Quality Policy

1. Introduction

Proscia GmbH (“Proscia”, “we”, “us”, “our”) is committed to maintaining the highest standards of quality in every aspect of our operations, especially in our recruitment services. We aim to provide ethical, transparent, and efficient recruitment solutions that align with European and global standards, ensuring the best outcomes for candidates and employers alike.

This Quality Policy outlines our commitment to quality management principles, continuous improvement, and compliance with relevant legal and regulatory requirements, including those under the General Data Protection Regulation (GDPR), the Federal Data Protection Act (BDSG), and other relevant industry-specific regulations.

2. Quality Objectives

Our commitment to quality is driven by the following objectives:

• Excellence in Recruitment Services: Ensure that candidates and employers benefit from the highest standards of recruitment services, including tailored candidate placements, detailed screening processes, and transparent communication.
• Compliance with Legal Standards: Adhere to all applicable data protection, employment, and recruitment laws, including GDPR and BDSG, ensuring that both candidates and employers are fully informed about the handling of personal data.
• Continuous Improvement: Regularly review and improve our recruitment processes, operational practices, and technological tools to enhance service delivery, candidate experience, and employer satisfaction.
• Employee and Stakeholder Engagement: Foster a culture of quality across all levels of the company by involving our employees and stakeholders in ongoing training and awareness initiatives, ensuring they understand and adhere to our quality objectives.

3. Scope of Quality Management

Proscia GmbH’s quality management applies to the following areas of our operations:

• Recruitment and Placement: Managing job postings, candidate screening, employer matching, documentation, and relocation support.
• Candidate Services: From initial inquiries to final placement, including ensuring candidate data privacy and clear communication at every step.
• Employer Services: Providing high-quality talent acquisition services tailored to the needs of each employer, ensuring compliance with all recruitment standards.
• Technological Infrastructure: Ensuring the systems used for recruitment, including Zoho CRM and online job application portals, meet security and usability standards to protect user data and enhance operational efficiency.

4. Compliance with Legal and Ethical Standards

Proscia GmbH ensures that our recruitment services comply with the following legal and ethical standards:

4.1. General Data Protection Regulation (GDPR)

Proscia GmbH commits to processing personal data in a manner that ensures its confidentiality, integrity, and accessibility in accordance with GDPR. We are fully transparent with candidates and employers about how their data is processed, stored, and used, ensuring compliance with:

• Article 6 — Lawful bases for processing personal data
• Article 9 — Special category data, including health and disability information when relevant to job suitability
• Article 12–22 — Rights of data subjects, including the right to access, rectify, and delete personal data

4.2. Bundesdatenschutzgesetz (BDSG)

In addition to GDPR, Proscia GmbH adheres to the Federal Data Protection Act (BDSG), ensuring compliance with its provisions for handling employee data, recruitment data, and third-party transfers within and outside the European Union.

4.3. Equal Employment and Non-Discrimination

Proscia GmbH is committed to providing equal employment opportunities. Our recruitment practices are designed to ensure that all candidates are treated fairly, without discrimination based on gender, race, disability, religion, age, or any other characteristic protected by law.

4.4. Ethical Recruitment Practices

Proscia GmbH is dedicated to ethical recruitment. We are committed to promoting fair, transparent, and legally compliant recruitment processes. We work to ensure that all recruitment activities are carried out with respect for the dignity and rights of candidates and employers.

5. Quality Control and Monitoring

Proscia GmbH maintains a robust quality control framework to ensure continuous monitoring and improvement of our services.

5.1. Recruitment Process Monitoring

We regularly monitor and evaluate our recruitment processes to identify areas for improvement, ensuring that the candidate and employer experience is optimized and streamlined. This includes:

• Candidate feedback surveys
• Employer feedback sessions
• Quality audits of recruitment processes

5.2. Data Protection Audits

Proscia GmbH conducts regular data protection audits to ensure that all personal data is handled in compliance with GDPR and BDSG. Any potential risks are promptly addressed to minimize data breaches and unauthorized access to sensitive information.

5.3. Staff Training and Development

We invest in ongoing training for our employees to ensure they understand the importance of quality and compliance in recruitment services. This includes:

• Data protection training
• Ethical recruitment practices
• Industry-specific compliance updates
• Continuous improvement methodologies

6. Customer Satisfaction and Feedback

Customer satisfaction is integral to Proscia GmbH’s quality management framework. We actively seek feedback from both candidates and employers to improve our services and respond to any concerns.

6.1. Candidate Satisfaction

We value the input of our candidates and use their feedback to enhance our services. We aim to provide a positive recruitment experience that ensures our candidates feel supported, informed, and empowered throughout the process.

6.2. Employer Satisfaction

We work closely with employers to ensure that the candidates we provide meet their specific needs. Regular employer satisfaction surveys and ongoing communication help us identify areas where we can improve our service offerings.

7. Continuous Improvement

Proscia GmbH is committed to fostering a culture of continuous improvement. We implement the following:

7.1. Performance Reviews

We regularly assess the performance of our recruitment activities against established benchmarks and service level agreements (SLAs). The results inform our strategic decision-making and operational improvements.

7.2. Innovation and Technology

We continually assess emerging technologies and industry best practices to improve our recruitment tools and services. Our ongoing investments in software systems and tools (e.g., Zoho CRM) ensure that we remain competitive and capable of meeting the evolving needs of our clients and candidates.

7.3. Corrective Actions

When quality issues are identified, we implement corrective actions promptly. This may include modifying recruitment practices, improving staff training, or updating our technology systems.

8. Responsibilities

The implementation of this Quality Policy is the responsibility of the entire Proscia GmbH team. However, specific responsibilities are outlined as follows:

• Managing Director: Overall accountability for quality management and compliance.
• Recruitment Team: Ensuring that recruitment processes adhere to ethical standards and legal requirements.
• Data Protection Officer (DPO): Overseeing data protection compliance and ensuring personal data is handled securely.
• IT Team: Maintaining systems and ensuring they are secure, compliant, and optimized for recruitment purposes.

9. Review and Updates to the Quality Policy

Proscia GmbH regularly reviews and updates this Quality Policy to ensure that it remains relevant and effective in meeting our objectives, legal obligations, and industry standards.

Any updates to this policy will be posted on our website and communicated to all relevant stakeholders.

10. Contact Information

If you have any questions or feedback regarding this Quality Policy or Proscia GmbH’s quality management practices, please contact:

Proscia GmbH
Paulsborner Str. 50a
14193 Berlin, Germany
Email: info@proscia.de
Phone: +49 (0)30 12345678