Information on Using Alva Labs in the Application Process

We would like to transparently explain how we use Alva Labs' AI-powered assessment tool in the application process, what data is processed, where artificial intelligence and other algorithmic methods are used, and how we ensure that decisions about applications continue to be made by people.

This information applies if you are invited to complete an Alva Labs assessment as part of your application process.

1. What is Alva Labs?

Alva Labs provides a digital, science-based platform for assessing candidates and supporting hiring decisions. As part of its intended use, the platform conducts an adaptive personality test based on the Five-Factor Model (Big Five) and an adaptive test of logical and analytical reasoning. The results can be used to generate standardized reports as well as a role-specific Role Fit Score.

The platform is provided by:

Alva Labs AB
Luntmakargatan 66
113 51 Stockholm
Sweden

Fielmann and Alva Labs AB jointly determine key aspects of how the personality and logic tests are administered and how the results are calculated. They therefore share responsibility for this part of the process. Fielmann decides which applicants are invited to take the assessment for each position, while Alva Labs determines the test questions, how the adaptive tests work, and how the results are calculated. For other functions, such as matching candidates to specific roles, managing results, and providing technical services based on Fielmann’s instructions, Alva Labs generally processes the data on Fielmann’s behalf. Fielmann, or the respective Fielmann company advertising the position, remains responsible for all decisions made during the application process.

Alva Labs is designed to support scientifically sound and, as far as possible, standardized assessment methods. The platform is intended to provide our recruiters and the relevant decision-makers with additional information, but it is neither intended to make psychological diagnoses nor to replace people in the selection process.

2. Why do we use Alva Labs?

We use Alva Labs to make application processes more structured, comparable, and transparent. The aim is to supplement resumes and interviews with standardized information on job-related personality traits and logical and analytical reasoning abilities.

In particular, Alva Labs is intended to help:

• assess applicants under comparable measurement conditions;
• structure and clearly present personality and logic test results;
• compare job-specific requirements with predefined test profiles and weightings;
• make selection decisions more transparent for the recruiting team;
• help make assessments more objective and consistent, rather than relying solely on information from resumes. 

The tool does not replace the individual decisions made by our recruiting teams.

3. How does the digital assessment work?

If Alva Labs is used as part of your application process, you will receive an invitation to complete a digital assessment.

The process generally works as follows:

1. You will receive a link to the assessment on the Alva Labs platform. 
2. Before we begin, you'll receive information about the process and data processing. You can ask questions, and if you are unable or do not wish to complete the assessment, your application process will continue without the assessment. Choosing not to complete the assessment will not put you at a disadvantage. 
3. If you agree to complete the assessment, you will take the personality test and, if required for the position, the logic test. Each test usually takes around 15 minutes to complete and is available in several languages, including German. 
4. The tests are adaptive. This means that the next question or task displayed depends on your previous answers. This allows the assessment to be completed with fewer questions, so individual applicants may not necessarily see the exact same questions. 
5. The personality test measures job-related personality traits based on the Big Five model. The logic test includes tasks that assess logical and analytical reasoning. No video or audio recordings will be made. 
6. Alva Labs processes your answers and uses statistical, adaptive measurement models to evaluate your personality traits and logical ability. 
7. The test results are weighted according to a pre-selected role profile approved by Fielmann and combined into a score ranging from 0 to 100. This score does not indicate your likelihood of success and does not constitute a hiring decision. 
8. You will generally receive a personalized feedback report. Alva Labs may also offer you the option to create your own Alva Labs account and save your results for future applications. This account is not part of the Fielmann application process and is not required for your application. 
9. Our recruiters review the results along with your resume, qualifications, interviews, and other relevant application information. Fielmann generally receives your scores and reports, but not the specific test questions or your raw responses. These are visible only to you and cannot be viewed by anyone else.
10. Decisions about the next steps in your application are made by people based on all relevant information. Scores never automatically result in an invitation or a rejection. 

Since the tests are adaptive, applicants may receive different questions or tasks while still being assessed in a comparable way. This consistent approach is ensured through carefully calibrated questions, standardized assessment methods, and consistent scoring rules. There is no automated assessment of appearance, facial expressions, gestures, voice, accent, or emotions.

4. Where is AI used?

In particular, Alva classifies adaptive psychometric assessment and certain recommendation or text-generation functions as AI systems. The personality and logic tests themselves do not use generative AI to interpret resumes, videos, or open-ended responses. Instead, statistical models are used to calculate standardized scores based on your test responses.

AI and algorithmic methods can be used in particular to:

• select the most appropriate next question or task based on your previous responses;
• estimate personality traits using a three-parameter model and logical reasoning ability using a one-parameter Bayesian Item Response Theory model;
• if the Architect feature is used, it can suggest suitable assessment methods or test profiles based on the job title or job description. Fielmann must review and approve these suggestions.
• if separately approved, AI may be used to generate draft summaries of results or interview criteria. These features are intended solely as support tools and will only be enabled with the required approval.
• log system performance, inputs, outputs, and technical events and check for irregularities. 

The Role Fit Score is an algorithmic combination of existing test scores based on a predefined role profile. It does not use video, voice, or biometric characteristics, nor does it use personal characteristics such as gender, age, background, religion, disability, or sexual identity as suitability criteria.

5. What results does Alva Labs provide?

Alva Labs can provide a structured evaluation of your test results. This may include the following:

• a personality profile that covers five key dimensions and the specific traits within each of them.
• a standardized score for logical and analytical reasoning, if the logic test is used;
• a job-specific Role Fit Score from 0 to 100, if Fielmann uses this feature;
• a results report highlighting job-related strengths, potential areas for development, and guidance for structured follow-up interviews;
• a personalized feedback report for you. 

These results are standardized scores that should be understood in context. They are not an absolute measure of your personality, your value as a person, or your suitability for the role. The results are always considered together with the other information provided as part of your application, rather than being assessed on their own.

6. Does Alva Labs make automated decisions?

No. Alva Labs does not make decisions on its own about whether you are hired, rejected, or invited to another interview.

Alva Labs supports Fielmann by providing standardized test results, reports, and, where applicable, a Role Fit Score. The tool cannot make hiring decisions on its own, and a test result never automatically leads to rejection.

The results provided by Alva Labs are intended to support the decision-making process. The final decision on the next steps in your application is always made by people, based on all relevant information, particularly your application documents, interviews, and other selection components.

Our recruiters and the relevant decision-makers are required to review and interpret the results and, where appropriate, question or deviate from them. The human decision is documented.

7. What data is processed?

When using Alva Labs, the following types of data may be processed:

• basic contact and identification details, such as your name, email address, application ID, or user ID;
• details about the position you applied for, such as the job title, location, department, country, and the requirements defined for the role;
• information related to invitations and reminders, as well as your preferred language for the assessment;
• your responses to the personality test;
• your answers and results from the logic test, if this test is used;
• details about the assessment process, such as when you were invited and completed the assessment, your progress status, time spent, and any breaks taken;
• technical information, where required for operation and security, such as your IP address, device information, and log data;
• assessment results generated by Alva Labs, including test scores, personality traits, logic scores, and results reports;
• job-specific results, such as Role Fit Scores, guidance for leadership or interviews, and, if separately enabled, AI-generated draft summaries;
• records of access, changes, exports, support requests, and data deletion. 

The assessment focuses on requirements that are relevant to the job and the role. Personal characteristics such as gender, age, ethnic origin, religion or beliefs, disability, or sexual identity are not used by Fielmann as criteria for determining suitability. In the standard setup described here, no video, voice recordings, or, as a general rule, resumes are shared with Alva Labs for assessment purposes. Any additional features would be reviewed separately and communicated transparently.

8. Does the assessment record or analyze video, voice, or appearance?

No. The assessment is conducted as a browser-based test consisting of questions and tasks. No video or audio recordings are made, and the personality and logic tests do not require access to your camera or microphone.

The AI-powered and algorithmic analysis is based on your test responses, information about how you complete the test, and the standardized scores calculated from this information.

Your appearance, facial expressions, gestures, eye movements, voice, accent, speaking speed, and emotions are not assessed. There is also no biometric identification.

In particular, this means that Alva Labs is not used to automatically draw conclusions about your personality, emotions, background, health, or other personal characteristics based on your appearance, voice, or behavior.

Technical data such as your IP address or device information is processed only for providing and securing the service, troubleshooting, and logging—not to draw conclusions about your suitability or personality.

9. Is my data used to train AI models?

Your personal data will not be used to train AI models unless it has first been anonymized. Only after the data has been anonymized so that it can no longer be linked to you may it be used for scientific research, benchmarking, product improvement, or the training of AI/ML models. According to Alva Labs, it uses only anonymized data to develop and validate AI/ML models.

Your personal data is processed only to administer and evaluate your specific application process and for necessary technical, security, and legal purposes. If you voluntarily create your own Alva account or use additional Alva services, this is a separate process for which Alva Labs is independently responsible and which will be explained separately.

10. Who can access the results and test data?

Access to your personal data (including test results) is limited to people involved in your application process who need access to perform their role. In the intended setup, this primarily includes trained recruiters from the Talent Acquisition team. Other people involved in the hiring decision only receive the information they need for their role. Raw data and detailed test results are generally not passed on to them directly.

Fielmann receives your results, reports, and, where applicable, your Role Fit Score. However, Fielmann does not receive the specific test questions or your individual answers. Access and exports are recorded and can be tracked in accordance with the authorization and logging policy.

Alva Labs AB and its technical service providers may have access to the extent necessary to operate, host, support, and secure the tool, troubleshoot issues, or provide the contractually agreed services. Access is restricted to authorized individuals with a business need and is subject to confidentiality and security requirements.

11. Which service providers and subprocessors are used?

Alva Labs uses additional technical service providers to operate the platform and provide certain optional features. These include, in particular:

• Google Cloud EMEA Limited as the provider of cloud, hosting, infrastructure, and model services. The data centers used for Alva Labs are located within the EU, including in Belgium, the Netherlands, Germany, Finland, and Poland. 
• Kombo Technologies GmbH as an optional provider for integration with applicant tracking systems. Kombo is only used if this service is needed for the specific Workday/ATS integration and has been approved by Fielmann. 
• Artia International SRL as an optional service for IP-based geolocation and geographic access restriction, provided this feature is enabled. 
• GitHub, Inc. solely in connection with optional coding tests. Coding tests are separate from the personality and logic tests described here. Applicant data is only shared with GitHub if this feature is enabled. 
• Other optional subprocessors or integrations are only used for features that have been explicitly approved. Before enabling such features, Fielmann reviews the specific data flows, data storage locations, and contractual safeguards. 

In the standard setup, personal data is processed in data centers located within the EU. If an optional feature requires personal data to be transferred outside the EU in exceptional cases, it will only be enabled after a separate review and once appropriate safeguards are in place, such as the EU Standard Contractual Clauses or another recognized mechanism for international data transfers.

12. Where is the data stored and how is it protected?

The Alva Labs platform runs on Google Cloud Platform. According to the information available to us, personal data and assessment reports are stored and processed in data centers within the European Union.

Based on the information available to us, Alva Labs uses the following security measures in particular:

• encryption of data in transit using current transport encryption methods;
• encryption of personal data at rest, with externally managed keys used for particularly sensitive data;
• role-based access controls following the need-to-know and least-privilege principles, as well as strong authentication, SSO, and multi-factor authentication;
• a zero-trust security model and technical separation of customer environments;
• system, administrative, and access activity is logged and monitored. According to Alva Labs, audit logs are kept for up to 15 months.
• regular backups, recovery testing, and systems designed for high availability. According to Alva Labs, database backups are performed daily and kept for seven days.
• continuous monitoring of vulnerabilities, performance, and availability, as well as secure development and change management processes;
• regular independent security testing and processes for identifying and addressing potential vulnerabilities.
• management systems and certifications, including ISO/IEC 27001 for information security, ISO/IEC 42001 for AI management, and ISO 10667-2 for work-related assessments;
• incident response, business continuity, disaster recovery, and secure data retention, anonymization, and deletion processes.

13. How long is the data stored?

Personal application data, test data, and results stored in Alva Labs as part of your Fielmann application are generally kept for six months after the application process ends. After that, the data is deleted or automatically anonymized, unless a longer retention period is required by law or otherwise permitted in individual cases. Fielmann has a coordinated process with Alva Labs to ensure that data is deleted or anonymized as required.

If you are hired and certain results are to be used for a separate, permitted purpose, such as onboarding or employee development, they will only be transferred to a Fielmann system on a separate legal basis (generally only with your consent) and with the appropriate information provided. 

A personal Alva Labs account is optional and separate from the Fielmann application process. If you choose to create one, you can save your results for future applications under Alva Labs’ own terms. According to the product information available to us, results can be stored for up to two years. Fielmann has no control over your voluntary Alva Labs account, as it is managed solely by Alva Labs.

14. How do we promote fairness and prevent discrimination?

We do not use Alva Labs to disadvantage applicants based on personal or protected characteristics. The results should only be interpreted in relation to requirements that are relevant to the job and the specific role.

The following measures, in particular, help ensure fairness and prevent discrimination:

• standardized psychometric tests and consistent scoring methods. While adaptive tests may present different questions to different applicants, they assess the same traits using the same measurement principles.
• scientifically established models for personality (Big Five) and general logical reasoning ability, as well as external certification and quality standards;
• predefined, job-specific profiles and weightings that are reviewed and approved by trained staff. Personal or protected characteristics that are not relevant to the role must not be taken into account.
• results are always reviewed by a person. Scores never lead to automatic rejection, and reviewers can question them or make a different decision.
• users are trained on how the system works, what the results can and cannot tell them, how to avoid misinterpreting them, and how to recognize and report potential bias, discrimination, or other issues.
• the language versions and role profiles used are reviewed for suitability, while system performance, selection rates, complaints, and any potential disadvantages are monitored on an ongoing basis.
• Alva Labs uses governance, risk management, and control processes, including an ISO/IEC 42001-certified AI management system, system logging, automated and manual testing, and documented steps for addressing identified issues.
• appropriate support is available for accessibility needs, along with an equally suitable alternative way to complete the process and clear channels for raising concerns or reporting issues. 

Alva Labs uses curated, diverse, and anonymized datasets to develop and validate AI/ML models. Evaluation criteria are defined in advance, known failure modes are documented, and results are reviewed both automatically and manually.

Alva Labs’ psychometric tests are certified by DNV, and Alva Labs is also certified to the ISO 10667-2 standard. These certifications only apply to the specific use cases and language versions covered by the respective certification. Fielmann therefore only uses language versions and role profiles when there is reliable evidence that they are valid and fair for the intended use, or when any limitations on their use have been clearly defined.

No test, model, or audit can guarantee that errors or bias will never occur in individual cases. For this reason, the process always includes a person checking the results, ongoing monitoring, documented options to override results, another way to complete the assessment, and channels for raising concerns.

15. What should I do if I have any questions, run into technical issues, or need another option?

If you need more information about how Alva is used, run into technical issues, or need additional support to complete the assessment, please contact our Applicant Service team. During the assessment, Alva Support is also available via the in-app chat:

Bewerberservice@fielmann.com

We will respond to your request as soon as possible. Contacting us will not put you at a disadvantage.

16. Privacy information and your rights

You can find more information about how your personal data is processed during the application process, the relevant legal bases, and your data protection rights in our general privacy information for applicants. Where Fielmann and Alva Labs share responsibility for inviting you to the assessment, managing the assessment process, and calculating the Ability Test results, you can generally exercise your rights with either party. Fielmann remains the primary contact for any requests and will work with Alva Labs as needed. You can contact Alva Labs’ Data Protection Officer at dpo.alvalabs@gdprhero.se. If you choose to create a personal Alva Labs account, Alva Labs’ separate privacy information also applies:

career.fielmann.com/en/privacy-policy/