This document describes all measures that are taken regarding the privacy of candidates and the protection of their Personal Data when using this Jobsite.
 

Definitions

Data controller

The Data controller is a natural person or legal person, who, alone or with others, determines the purpose and the means for the processing of Personal Data.

Personal Data Protection Act/General Data Protection Regulation

This is a regulation with which the European Commission wants to promote the security of data. This mainly concerns the protection of personal information of European residents. With this regulation, the European Commission wants to give control over personal data back to the individual. It will go into effect on 25 May 2018 and be called ‘Wet Bescherming Persoonsgegevens’ (Wbp) and ‘Algemene Verordening Gegevensbescherming’ (AVG) or ’General Data Protection Regulation’ (GDPR) in English.

Personal data

  The AVG defines personal data as follows:
‘All information about an identified or identifiable natural person referred to as identifiable will be a natural person who can be identified directly or indirectly, in particular by means of an identifier such as a name, an identification number, location data, an online identifier or one or more elements characteristic of the physical, physiological, genetic, psychological, economic, cultural or social identity of that natural person.’

Special categories of personal data

These are personal data indicating race or ethnic origin, political beliefs, religious or philosophical beliefs, or membership of a trade union, and processing of genetic data, biometric data for the unique identification of a person, or data on health, or data related to a person's sexual behaviour or sexual orientation.

Processor

The Data Controller may appoint an external subcontractor to process personal data, as a Processor. This is ‘a natural or legal person, a government agency, a service or another body that processes personal data for the Data Controller’. In this document, this is:

HR-Technologies NV with registered office on Meersstraat 138 Blok C, 9000 Ghent, registered in the RPR with number 0477.537.136, and the Data Protection Officer can be contacted viadpo@hr-technologies.com

. 

Processing agreement

A processing agreement is a contract signed by two parties: on the one hand the Data Controller, the organisation held responsible for what happens to personal data, and on the other hand the Processor, the third party who takes over part or all the processing for the Controller.

Jobsite

This means this website and web application, called ‘EasyToRecruit’, which is taken over for the Data Controller by the Processor and is responsible for collecting and processing personal data.
 
 

About this document

This is the Privacy Policy Statement of:   TO BE FILLED IN
with registered office in:                                                       TO BE FILLED IN
registered in the RPR with number                   TO BE FILLED IN
hereinafter also referred to as the ‘Data Controller’.
 
You can contact us either via our legal department:
TO BE FILLED IN
or the Data Protection Officer:
TO BE FILLED IN
 
This privacy policy applies to everyone who visits this jobsite and provides personal data (as a candidate). Your personal data will always be treated in accordance with the AVG. By accessing and using the jobsite, you declare that you specifically agree with the privacy policy outlined below.
 
This document is version 1, dated 15 March 2018.
 

Our Privacy Policy regarding candidates

Your privacy is very important to us! We therefore handle the personal data of all candidates collected via this jobsite safely and confidentially.
 
This privacy policy describes which personal data we process from you, on what basis and why we process it and for how long we process it. Finally, we inform you about your rights, tell you whom to contact with questions, and specify the security measures we take to protect your personal data. We also provide more information about cookies that are used.

1.Which personal data is processed?

We collect and process various personal data from our candidates. This includes the following personal data:

• Personal identification information, such as first and last name, address details, telephone number, email address, and other contact details,
• place of birth, date of birth, age, gender,
• (academic) Curriculum vitae, information about training, internships and professional and other experience,
• possible personality tests, references, as deemed useful for the data controller for this jobsite.

 
No special categories of personal data are processed via this jobsite.

2.Why is this personal data processed and what is the legal basis for its processing?

Your curriculum vitae, motivation letter and notes made during our contacts, as well as the tests, examinations and questionnaires, are processed with the aim of completing the job application process to recruit the candidate concerned.
 
Your data will only be accessible to our own employees and any external employees (e.g. jurors) who are directly involved in the recruitment and selection processes.

Transfer to third parties

Your data will be processed by HR-Technologies, in this case the Processor, with whom the Data Controller has concluded a Processing Agreement. Together, we make every effort to adequately secure your personal data.
 
Your personal data will not be sold, rented, distributed or otherwise made commercially available to third parties, except as described above or with your prior consent.
 
In rare cases, we may have to disclose your personal data pursuant to a court order or to comply with other mandatory laws or regulations.

3.Duration of processing

We store the personal data of candidates for up to 5 years after the first registration. After the expiry of the 5-year period, you will be contacted again to ask if you wish to remain in our database. If you do not actively confirm this within 30 days, your data will be irrevocably deleted from our database.
 
In any case, your personal data will be stored according to specific legislation.

4.What are your rights as a candidate?

Right of access and inspection

• You have the right to freely access your personal data at any time, as well as to be informed of how we are using your personal data in accordance with applicable provisions. You can access your personal data by logging in on the Jobsite.

Right of correction, deletion and restriction

• It is up to you whether you share your personal data with us. In addition, you always have the right to request that we correct, supplement or delete your personal data.
• You cannot object to the processing of personal data that is necessary to support our recruitment and selection processes and data that we are legally required to store and process.
• You may also ask that we limit the processing of your personal data.
• For each of these activities, you can log in on the Jobsite and call up the desired functionality.

Right of objection

• You also have a right to object to the processing of your personal data for serious and legitimate reasons. You can invoke this right by logging in on the Jobsite.

Right of data transfer

• You have the right to obtain your personal data that we process in a structured, standard and machine-readable form and/or to have it transferred to other responsible parties in accordance with the applicable provisions. You can retrieve all your personal data after logging in on the Jobsite.

Right of withdrawal of consent

• To the extent that the processing is based on your prior consent, you have a right to withdraw that consent. This can be done by logging in on the Jobsite.

Automatic decisions and profiling

• The processing of your personal data does not include profiling, nor will we subject you to automated decisions.

Exercising your rights

• You can exercise your rights by contacting the Data Controller as mentioned above.

Complaints

• You have the right to file a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels, tel. +32 (0)2 274 48 00, fax +32 (0)2 274 48 35, e-mail: contact@apd-gba.be.

Security and confidentiality

Together with the Processor, we have taken security measures that are adapted technically and organizationally to prevent and respond to the destruction, loss, falsification, modification, unauthorized access, data leaks or other erroneous release to third parties of collected personal data as well as any other unauthorised processing of this data. These security measures are described in the Processing Agreement.

Cookies

We use cookies for the optimal functioning of the Jobsite. Cookies are small text files that are placed on a PC and that are read by a browser. The cookies used within the Jobsite are the following:

• Authentication and session cookies: cookies that identify the user as the candidate when they log in on the Jobsite.
• Functional cookies: cookies that verify whether it is possible to use cookies or to facilitate logging in.
• Analytical cookies: we use Google Analytics to analyse the behaviour of users within the Jobsite to remember preferences and thus improve service (we collect information such as browser type, type of device, and IP address).

 
You can set your browser so that you no longer receive cookies. If you do that, we cannot guarantee that all services and functionalities of the Jobsite will function properly.  We would like to point out that if you use another computer, you will need to modify your browser settings again there. For more information we refer to a site such as https://www.whatismybrowser.com/guides/how-to-enable-cookies/autoor similar.