Terms of Use for External Employment Agencies (incl. subcontractors)

Job Join UG (limited liability)
Steinerne Furt 72, 86167 Augsburg – Germany
service@job-join.de

Last Update: 11.08.2025 Version: v1.0

External employment agencies can collaborate with Job Join UG in two ways:

Enables independent placement of job seekers with the agency’s own clients.

Access is granted by order confirmation and terms of use.

Access may be subject to a fee or free of charge; the respective arrangement is clearly recorded in the order confirmation.

Prices, membership term, payment conditions and methods result from the order confirmation.

For paid memberships, the following applies: If the employment agency does not receive its access data within 48 hours, it may withdraw from the contract due to non-performance and will receive the amount paid back. In addition, within 7 days after receipt of its access data, it may withdraw from the contract if, in its view, an insufficient number of job seekers are registered. An objection by Job Join UG is not possible. The withdrawal must be declared in writing. A justification stating that, in its view, an insufficient number of job seekers are registered is sufficient. In this case, it will receive a pro-rata refund of its membership fee. If the employment agency already had a free trial access before concluding the paid membership, the aforementioned right to withdraw within 7 days lapses, as by using the trial access it was already able to satisfy itself of the number and qualifications of the registered job seekers.

No automatic renewal of the membership. After expiry, the contract ends automatically; renewed participation requires a new conclusion of contract.

In the event of early termination of the contract for reasons not attributable to Job Join UG, no (pro-rata) refund of payments already made will be made.

A (pro-rata) refund will be made exclusively if the employment agency proves that Job Join UG has culpably failed to fulfill the contract.

Storage period. The Employment Agency undertakes to store received or downloaded applicant data for no longer than three (3) months) and then delete it without delay in a verifiable manner, unless a hiring process is ongoing or has been completed and further retention is legally required. Upon request by Job Join UG, deletion must be demonstrated (e.g., written confirmation or a deletion log) within 14 days. In the event of a breach, Job Join UG reserves the right to issue a warning to the employment agency or exclude it from the platform. Further claims, in particular for damages, are expressly reserved.

Contact after 3 months. After the three-month period has expired, the employment agency may no longer contact the applicant on the basis of previously stored data. Any further contact requires that the data be obtained anew via the platform and that, before initiating contact, the employment agency verifies in the login area that the applicant is currently listed. Local copies must be deleted in compliance with the GDPR.

Obligation to indicate that a contact or job offer was made with the assistance of Job Join UG.

Obligation, for any contact made without using the messaging function within the Job Join platform, to indicate that the contact was initiated through Job Join UG. Exception: contact takes place directly via the messaging function on the platform or the job seeker’s data was provided to the employment agency outside the platform (e.g. by e-mail) by Job Join UG.

Data of job seekers may be passed on to the employment agency’s own clients if the recipient is demonstrably a potential employer from the EU for the job seeker with whom the employment agency has a business relationship or by whom it has been commissioned to recruit staff. Prior to forwarding data, the employment agency must obtain from the recipient a written declaration in which the recipient assures GDPR-compliant handling of the received data. This declaration must be available to the employment agency before any forwarding takes place; transmission to Job Join UG is made only upon request and must then be made without delay.

The initial contact with the job seeker must always be made by the employment agency (contractual partner of Job Join UG), and it must inform the job seeker that it received their contact details from Job Join UG. If the employment agency’s client intends to contact the job seeker directly, the job seeker must be provided in advance with the client’s contact details and the reason for the contact. Violations may lead to exclusion without refund.

For each contact with the job seeker, the employment agency must explain to the job seeker the reason for the contact (e.g. specific job offer, enquiry about a qualification, as it may have a suitable job offer or a client interested in the job seeker). Violations may lead to exclusion without refund.

Forwarding to further third parties is prohibited.

Opening and closing of the shop: Depending on capacity, Job Join UG limits access for new participants in the Workforce Pool. These limitations have no effect whatsoever on the search functions or the login area for employers and employment agencies. The closure affects exclusively the new admission of job seekers. Job seekers already listed in the Workforce Pool remain visible, and contacting them and sending job offers remains unrestricted. The closure of the shop has no effect on contractually agreed minimum services.

Assignment is made in writing by Job Join UG with a precise target description, such as obtaining work and residence permits, recognition of qualifications using the personal data provided by Job Join UG. Without a written assignment, no personal data will be transmitted.

Cooperation between Job Join UG and so-called employment agencies acting as subcontractors is carried out exclusively for the purpose of preparing and submitting, and obtaining for the applicant, the necessary authorizations—such as work permits, residence permits, recognition of vocational qualifications, or visas—using the personal data provided by Job Join UG to the respective competent authorities. The processing of personal data takes place solely within the scope and under the conditions of the data processing agreement (DPA) pursuant to Art. 28 GDPR concluded with Job Join UG.

Communication with Job Join UG in German or English. If the subcontractor and the client of Job Join are resident in the same country, communication between these parties may take place in their national language. However, in the event of queries from Job Join UG, the subcontractor is obliged to provide Job Join UG with the corresponding communication in German or English.

Job Join UG provides all relevant applicant and client data including evidence at the start of the process.

Subcontractor and Job Join UG actively support the process with all necessary information and documents.

Target implementation “as soon as possible,” unless another deadline is agreed.

Direct communication with applicant and client of Job Join is permitted and desired.

Duty to inform Job Join UG without delay in the event of problems or delays.

Duty to provide information to all parties involved upon request, but not in the case of a disproportionately high number of direct enquiries from the job seeker to the subcontractor (more than twice per week is considered disproportionate).

Status update at least every 6 weeks and without delay in the event of material changes.

Customer protection: contact exclusively for the purpose of fulfilling the assignment; direct business transactions with applicants or clients are prohibited. The Provider reserves the right to assert proven damages in the event of a breach.

Personal data of applicants and clients may only be passed on to bodies necessary to achieve the objective.

Employment agencies acting exclusively as subcontractors have no access to the applicant pool.

In any contact with a job seeker or client, Job Join UG must be named as the source or client.

Unless otherwise agreed in the assignment, the following remuneration rules apply: For cases A, B and C, a separate fixed price must be stipulated in the respective assignment, or alternatively for cases B and C a percentage of the price agreed under A. Prices always include official fees.

• A: Objective successfully achieved → agreed price; include evidence; official fees may be submitted in advance.
• B: Objective not achieved due to official rejection → agreed price or percentage according to the assignment; include written justification and evidence; official fees may be submitted in advance.
• C: Objective not achieved due to breaches of duty by third parties (e.g. false information by the applicant, failure to fulfil obligations by clients or Job Join UG, termination by Job Join UG) → agreed price or percentage according to the assignment; include written justification and evidence; official fees may be submitted in advance.
• D: Culpable conduct of the subcontractor (e.g. missing a deadline, lack of communication, termination of the process without cause) → no remuneration, no reimbursement of expenses.

Strict compliance with the GDPR and applicable deletion periods is mandatory.

The subcontractor processes personal data exclusively within the scope of achieving the objective in accordance with the assignment and passes it on only to bodies that are necessary for fulfilment of the assignment.

Applicant and employer data may only be passed on to bodies necessary to achieve the objective. The subcontractor documents each disclosure with date, recipient and purpose and keeps this documentation available for 24 months. This documentation must be submitted to Job Join UG within 5 working days upon request.

All partners are obliged to handle personal data confidentially and lawfully.

A data processing agreement (DPA) pursuant to Art. 28 GDPR is concluded between Job Join UG and the subcontractor. Without the conclusion of a data processing agreement (DPA), no assignment and no data transmission will take place.

The subcontractor undertakes to comply with appropriate technical and organisational measures (TOMs), in particular: encrypted transmission of personal data, access restriction to authorised persons, regular data backups as well as logging of relevant processing operations.

The subcontractor reports any personal data breach without delay, at the latest within 24 hours, to Job Join UG. The period begins when the subcontractor becomes aware of the data protection breach.

Otherwise, the provisions of the GTC of Job Join UG (limited liability) apply. The GTC and this Terms of Use form components of the contract.

They are made available to the user in text form prior to the conclusion of the contract, e.g. via a link displayed in the order process in a checkbox option. Immediately after conclusion of the contract, they are sent to the user again by e-mail together with the order confirmation.
By concluding the contract, the employment agency confirms—regardless of the form of conclusion—that it has received, read and accepted the GTC and the Terms of Use prior to the conclusion of the contract.

Access to the applicant pool (employment agency as customer): The contract is concluded by offer of Job Join UG → order by the employment agency → order confirmation. The GTC and these Terms of Use are already enclosed with the offer and are additionally sent again with the order confirmation.

Cooperation as a subcontractor: The contract is concluded by request from Job Join UG → acceptance by the employment agency → order confirmation. The GTC and these Terms of Use are already enclosed with the request and are additionally sent again with the order confirmation.