When applicants apply via the softgarden application form, the option to acknowledge the privacy policy is already integrated. Based on this legal framework, the application date is automatically saved within the application record as the time of acknowledgment.
However, there are applications where no date is recorded, meaning there is no record of the privacy policy having been acknowledged:
Applications manually uploaded to the softgarden system by employees
Applications forwarded to the system via email
Applications received via an external portal that uses its own application form
1. Manually uploaded applications
For these applications, the privacy notice has not yet been acknowledged at the time of upload.
When an application is uploaded via "Add application" → "Add manually" or via the optional CV upload, you can—before completing the process—send:
an acknowledgment of receipt
and a separate request to acknowledge the privacy notice.
The applicant receives two messages:
A confirmation of receipt of the successful submission of the application
An email with an individual link to read the data protection information
2. Applications forwarded to the system via email
In this case, too, the applicant cannot acknowledge receipt of the information immediately upon submission.
Please use the envelope icon—located within the application under the "Application" tab in the "Personal Data & Application Details" section under "Privacy Policy"—to send a reminder requesting acknowledgment.
Once the applicant:
opens the link
checks the box
and clicks "Submit"
the current date is saved in the application record.
Important: The link can only be used once. If the applicant reports that the link is not working, a new email must be triggered using the same method.
3. Applications via external portals with their own application forms
When applicants submit their documents via external portals that do not link to the softgarden forms, acknowledgment of the softgarden privacy policy is not possible.
Please proceed as described in point 2 and send a separate email requesting acknowledgment.
Note regarding self-application
In the case of a self-application (where the applicant creates their own application), applicants have direct access to the data protection information within the application form.
Therefore, an additional confirmation checkbox is not displayed.
It is not possible to resend the data protection information, as the opportunity to review it was already provided prior to the submission of the application.
Important note regarding personalized links
Links such as:
are personalized, one-time-use links that:
apply to a single application only
can be used only once
must not be copied or reused across different applications
Please always use the appropriate macro in email templates so that a new, correct link is automatically generated.
How do I find applications without confirmed privacy notices?
You can find all affected applications in the "Applications" section via the left-hand navigation bar. A notification marker appears in the "Update" column, which you can click on.
Additionally, you can display a filtered list of all applications without confirmed privacy notices by going to the top right and selecting "More filters" → "Updates" → "Privacy notice not accepted."
