Applicant Privacy Policy

Your Consent

Submitting your personal information is entirely voluntary and you are free to decide what types of personal information, if any, to submit to us. However, if you choose not to submit your personal information, this may limit our ability to consider your candidacy. Please read this notice carefully. By checking the “I Agree checkbox” at the top of this notice, you acknowledge that you have read this Notice and approve GXS’s collection, use, transfer and disclosure of your personal information as described here.By agreeing to this notice, you agree to the transfer of personal information about you to GXS departments or offices located in countries outside the country in which you reside or are interested in obtaining employment, with different data protection regimes in place. If you reside in the EEA, by agreeing to this notice, you agree to the transfer of personally identifiable information about you to countries outside the European Economic Area (“EEA”) GXS will take appropriate technical, organizational, and legal steps to secure personal information about you.

Information You Provide

At GXS, we are committed to protecting your privacy. You should know that the personal information you provide to us as an applicant for a position with GXS (“Candidate Data”) will be collected, used and retained in accordance with the applicable laws in which the position is located, and not the country in which you reside. This notice covers any personal information you submit through the careers site as part of the job application or job search process including:

  • First name, middle Initial and surname, work address, e-mail and telephone details;
  • Details contained in letters of application and CV/résumé, previous employment background, education history;
  • Professional qualifications and other work-related licenses, certifications, certification expiration dates, professional memberships and awards;
  • Language(s) spoken/written and other relevant skills;
  • Employment preferences, willingness to relocate, desired salary, available start date; and
  • How you learned about the position and other information relating to references.

You may also voluntarily choose to provide other relevant information as part of your application. We would prefer that you avoid submitting the following sensitive information, except where such information is legally required: sex, race, ethnic origin, religion, beliefs, mental or physical disability, marital status, sexual orientation, creed, nationality, national origin, color and age.

If you intend to provide us with details of a reference or any other third party as part of your CV/résumé, it is your responsibility to obtain consent from that third party prior to passing the information to us.

You are responsible for the content of the information you provide to us and you must ensure it is legal, truthful, and accurate; the information provided must not mislead or infringe on any third party’s rights or in any other way that would make it legally actionable.

Candidate Data Privacy Guidelines

Unless noted otherwise, these guidelines do not form part of any contract of employment that may be offered to you. GXS reserves the right to amend these guidelines from time to time.

Data Privacy Principles

  1. Candidate Data will be collected and used for the only for the Purposes as defined below.
  2. Candidate Data collected will be relevant to, and not excessive for, the Purposes for which it is requested.
  3. Subject to legal requirements, Candidate Data will not be retained by GXS longer than appropriate or necessary.
  4. Appropriate technical and physical measures will be taken to protect Candidate Data from unauthorized access and accidental loss, destruction or damage.

Collection, Use, Processing and Disclosure of Data

Candidate Data provided by you through the Careers Site will be collected, used, transferred, disclosed, and retained (“Processed”) by GXS solely for global recruitment functions and related management and planning purposes,(the “Purposes”). The Candidate Data will be reviewed by GXS employees or agents who have a business need to access it, which may include recruiters, human resources personnel, technical services personnel and managers or their designees. We may also share your Candidate Data with selected service providers or consultants acting on our behalf, such as third parties assisting us with the operation of the careers site or the assessment of your suitability for employment. Those third parties will be required to protect the Candidate Data in accordance with this notice. As permitted by local law, GXS may use the Candidate Data to:

  • Process your application;
  • Assess your capabilities and qualifications for a job;
  • Conduct reference checks;
  • Provide any services available to you on the Careers Site from time to time;
  • Communicate with you;
  • Comply with any applicable law or regulation;
  • Monitor and record services whether provided by a GXS company or a third party

Last, we may need to disclose Candidate Data in order to demonstrate our compliance with laws governing employment and recruiting practices, or to fulfill other legal obligations of GXS.

The information you provide will be added to GXS’s international candidate database and will be used for the purposes of considering whether your qualifications are suitable for other employment positions available at GXS. This notice does not constitute an offer or promise of employment with respect to any employment position posted or described on the Careers Site. If we elect to make you an offer, personal information you submit may be incorporated into our human resources system and used to manage the new-hire process. If you become an employee, any personal information that you submit may become part of your employee file and may be used for other employment/work-related purposes.

Candidate Data Security

GXS ensures adequate security to protect both manual and electronic processing of Candidate Data to prevent its misuse or unlawful disclosure.As part of our security process, we separate Candidate Data into different categories according to type and sensitivity, as appropriate, and in accordance with applicable local legal requirements for the categorization of private data.

GXS also ensures that third parties and affiliates who process or otherwise come into contact with Candidate Data observe similarly adequate security measures.

Sensitive Candidate Data

GXS acknowledges a special category of Candidate Data that may be entitled to enhanced protection (“Sensitive Data”). Sensitive Data includes, but is not necessarily limited to:

  1. Demographic data (e.g., sex, race, color, ethnic or national origin, religion, philosophical or political beliefs, trade union membership and criminal history);
  2. Medical data (e.g., pre-placement medicals and/or drug screens, or other medical documents produced for the purpose of employment); and
  3. Personal financial data.

GXS may process this type of data: (a) for the purposes of equal opportunities monitoring; (b) where needed for the protection of life, health or freedom; and (c) where required for the performance of any employment contract offered to successful hires, all subject to appropriate security safeguards and in accordance with applicable local legal requirements.

When required to do so by law, GXS will obtain your explicit consent before processing Sensitive Data.

Your Submission and Subsequent Access to Candidate Data

You may use various methods to submit information to GXS. These may include online résumé submittal via a third-party service provider, which will be deposited into a US-based electronic database, or submittal via a GXS employment application.If your Candidate Data is held in an electronic database, you have the right to view the data (subject to legal limitations and requirements). If you would like to view your Candidate Data for any reason, please send a request in writing to the:

Human Resources Data Protection Administrator
9711 Washingtonian Boulevard
Gaithersburg, MD 20878 USA

The Human Resources Data Protection Administrator will respond as promptly as possible to confirm your right of access and make the information available for your review at a mutually agreeable time and place.

Updating Your Data

GXS makes all reasonable efforts to maintain the accuracy of the Candidate Data, but you are encouraged to assist in ensuring that the information is kept up to date by amending or removing Candidate Data that is inaccurate or out of date.

GXS will endeavor to promptly address and resolve any issues you identify concerning your Candidate Data and notify you when such corrections or updates are put into effect.

CANDIDATE Data Retention

Your Candidate Data will be retained in accordance with GXS’s data retention policy. Note that GXS may delete personal information about you at any time (including your CV/résumé), for any reason. Therefore, please retain your own copy of information provided to us.


To the extent the personal information you provide contains details of your racial or ethnic origin; political opinions or beliefs; religious beliefs; membership in a trade union or political party; physical or mental health or condition; sexual orientation; commission (or alleged commission) of an offence or related proceedings; job evaluations or educational records, you expressly authorize GXS to handle such details for the purposes of your job application.The information contained in this notice is in addition to the GXS data privacy policy found at