice for Employees

Upon commencement of your employment and the transfer of the data collected during pre-boarding to your employee profile, the Privacy Notice for Employees of the respective hiring entity will additionally apply. This will be provided to you by the respective hiring entity.

12. Provision of This Privacy Notice

This Privacy Notice will be made available to you during the pre-boarding process via our PeopleHub and should be read prior to entering your data.

 

Version date: July 2026