Legal notice, privacy policy and terms and conditions

Legal notice

Information pursuant to Section 5 of the German Digital Services Act (DDG) and Section 18(2) of the German Interstate Media Treaty (MStV).

Provider

klinovo is a service of Stage One Personal GmbH.

Company

Stage One Personal GmbH

Address

Subbelrather Str. 15A
50823 Köln
Germany

Registered office

Köln

Represented by

Managing Director Vahid Nowzari

Register court

Amtsgericht Köln, HRB 114348

VAT identification number

DE464816808 (pursuant to Section 27a of the German VAT Act)

Contact

Email

info@klinovo.de

Privacy

datenschutz@klinovo.de

Telephone

+49 221 650 84 29 100

Responsible for journalistic and editorial content

Vahid Nowzari, address as above (Section 18(2) MStV).

Consumer dispute resolution

klinovo is aimed at employers in the healthcare sector and at clinical professionals. We are neither willing nor obliged to take part in dispute resolution proceedings before a consumer arbitration body.

Liability for content and links

The content of these pages is compiled with care. The respective employer is responsible for the accuracy of the details in job ads; klinovo checks that the mandatory details are present, not whether they are correct. The operators of linked pages are solely responsible for their content.

Copyright

The content and works created on these pages are subject to German copyright law. Employers' logos and marks are the property of the respective rights holders and are used with their consent within the scope of the booked advert.

Privacy policy

1. 1. Controller
2. 2. Scope
3. 3. Principles of matching
4. 3a. Definitions
5. 3b. Categories of data subjects
6. 3c. Categories of personal data
7. 4. Processing activities
8. 5. Origin of the data
9. 6. Recipients and disclosure
10. 7. Service providers and transfers to third countries
11. 8. Cookies and local storage
12. 9. Obligation to provide data
13. 10. Your rights
14. 11. Deletion, account closure and records
15. 12. Security and confidentiality
16. 13. Changes
17. 14. Detailed information on AI-assisted matching
18. 15. No use for general model training
19. 16. Public job and contact details
20. 16a. Approaching clinical professionals from public professional sources
21. 17. Change of recipient and separate controllership
22. 18. Data protection in support, administration and analysis
23. 19. Minors
24. 20. Contact for exercising your rights

Version 3 · valid from 21.09.2026

1. Controller

Stage One Personal GmbH Subbelrather Str. 15A, 50823 Köln Commercial register: Amtsgericht Köln, HRB 114348 Managing Director: Vahid Nowzari Email: info@klinovo.de Phone: +49 221 650 84 29 100

No data protection officer has been appointed; the conditions of Section 38 BDSG are not currently met. Please send data protection enquiries to datenschutz@klinovo.de.

2. Scope

This privacy policy explains how personal data are processed when you visit klinovo.de, when you register and use a candidate or employer account, during AI-assisted matching, with contact enquiries, direct applications, approaches based on public professional sources, in the placement process, with support and sales enquiries, and in billing and payment processing.

3. Principles of matching

Klinovo compares structured details from candidate profiles with the requirements set out in job adverts. Rule-based procedures and AI models are used for this. The results are match suggestions and include transparent criteria. They replace neither Klinovo's professional review nor the employer's selection decision. Klinovo does not take any decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you.

3a. Definitions

"Candidates" are natural persons who use Klinovo for career orientation, job searching or placement. "Employers" are hospitals, medical care centres, practices, care facilities, providers or other companies looking for staff. "Profile" refers to all data and documents stored in the account. "Anonymised talent profile" refers to the reduced presentation intended for employers, without direct identifiers. "Contact request" is an employer's interest in a specific profile. "Release" is the documented decision by the candidate to disclose certain data to a specific employer and for a specific purpose. "Direct application" is the transmission of a person's details and documents to an advertising employer, initiated by the applicant themselves. "Match" is an assessment of the fit between a profile and a position, calculated and/or determined with AI support.

3b. Categories of data subjects

• visitors to the website and users without an account;
• registered and former candidates as well as reference persons named by them;
• employees, authorised representatives and contact persons of employers;
• applicants whose data is taken over from an existing placement process at their instigation;
• persons who apply directly to a published job advertisement without an account;
• clinical professionals who are approached about a specific position from public professional sources without being registered with Klinovo;
• business partners, service providers, prospective clients and other communication partners;
• persons whose professional contact details or job information come from public sources.

3c. Categories of personal data

Depending on use, Klinovo processes master, contact, account, authentication, professional, qualification, preference, mobility, remuneration, availability, document, application, approach, communication, contract, billing, payment, usage, security, consent, release, match and log data. Direct identifiers and original documents are separated, technically and organisationally, from the profile characteristics intended for anonymous presentation, insofar as the respective system architecture provides for this.

4. Processing activities

5. Origin of the data

As a rule, we receive candidate data directly from you. Job and employer data comes from the employer, from their public career pages, from publicly accessible specialist job portals or from publicly accessible directories. Business contacts may come from direct contact, public professional sources or information provided by the organisation concerned. Professional details about clinical professionals whom we approach about a specific position may come from publicly accessible professional sources (Section 16a). Where data is not collected from the data subject, we provide information in accordance with Art. 14 GDPR within the statutory period, unless an exception applies.

6. Recipients and disclosure

• Before release, employers only receive the agreed anonymised profile. Re-identification or disclosure is prohibited.
• Following a specific contact request, employers receive the real name and documents only after the candidate has given documented consent.
• With a direct application, the advertising employer receives your details and documents immediately: in the employer account and, where set up, additionally as an e-mail with attachment. This transfer is the very purpose of your application; no separate release is required. From the moment of receipt, the employer processes the data under its own responsibility (§17).
• Service providers receive data only to the extent necessary and on the basis of a contract pursuant to Art. 28 GDPR, where they act as processors.
• Public authorities, courts and advisers receive data where there is a legal obligation or where this is necessary to enforce legal claims.

7. Service providers and transfers to third countries

Where data is processed outside the EEA, we rely on an adequacy decision or appropriate safeguards, in particular EU standard contractual clauses, and assess supplementary protective measures. Copies of the safeguards can be requested at datenschutz@klinovo.de.

We issue invoices ourselves; no payment service provider for card payments is currently connected. As at the date of this version, no web analytics is used; should any be used, this will only happen with your consent (Section 8). No third-party consent management tool is used: consent is obtained and managed by us alone, without any data being transferred to a further provider. If further service providers are added, they will be listed here before they are used.

8. Cookies and local storage

Technically necessary cookies or comparable storage access are used for login, security, language and session control. They are required for operation and, under Section 25 (2) TTDSG, do not require consent. Nothing is stored on your device when you first call up this page; the cookies mentioned are only created by an action on your part, such as registering or logging in.

The following applies to technologies requiring consent, namely web analytics and marketing technologies: they are only used once you have given your consent. Before any first access to your device, a consent banner appears with equally ranked options: "Necessary only", "Select individually" and "Accept all"; the purposes can be deselected individually there. Your decision is stored in a cookie for six months and can be withdrawn at any time via "Change consent" in the footer of every page. A withdrawal takes effect for the future.

How to tell the current status: If no consent banner appears, no technology requiring consent is in use. As at the date of this version (09.09.2026), neither web analytics nor marketing technologies are used; the banner therefore does not appear. If any are added, it will appear automatically from that moment on, and providers, purposes and storage periods will be added here.

What still happens without a banner, and why that is not a contradiction: We record which pages are accessed from the network ranges of particular institutions, and which pages are viewed by someone who has opened a link in a message from us (§ 4, "Assigning a visit to an institution"). Nothing is stored on your device and nothing is read from it: the link carries an identifier in the address, and your IP address is only compared with a list of network ranges in memory and is not stored. Because there is no access to your device, § 25 TTDSG does not apply and no consent is required; the processing is based on Art. 6(1)(f) GDPR. A network range identifies the institution to us, never an individual person. You may object to this processing at any time at datenschutz@klinovo.de (Art. 21 GDPR); we will then remove the network range in question from the list.

9. Obligation to provide data

Mandatory fields are required for registration, matching, applications or the conclusion of a contract. Without them, some functions cannot be offered. Optional fields are marked as such. Please do not upload any patient data or any health data that is not necessary for your job search.

10. Your rights

Subject to the statutory requirements, you have the right to access, rectification, erasure, restriction, data portability and objection. Any consent given can be withdrawn at any time with effect for the future. In the case of processing under Art. 6(1)(f) GDPR, you may object on grounds relating to your particular situation; you have the right to object to direct marketing at any time. You may object to being contacted under §16a at any time and without giving reasons. You may also lodge a complaint with a data protection supervisory authority. The authority normally responsible is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia, unless another authority is responsible.

11. Deletion, account closure and records

After an account is deleted, we remove active profile and placement data, unless statutory retention obligations, outstanding contractual claims, abuse prevention or proof of consent require otherwise. Data is blocked where it is only still needed for those purposes. Backups are overwritten on a rolling basis after 30 days. Specific periods are set out in the deletion and retention matrix under 4.4.

12. Security and confidentiality

We use appropriate technical and organisational measures, in particular role and permission concepts, encryption during transmission, logging of sensitive access, separation of plain and anonymised data, backups and recovery tests. Original documents such as CVs and application materials are stored in a separate location that is not publicly accessible and can only be reached via an authorised request. Complete protection cannot be guaranteed.

13. Changes

We update this statement when the legal situation, features or service providers change. Where necessary, we will notify you of material changes in your account or by email. The version published on the website is the authoritative one.

14. Detailed information on AI-assisted matching

Matching is part of the service you have commissioned and takes place in order to perform the user agreement (Art. 6(1)(b) GDPR); it is not based on consent and therefore cannot be opted out of separately. Without matching, klinovo cannot fulfil its purpose. You can restrict or end the visibility of your profile to employers at any time.

A match may compare, in particular, your specialty or area of work, career level, qualifications, professional experience, preferred duties, working hours, type of contract, region, willingness to relocate, availability, salary range, language skills and exclusion criteria with the corresponding details of a position. Before the AI-supported comparison, mandatory criteria may be checked on a rule basis. A model can then summarise matches, discrepancies and open points in a structured form. The result produced is not a mathematically exact probability of success and says nothing about a person's personal worth or professional suitability; it is shown as a result band with criteria met and not met, not as a percentage.

To keep a match traceable, klinovo stores in particular the rule and model version used, the time, the data categories drawn on, the result band, the criteria met and not met and, where applicable, the reason for a rule-based exclusion. Protection mechanisms, block lists and internal signals relevant to misuse are not disclosed to other users. Candidates can correct inaccurate profile data, question a result and request a human review; how and where is set out under 4.9.

If a person applies directly and a profile exists for them, the employer may be shown, alongside the application, the result of a comparison with the advertised position: a result band, plus criteria met and not met. This information is an aid to screening and not an exclusion criterion. Every application remains fully visible and equally accessible regardless of the result, is not ranked lower and is not rejected automatically. Applications without a klinovo profile carry no result; the absence of a result is not an assessment and must not be used as one in the selection process.

15. No use for general model training

klinovo does not use candidate profiles, CVs or placement documents to train generally available AI models. Commissioned AI service providers may process the content transmitted to them only in order to deliver the function they have been commissioned to perform and may not use it for their own training, advertising or profiling purposes, in so far as this is provided for contractually and technically. Only the data required for the specific task is transmitted to AI services; direct identifiers are removed where they are not needed for the task.

16. Public job and contact details

klinovo may record publicly accessible job advertisements from medical institutions, either automatically or manually, from the institutions' career pages and from publicly accessible specialist portals for medical vacancies, in order to identify market demand, compare existing candidate profiles internally with open positions and approach employers directly. Such findings are marked as third-party advertisements and are not published as our own client advertisements without a corresponding instruction. The data processed includes, in particular, the institution, department, position, location, publication source and date, as well as publicly stated professional contact details.

When advertisements are recorded automatically, the respective source's rules on machine use are observed. Only the details published for the position are recorded; applicant or usage data held by the source is not processed.

The legal basis is Art. 6(1)(f) GDPR; the legitimate interest lies in business development, market observation and needs-based recruitment. Data subjects may object on grounds relating to their particular situation.

16a. Approaching clinical professionals from public professional sources

Klinovo may draw clinical professionals' attention to specific vacancies even if they do not hold a Klinovo account. This applies to physicians, nursing staff and the medical professions (including surgical and anaesthesia technical assistants (OTA/ATA), medical technologists for radiology (MTR) and medical assistants (MFA)). This is based on professional information from publicly accessible sources, in particular professional networks and specialist directories. The data processed are name, professional role, specialty or area of work, career level, region, the source of the information and the contact channel used.

The purpose is to match people with suitable career opportunities. The legal basis is Art. 6(1)(f) GDPR; the legitimate interest lies in clinical recruitment and in the interest of the person contacted in learning about a position that matches their profile. Contact is made only on a case-by-case basis and with limited frequency; the number of contacts per person is technically capped.

The message states the occasion, the position, the information it is based on and a reference to this privacy policy. It requires no account and no registration. Any reply is voluntary; without a reply, no profile is created.

You may object to being contacted at any time by indicating this in the message itself or by writing to datenschutz@klinovo.de. An objection is recorded in a blocking list that is checked before any further contact; for this purpose we retain the information needed to recognise you, and solely for that purpose. We provide the information required under Art. 14 GDPR at the latest with the first contact.

17. Change of recipient and separate controllership

As soon as an employer receives personal candidate data, whether after release or through a direct application, it generally processes that data as the sole controller for the application and selection process. Klinovo and the employer do not then jointly determine all further purposes and means. The employer informs the data subject about its processing, restricts internal access, deletes data once the purpose has ended and does not transfer it to other group companies or external bodies without a legal basis. Where a specific function is instead set up as processing on behalf of a controller or as joint controllership, the legally required agreements are concluded and their essential content is made available.

18. Data protection in support, administration and analysis

Administrative access to candidate profiles is granted on a role-based basis and only where there is a specific reason, in particular for support, quality assurance, abuse prevention, releases and support with a specific placement process. Sensitive access is logged. Internal staff are bound to confidentiality and receive only the permissions they need for their tasks. Profiles are not searched without a documented purpose.

Klinovo also analyses its own data pool statistically in order to understand supply and demand by specialty or area of work, career level and region, and to align the platform accordingly. The legal basis is Art. 6(1)(f) GDPR. These analyses are carried out exclusively in aggregated form without names; cells containing fewer than five people are not shown with an exact figure, so that no conclusions can be drawn about an individual from a small group. This limit is implemented technically in the database and not merely in the display.

19. Minors

Klinovo is aimed at working professionals of legal age and people in medical training who have reached the age of 18. Accounts for minors are not provided for. If Klinovo becomes aware of an account set up without the required consent, that account will be blocked and deleted after review.

20. Contact for exercising your rights

Requests can be sent to datenschutz@klinovo.de. To prevent unauthorised disclosure, Klinovo may request additional information to confirm your identity. Requests are generally answered within one month; in the case of complex or numerous requests, this period may be extended to the extent permitted by law. Manifestly unfounded or excessive requests may be refused or subject to a reasonable fee in accordance with the GDPR.

On request, we will tell you which approvals you have granted, when and to which employer. This information follows directly from the approval log under 4.3.

General Terms and Conditions

1. Part A: Candidates
2. Section 1 Scope and services
3. Section 2 Registration and account
4. Section 3 Profile, documents and obligations
5. Section 4 Matching and AI support
6. Section 5 Anonymisation and release of contact details
7. Section 5a Direct application
8. Section 6 Communication
9. Section 7 Term, termination and suspension
10. Section 8 Availability and changes
11. Section 9 Liability
12. Section 10 Final provisions
13. Section 11 Consumer information and contract text
14. Section 12 Digital content, updates and compatibility
15. Section 13 Code of conduct and fair use
16. Part B: Employers and hospitals (B2B)
17. Section 1 Scope, business status and conclusion of contract
18. Section 2 Services
19. Section 3 Employer account and permissions
20. Section 4 Job ads and cooperation
21. Section 5 Candidate data and confidentiality
22. Section 6 Selection decision and duties of verification
23. Section 7 Fees, invoicing and late payment
24. Section 8 Placement protection and success fee
25. Section 9 Term and termination
26. Section 10 Changes, availability and force majeure
27. Section 11 Rights to content and feedback
28. Section 12 Warranty and liability
29. Section 13 Confidentiality
30. Section 14 Data protection
31. Section 15 Final provisions
32. Section 16 Packages, quotas and excess use
33. Section 17 Prices and price changes
34. Section 18 Success fee and basis of calculation
35. Section 19 Multiple introductions and prior knowledge
36. Section 20 Rejection, hiring and status reports
37. Section 21 Replacement service and refunds
38. Section 22 Compliance and equal treatment
39. Section 23 Subcontractors and changes to services
40. Section 24 Audit and documentation

Version 3 · valid from 21.09.2026

Note on structure. Part A governs the free use of the platform by candidates. Part B governs exclusively contracts with businesses, in particular hospitals and medical institutions. Prices and placement protection belong in Part B or in an individual service confirmation.

Provider. Stage One Personal GmbH, Subbelrather Str. 15A, 50823 Köln, Local Court of Köln HRB 114348, Managing Director Vahid Nowzari, e-mail info@klinovo.de ("Klinovo").

Definitions for both parts. "Platform" refers to the functions provided at klinovo.de and associated applications. "Account" is the personal or organisation-related access. "Job advertisement" refers to a vacancy posted by the employer or published on its behalf. "Third-party advertisement" is information gathered from a public source for which no publication or placement mandate from the employer yet exists. "Talent profile" is the presentation generated from the candidate's details. "Match" refers to the system's assessment of how well a profile fits. "Direct application" is the transmission of a person's details and documents to an advertising employer, initiated by the applicant themselves. An "introduction" only takes place once Klinovo transmits identifying candidate information to an employer with the candidate's release or establishes direct contact. "Service confirmation" is the order confirmation generated in the employer account together with the associated invoice; in the case of individually negotiated contracts, the separate written confirmation. The package, term, placement, quota and price are set out in it; the package prices, terms and quotas applicable in each case are shown at klinovo.de/preise. "Text form" covers in particular e-mail and declarations submitted in the account and permanently documented.

Part A: Candidates

Section 1 Scope and services

(1) These terms apply to the registration and use of Klinovo by natural persons seeking professional opportunities ("candidates").

(2) Klinovo enables you to create a profile, upload documents, receive match suggestions, control visibility and releases, and be supported throughout contact and placement processes, as well as the option of applying directly to a published job advertisement.

(3) Use of the platform is free of charge for candidates, unless expressly agreed otherwise before an additional service is used.

(4) klinovo does not owe a specific number of matches, nor interviews, a hiring decision or the correctness of an employer's decision.

Section 2 Registration and account

(1) The information requested at registration must be true, current and complete. Access credentials must be kept confidential.

(2) The account is personal and non-transferable. Multiple accounts, automated access without authorisation and abusive use are not permitted.

(3) klinovo may request reasonable evidence of identity and professional qualifications. A "verified" label relates only to the specific details checked and does not constitute a comprehensive assurance of suitability.

Section 3 Profile, documents and obligations

(1) Candidates warrant that they are entitled to use the documents they upload and that they do not infringe any third-party rights. Patient data, confidential information belonging to others and special categories of personal data that are not required must not be uploaded.

(2) Details of profession, licensing, residence status and qualifications must be kept up to date.

(3) klinovo may technically process, structure, format and translate content and, subject to the permissions granted, display it in anonymised form, insofar as this is necessary for the services offered.

Section 4 Matching and AI support

(1) Match results are based on the available profile and job data, a set of rules and, where applicable, AI-assisted processing. They are non-binding guidance and are shown as a result range with criteria met and not met.

(2) klinovo may correct or withhold incomplete or contradictory results, or submit them for manual review.

(3) Candidates decide for themselves about applications, releasing their contact details and employment contracts. No decision is made solely by automated means with legal or similarly significant effect.

(4) Circumventing visibility, authorisation or protection mechanisms is not permitted.

Section 5 Anonymisation and release of contact details

(1) Where this function is activated, employers may initially see only an anonymised profile. Despite careful processing, indirect identifiability cannot be entirely ruled out in the case of unusual career histories.

(2) Real names, contact details or original documents are disclosed to an employer only after a specific, documented release, unless another express mandate has been agreed.

(3) A release applies only to the employer shown, the position or the stated placement purpose. Its scope and consequences are displayed before you give it.

(4) A withdrawal or revocation takes effect for the future. Data already transmitted lawfully may be subject to statutory retention or legal defence interests at the recipient.

Section 5a Direct application

(1) Candidates can apply directly to a published job ad. The application is made available to the advertising employer together with the information and documents submitted by the applicant.

(2) By sending the application, the applicant declares the transmission to that employer for that purpose. No anonymisation takes place in this case; § 5 does not apply in this respect.

(3) klinovo does not owe you a reply from the employer or any consideration of the application.

(4) The application is available to the employer immediately after it is sent; the transmission cannot be withdrawn thereafter. The applicant may at any time request deletion of the copy stored at klinovo; for the documents held by the employer, deletion and information requests must be addressed to that employer as the separate controller.

(5) A direct application is only possible for ads for which the employer has given a publication mandate.

Section 6 Communication

(1) klinovo may send messages relevant to the contract and to security to the e-mail address on file.

(2) Marketing, job alerts or other promotional messages are only sent on a legal basis and can be unsubscribed from at any time.

(3) Candidates ensure that their e-mail address can be reached.

Section 7 Term, termination and suspension

(1) The user agreement runs for an indefinite period and can be terminated at any time in your account or in written form.

(2) klinovo may terminate the agreement with 30 days' notice. The right to immediate suspension or termination for good cause remains unaffected, in particular in cases of deception, legal violations, security risks or serious misuse.

(3) Before a permanent suspension, you will as a rule be given the opportunity to comment, unless security, legal or evidence preservation interests prevent this.

(4) Data is deleted or blocked in accordance with the privacy policy.

Section 8 Availability and changes

(1) Klinovo strives for high availability but does not owe uninterrupted use. Maintenance, security and circumstances beyond our control may limit functions.

(2) Klinovo may further develop functions provided that the purpose of the contract is preserved and the change is reasonable. Users will be informed in good time of any material adverse changes.

(3) Changes required by law may be made at shorter notice.

Section 9 Liability

(1) Klinovo is liable without limitation in cases of intent, gross negligence, injury to life, body or health, under the German Product Liability Act and to the extent of any guarantee given.

(2) In the event of slightly negligent breach of material contractual obligations, liability is limited to the foreseeable damage typical of this type of contract at the time the contract was concluded. Otherwise, liability for slight negligence is excluded to the extent permitted by law.

(3) Klinovo is not liable for selection, employment or contractual decisions made by employers, nor for information provided by third parties, unless Klinovo itself has breached a duty. Mandatory consumer rights remain unaffected.

Section 10 Final provisions

(1) German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers, this choice of law applies only insofar as it does not remove the mandatory protection of the country of habitual residence.

(2) For consumers, the statutory places of jurisdiction apply.

(3) Amendments to these terms and conditions become part of the contract only under the statutory conditions.

(4) Invalid provisions are replaced by the statutory provisions; the validity of the remaining provisions remains unaffected.

Section 11 Consumer information and contract text

(1) The essential features of the free digital service are set out in the description of functions in the registration process.

(2) The contract is concluded in German. The text of the terms and conditions is stored in the version applicable at the time the contract is concluded and can be accessed in your account or is provided on a durable medium. Input errors can be corrected before submitting the registration using the editing functions provided.

(3) Where mandatory consumer law provides for a right of withdrawal, the candidate receives separate information on the right of withdrawal together with a model withdrawal form before the contract is concluded. Performance begins early only under the conditions required by law.

(4) Klinovo is neither willing nor obliged to take part in dispute resolution proceedings before a consumer arbitration body, unless required to do so by law.

Section 12 Digital content, updates and compatibility

(1) For the duration of the contract, Klinovo provides the updates required to maintain conformity with the contract and security. Candidates install any necessary client-side updates within a reasonable period, insofar as this is possible and reasonable for them.

(2) The key technical requirements are set out in the current product description. Klinovo supports current versions of standard browsers. Full functionality is not owed for outdated, modified or unsupported systems.

(3) Statutory rights in respect of defects in digital products remain unaffected.

Section 13 Code of conduct and fair use

The following are prohibited in particular: false identities, manipulated proof of qualifications, uploading harmful files, harvesting other users' profiles, circumventing contact approvals, discriminatory or abusive communication, use for advertising or data trading, as well as any attempt to analyse or circumvent security, matching or blocking mechanisms. Klinovo may secure, block or remove content and, where necessary, inform the employers concerned or the authorities, provided there is a legal basis for doing so.

Part B: Employers and hospitals (B2B)

Section 1 Scope, business status and conclusion of contract

(1) This part applies exclusively to entrepreneurs, legal entities under public law and special funds under public law ("employers").

(2) A contract comes into existence upon acceptance of an offer, an order placed in the employer account, or a written confirmation of services by Klinovo. Individual agreements and the respective confirmation of services take precedence over these terms and conditions.

(3) The employer's purchasing terms apply only if Klinovo expressly agrees to them in text form.

Section 2 Services

(1) Depending on the package, the service includes publishing your own job advertisements, access to anonymised talent profiles, match suggestions, contact requests, receiving direct applications to your own advertisements, placement support, reporting and/or individual searches.

(2) Scope, number of users, term, quotas, response times, prices and any success fees are set out in the confirmation of services.

(3) Klinovo owes a service, not the filling of a position or the conclusion of an employment contract, unless an expressly different success criterion has been agreed.

(4) Third-party advertisements from publicly accessible sources do not constitute a placement mandate and are not attributed to employers as their own advertisement without legal grounds.

(5) Every published job advertisement contains the mandatory information required by Klinovo, in particular on the salary range. This information is not subject to discounts and cannot be opted out of.

Section 3 Employer account and permissions

(1) The employer designates authorised users and keeps their permissions up to date. It is liable for actions carried out under its accounts, insofar as it is responsible for them.

(2) Access credentials may not be passed on to third parties. Exports, scraping, circumvention of technical restrictions and the building of your own candidate databases outside the agreed purpose are prohibited.

(3) Klinovo may verify the authorisation and the employer's identity. No candidate data is displayed until verification is complete.

Section 4 Job ads and cooperation

(1) The employer provides complete, lawful and non-discriminatory job details, including function, requirements, location, working model and, where agreed, the salary range.

(2) The employer keeps advertisements up to date and reports any filling of the position, pausing or material changes without delay.

(3) The employer ensures that content does not infringe third-party rights and complies with professional, employment and competition law requirements. Klinovo may reject or block unlawful, misleading or incomplete content.

Section 5 Candidate data and confidentiality

(1) Anonymised and personal candidate data may be used solely for the specific recruitment process and made accessible only to authorised persons. Attempts at re-identification, private contact before release, sharing within a group of companies outside the agreed group of recipients, and use for advertising or talent pools are prohibited.

(2) Following a negative decision or once the purpose has ended, documents must be deleted in accordance with statutory requirements, unless consent or another legal basis for longer storage exists.

(3) From the moment it receives personal data, the employer fulfils its own information, security and data subject obligations as a controller.

(4) Security incidents and unauthorised access must be reported to Klinovo without delay. (5) Direct applications are applications within the meaning of general recruitment law. The employer considers them independently of any match result displayed, does not use that result as the sole reason for rejection and does not disadvantage applications without a match result.

Section 6 Selection decision and duties of verification

(1) Match results and assessments are decision aids. The employer makes the selection and hiring decision on its own responsibility and free from discrimination.

(2) It checks qualifications, professional licensing (e.g. Approbation, temporary licence to practise or recognition of a foreign qualification), specialist recognition or specialist further training, references, residence and work permits as well as other prerequisites for employment itself, unless a specific check has expressly been commissioned from Klinovo.

(3) Medical fitness, compliance or background checks are owed only where they have been expressly agreed and are legally permissible.

Section 7 Fees, invoicing and late payment

(1) Prices follow from the confirmation of services and are net amounts. For employers based in Germany, statutory VAT is added. For employers based in another EU member state and holding a valid VAT identification number, the tax liability passes to the recipient of the service (reverse charge). Services provided to employers based in Switzerland are not taxable in Germany; any acquisition tax is the responsibility of the recipient of the service.

(2) One-off fees for job ads and packages are invoiced upon ordering. Recurring fees are due monthly in advance; usage-based or success-based fees fall due when the agreed event occurs. Invoices are payable within 14 days without deduction.

(3) The employer checks invoices and reports comprehensible objections within 14 days; statutory rights remain unaffected.

(4) In the event of default, the statutory default interest and the statutory flat-rate default charge apply. Klinovo may suspend services after reasonable notice if undisputed amounts due are not paid despite a reminder. Ads already published remain unaffected; the suspension applies to new orders.

(5) Where a discount is granted, it is shown as a separate item.

Section 8 Placement protection and success fee

(1) The packages listed at klinovo.de/preise involve no success fee and no placement protection, regardless of whether a hire comes about through a match or a direct application.

(2) Success-based models require a separate, express agreement in the service confirmation. Only this agreement governs the conditions, deadlines, prior knowledge, basis of calculation and amount. A direct application initiated by the applicant themselves is in no case an introduction within the meaning of such an agreement.

Section 9 Term and termination

(1) The term and ordinary termination are set out in the service confirmation. In the absence of any provision, the contract runs monthly and may be terminated with 30 days' notice to the end of the month.

(2) Automatic renewal takes place only in the form transparently agreed. Klinovo will send a reminder 30 days before expiry of an upcoming renewal, where provided for in the offer.

(3) The right to extraordinary termination remains unaffected. Claims to remuneration and placement protection that have already arisen remain in force.

Section 10 Changes, availability and force majeure

(1) Klinovo may develop the platform further from a technical perspective. Essential agreed core services will not be withdrawn without objective reason.

(2) Maintenance, security measures, disruptions in telecommunications or at subcontractors and events of force majeure may temporarily impair use.

(3) Klinovo will give advance notice of scheduled maintenance where possible. Service levels apply only where expressly agreed.

Section 11 Rights to content and feedback

(1) For the purposes of the contract, the employer grants Klinovo a non-exclusive right, limited geographically to what is necessary and in time to the duration of the contract, to host, display and technically adapt job and brand content.

(2) Candidate profiles, matching logic, software, texts and database structures remain reserved to Klinovo or the respective rights holders within the scope of statutory rights.

(3) Klinovo may use feedback free of charge for improvement purposes, provided it contains no confidential information or personal data.

Section 12 Warranty and liability

(1) Klinovo is liable without limitation in cases of intent, gross negligence, injury to life, body or health, under mandatory product liability law and to the extent of any expressly assumed guarantee.

(2) In the case of slightly negligent breach of essential contractual obligations, liability is limited to the foreseeable damage typical of this type of contract at the time the contract was concluded. Essential contractual obligations are those whose fulfilment makes the proper performance of the contract possible in the first place and on whose observance the employer may regularly rely.

(3) In the case of data loss resulting from slight negligence, liability is limited to the restoration costs that would have arisen had the employer carried out proper data backups appropriate to the risk.

(4) To the extent permitted by law, liability for property and financial damage caused by slight negligence is limited per contract year to the total net fees paid in the preceding twelve months, but to at least EUR 25,000. This limitation does not apply to claims under paragraph 1.

(5) The limitations apply accordingly for the benefit of klinovo's officers, employees and agents.

Section 13 Confidentiality

Both parties shall treat non-public business, technical and personal information as confidential, use it only for the purposes of the contract and disclose it only to those persons who need it and who are subject to corresponding obligations. Statutory disclosure duties remain unaffected. This obligation applies for 3 years, and for trade secrets and candidate data for as long as they require protection.

Section 14 Data protection

(1) As a rule, each party processes personal data under its own responsibility.

(2) Where klinovo exceptionally processes data exclusively on the documented instructions of the employer, the parties shall conclude an agreement pursuant to Art. 28 GDPR before processing begins.

(3) Where joint controllership exists in relation to a specific function, it is governed transparently in an agreement pursuant to Art. 26 GDPR.

(4) Neither party may reuse data for its own purposes that are incompatible with the purpose of the placement.

Section 15 Final provisions

(1) German law applies, excluding the UN Convention on Contracts for the International Sale of Goods.

(2) The exclusive place of jurisdiction for merchants and legal entities under public law is Köln; klinovo may also bring proceedings at the employer's registered office.

(3) Set-off and retention are permitted only with claims that are undisputed, have been established with final legal effect or arise from the same contractual relationship.

(4) Amendments and additions must be made in text form, unless a stricter statutory form applies. Individual agreements take precedence.

(5) The invalidity of individual provisions shall not affect the remainder of the contract; the statutory provisions shall apply in their place.

Section 16 Packages, quotas and excess use

(1) Usage rights, the number of job ads, contact requests, user seats, locations and other allowances are governed by the package booked. Allowances can be redeemed up to the expiry date shown at the time of booking. If an ad is released before its term ends, the slot may be filled once with another position for the remaining term of that ad; this does not start a new term. For single bookings, the term ends upon release.

(2) Additional usage is only chargeable if the price and the trigger have been transparently agreed in advance. Where an allowance has been used up, klinovo may block the function concerned until the allowance is extended.

(3) The employer may not transfer allowances to legally independent third parties or use them jointly with group companies not covered by the contract. Group licences must be expressly agreed.

Section 17 Prices and price changes

(1) Agreed prices remain unchanged during a fixed minimum term, unless taxes or mandatory levies are adjusted.

(2) For contracts of indefinite duration, klinovo may change prices with at least six weeks' notice if costs for hosting, external software, staff, security, compliance or the scope of services change after the contract is concluded. Any increase must be objectively justified and reasonable.

(3) In the event of an increase of more than 5 % within twelve months, the employer may terminate the contract with effect from the date the change takes effect. The notification will refer to this right of termination. Price changes do not apply retroactively.

Section 18 Success fee and basis of calculation

Applies only where a success fee under Section 8 (2) has been expressly agreed; the terms then follow from the confirmation of services.

Section 19 Multiple introductions and prior knowledge

Applies only where a success fee under Section 8 (2) has been expressly agreed; the terms then follow from the confirmation of services.

Section 20 Rejection, hiring and status reports

(1) The employer processes contact requests, direct applications and candidate introductions without undue delay and communicates interview, rejection, offer and hiring status via the platform or in text form.

(2) Reasons for rejection must be documented objectively and free of discrimination. klinovo may use aggregated, non-personal process data to improve quality and its products.

(3) If a contract is concluded, the employer reports this without delay, at the latest within five working days, even if the contract is concluded through an affiliated company, for a different position or under a different type of contract.

Section 21 Replacement service and refunds

A replacement search or refund is owed only where the service confirmation expressly provides for it; its scope, conditions and exclusions follow solely from that confirmation. If a job advert receives no match during its run time, Klinovo extends the listing once free of charge by the same period; no refund is made.

Section 22 Compliance and equal treatment

(1) The employer shall observe in particular the General Equal Treatment Act as well as employment law, professional law, immigration law and data protection requirements. Search criteria may not be based on protected characteristics unless there is a legally permissible occupational requirement.

(2) Klinovo does not implement inadmissible requirements. Klinovo may investigate conspicuous selection patterns or abusive requests and restrict access until the matter is clarified.

(3) Both parties shall refrain from corruption, improper advantages and any other unlawful influence on the placement process.

Section 23 Subcontractors and changes to services

(1) Klinovo may engage qualified subcontractors to provide the services. Responsibility for performance in accordance with the contract remains unaffected.

(2) Technical subcontractors may be replaced provided that data protection, security and service levels are not materially impaired.

(3) Material changes that impair the agreed purpose of the contract will be announced with reasonable notice. In the event of a significant adverse change, the employer has the right to terminate with effect from the date of the change.

Section 24 Audit and documentation

(1) Upon reasonable request, Klinovo provides information on the agreed security and data protection measures, provided that no trade secrets, security interests or third-party rights are thereby infringed.

(2) On-site audits require a specific cause, reasonable advance notice and coordination; they must not disproportionately disrupt operations. The employer bears the costs unless the audit reveals a material breach by Klinovo.

(3) Statutory rights of inspection and information remain unaffected.

Supplementary data protection and procedural provisions

Version 2 · valid from 06.09.2026

1. 4.1 Role model within the group of companies
2. 4.2 Separation of anonymous data, identity data and document data
3. 4.3 Approval chain
4. 4.4 Deletion and retention matrix
5. 4.5 Technical and organisational measures
6. 4.6 Procedure in the event of data breaches
7. 4.7 Objection, blocking list and conflict procedure
8. 4.8 Quality assurance of anonymisation
9. 4.9 Human oversight in matching
10. 4.10 Document hierarchy

4.1 Role model within the group of companies

The provider and controller under data protection law for Klinovo is Stage One Personal GmbH. Where Optimyze Consulting GmbH or the Optimyze Medical brand takes on an independent placement mandate and itself determines the purposes and means of processing, the processing takes place under separate controllership. Before any transfer, the data subject is informed of the identity of the further controller, the purpose, the legal basis and the recipients. Purely supporting services within the group are provided only on a documented data protection basis and within role-based permissions.

4.2 Separation of anonymous data, identity data and document data

The permissions concept distinguishes at least between anonymised talent data, direct identity and contact data, and original documents. Before a release, employer accounts have access solely to the released anonymous view. The technical link to identifiable data remains hidden from employers. Internal access to identifiable data and documents is limited to job roles and is logged for sensitive operations.

4.3 Approval chain

1. A profile is created from the candidate's details and checked for direct and indirect identifiers before it becomes externally visible.
2. The candidate determines the visibility scope, regions, employer types and excluded institutions.
3. An employer submits a contact request for a specific profile and a specific position.
4. Klinovo displays the employer's identity, the position, the intended recipients and the types of data to be released.
5. Only after a documented release are the selected identifiable data or documents transmitted or direct contact established.
6. Every transfer is logged with the time, recipient, purpose, scope of data and the underlying text version.

A direct application is a separate route initiated by the applicant themselves; steps 3 to 5 do not apply there, because the application itself triggers the transfer. Step 6 applies unchanged: a direct application is also logged with the time, recipient and scope of data.

4.4 Deletion and retention matrix

4.5 Technical and organisational measures

• Encrypted transmission, secure password storage and multi-factor options for privileged accounts;
• Separation of roles and tenants, the least-privilege principle and regular reviews of access rights;
• Logging of administrative and sensitive access as well as monitoring of unusual events;
• Use of synthetic or effectively anonymised data for testing, demonstrations and development; such data is marked as such and can be distinguished from real personal data. Real candidate data is not used for demonstration purposes;
• Versioned backups, restore tests and documented emergency procedures;
• Vulnerability management, security updates, supplier vetting and contractual confidentiality;
• Data minimisation in AI queries and a contractual ban on service providers training their own models;
• Procedures for detecting, assessing, reporting and documenting data breaches.

4.6 Procedure in the event of data breaches

Security incidents are recorded and contained without delay and assessed according to their nature, scope, the data and people affected, the consequences and the measures taken. If a risk to the rights and freedoms of natural persons is likely, the competent supervisory authority is notified as a rule within 72 hours of the incident becoming known. Where a high risk is likely, the people affected are informed without delay in clear language, unless a statutory exception applies. Employers support klinovo with incidents originating in their accounts or systems.

4.7 Objection, blocking list and conflict procedure

Candidates can block employers permanently. Blocked institutions are filtered out by rule before any profile is shown and before contact details are released; the specific block is not disclosed to the employer. The same applies to people without an account: an objection to being approached under §16a is recorded permanently and checked by rule before every approach. If a mismatch, unauthorised access or unintended disclosure is alleged, the case is secured, access is provisionally blocked where necessary and the matter is reviewed by a responsible person. The outcome and the measures taken are documented.

4.8 Quality assurance of anonymisation

Before a profile is shown externally, name, contact details, photo, date of birth, exact address, specific employers and training institutions, clearly identifiable publications and unnecessarily precise details of place and time are removed or generalised. For rare specialties, unusual career paths or small regions, the combination of the remaining details is additionally assessed. If a sufficient reduction of risk cannot be achieved, the profile is not shown without individual approval.

These rules do not apply to direct applications: there the applicant deliberately appears under their own name.

4.9 Human oversight in matching

Professional and contractual decisions remain with people. Klinovo provides employees and employers with information on what a match result means, on criteria met and still open, and on any recognisable gaps in the data. Users must not use a match as a reason for exclusion without checking it. Critical results, contradictory data, unusual patterns and complaints are passed on for manual review. Changes to the rule set and to production prompts are versioned, tested and approved.

Candidates can request a review via the contact function in their account or at datenschutz@klinovo.de. The review is carried out by a person who was not involved in the original assessment and is documented together with its outcome.

4.10 Document hierarchy

For candidates, the following apply in descending order: individual agreements, expressly confirmed approvals, Part A of the Terms and Conditions and the respective description of the function. For employers, the following apply: the individual confirmation of services, expressly agreed additional modules, Part B of the Terms and Conditions and the product description. The privacy policy describes the processing of data and does not replace a contractual service agreement. Consents apply only to the optional purpose named in each case.