HR and recruitment teams are under pressure:
skills shortages, cost pressures, and an ever-increasing pace of change.
AI can help.
However, it can only help those who are familiar with the legal framework
and position themselves correctly from the outset.
With the EU AI Regulation (AI Regulation / EU AI Act), a binding legal framework has been in force since this year, which applies particularly where AI prepares or influences selection decisions. This white paper translates precisely this framework into a practical approach: understandable, actionable and directly tailored to day-to-day recruitment.
No legal jargon, just a practical playbook: systematically categorising use cases, defining minimum standards, and factoring in governance and employee participation from the outset. Ensuring that AI is a manageable success factor rather than a stumbling block.
Developed and published by Queb Bundesverband e. V.
Written by HR professionals for HR professionals. Includes a traffic-light system, checklists and sample templates available for download.
Note on classification: First check whether an AI system is involved at all!
The AI Regulation does not apply to every digital or rule-based selection process. Before applying the ‘traffic light’ classification, it should be checked whether the specific use case constitutes an AI system within the meaning of the AI Regulation. Traditional tests, fixed selection rules or purely rule-based procedures may still be relevant under the GDPR, the General Equal Treatment Act (AGG) or co-determination legislation, but do not automatically trigger obligations under the AI Regulation.
Whitepaper Audio Description.
👉 Download now and put it into practice straight away
Additional teaching materials
To help turn guidance into concrete action, you’ll find supplementary case studies and templates to accompany the white paper here. These will help you to systematically identify AI use cases in recruitment, assess risks, document decisions in a transparent manner, and involve relevant stakeholders at an early stage.
The materials can be used straight away and adapted to your own business processes. They serve as practical working aids and are not a substitute for legal advice. Although they have been prepared with care, all content is provided without any guarantee as to its completeness, timeliness or accuracy. Please review their application in specific individual cases together with the relevant internal or external experts.
- https://www.queb.org/whitepaper_ki_vo_en/T-14.0_Toolkit_Index.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.1_AI_Inventory_Register.xlsx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.2_Use_Case_Onepager.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.3_Risk_Intake.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.4_Decision_Pack.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.5_RFP_Questions_Minimum_Evidence_v2.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.6_Monitoring_Review_Change_Impact.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.7_Incident_Runbook.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.8_RACI_Role_Descriptions.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.9_Data_Classes_Prompt_Policy.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.10_Transparency_Communication_Building_Blocks.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.11_Works_Council_ready_Package.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.12_Do_Dont_Training_Modules.dotx
- https://www.queb.org/whitepaper_ki_vo_en/T-14.13_Change_Log.dotx
AI generated Video: AI Act in Talent Acquisition
Find out more about the Queb White Papers (German only)
Queb Bundesverband e. V. and its Memebers
Queb is a federal association of well-known employers for excellence and innovation in the areas of employer branding, HR marketing and recruiting. The alliance represents more than 50 well-known companies with more than 6 million employees of all industries.
With the alliance of renowned companies, the federal association combines the relevant knowledge for personnel marketing that is successful over the long term and offers companies a central platform on which to exchange knowledge.
The federal association actively and consistently promotes high-quality personnel marketing and recruitment as a recognised expert.
Members of Queb Bundesverband e. V.
