Privacy Policy Applicants

• Publication date: 8th September 2021

On 25 May 2018, the new General Data Protection Regulation (AVG or Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC) entered into force.

The R&T Group is very concerned about the protection of your personal data. Therefore we commit ourselves to process and protect your personal data with the utmost care, respecting these regulations. With this declaration we want to inform you as completely as possible about the processing activities we carry out. We also explain how we, as the person responsible for processing, collect, use and store your personal data.

The R&T Group may amend or update this statement to reflect changes in our practices regarding the processing of your personal data or changes to legislation. We will post the updated version, including the date of publication, on our website and invite you to refer to it regularly.

1. Introduction

When you apply for a position with a company of the R&T Group, you provide us with personal data which we process in accordance with the applicable legislation. At the R&T Group we are committed to conducting our business and projects with integrity. The integrity of our applicants, our employees and those with whom we have a business relationship is essential to our success and our reputation. We are therefore committed to protecting and respecting your privacy.

This privacy policy for job applicants describes your rights in relation to the data we process, as well as the steps we take to protect your data.

2. Processing

The personal data you provide us with as an applicant will be processed by one of the companies of the R&T Group for which you applied, today consisting of the following companies:

Robrechts & Thienpont

Steenweg op Oosthoven 120 bus 1 – 2300 Turnhout – België

office@rtconsultancy.be

+32 14 41 29 00

SCOPE

Steenweg op Oosthoven 120 bus – 2300 Turnhout – België

office@scope.be

+32 14 41 24 00

Praetorian Engineering

Steenweg op Oosthoven 120 bus 3 – 2300 Turnhout – België

contact@praetorian-engineering.eu

+32 14 15 12 77

R&T consultancy BV

Postbus 182 – 1230 AD Loosdrecht – Nederland

info@rtconsultancy.nl

In processing your personal data, we may call upon (one of) the following partners/service providers: Acerta - HR Avenue - Adecco - Bright Plus - ....

3. Personal data

 You provided us with the following data[1]:

• Your application letter
• Your CV with:
  • name
  • address
  • email address
  • phone
  • date of birth
  • training and education curriculum
  • curriculum for professional activities
  • family situation
  • hobbies
  • other

• Other documents

If we process your personal data, we will always do so in compliance with the applicable legislation (see above).

4. Purposes

We collect and process your personal data for one or more of the following purposes.

• The selection and recruitment of employees as well as the establishment of a site reserve.

As you indicate by sending a letter of application and/or CV and possibly other attachments (e.g. a copy of your diploma) that you are looking for a position within our company, you are assuming that you can expect us to process your personal data. If this list of purposes is modified, we will inform you in a timely manner.

5. Reason for processing : Contractual obligation

In this process (applicant management), the processing of personal data by the company is necessary for the performance of a contract to which the person concerned is a party:

The processing of personal data by the company is necessary within the framework of a pre-contractual obligation. Indeed, these data are processed with a view to formulating a proposal for an employment contract and, therefore, to entering into a future contract.

6. Reason for processing: Legal obligation

Within the framework of the applicant management process, the company processes personal data because such processing is necessary in order to comply with a legal obligation incumbent on the company:

As part of this process, the company is required to process certain personal data as a result of the application of the Belgian Act of 2 October 2017 regulating private and particular security (Belgian Official Gazette 31 October 2017) and the Belgian Act of 11 December 1998 on classification and security clearances (Belgian Official Gazette 07 May 1999). Because of the application of this legal framework to the company, the company is required to collect certain personal data from the persons concerned, to keep them and to pass them on to the Belgian public services concerned (FPS Home Affairs and NVO).

Within the framework of the applicant management process, the company processes personal data because such processing is necessary in order to comply with a legal obligation incumbent on the company:

• Exercise of data subjects' rights.

Pursuant to the General Data Protection Regulation, the natural persons whose personal data are processed by the company have the possibility of exercising certain rights. In order to guarantee the exercise of these rights, the company also processes a limited amount of personal data. This data is only processed in compliance with the General Data Protection Regulation.

7. Grounds for exemption used

Within the framework of the 'applicant management' process, the company processes not only regular personal data but also a limited number of personal data that belong to special categories of personal data. Specifically, this concerns the personal data of the applicants. The processing of this special personal data by the company is done on the basis of the contractual obligation as a legal basis.

In addition, the company has an exceptional ground for processing these personal data.

The processing of personal data relating to applicants is strictly limited to the personal data that the applicant himself/herself has made public in the course of the recruitment procedure. The applicant is thereby in full control of what data relating to his/her personality is processed.

The processing of these special categories of data is strictly limited in time, depending on the potential of the candidate:

• If no potential: data will be deleted immediately after the decision;
• If potential: data will be kept for 3 years following completion of the application.

Access to this special data is also restricted to a strictly limited number of roles within the company.

8. To whom will my data be made available?

Access to your personal data is only possible for our HR staff and management, insofar as they need to have your personal data in order to process your application.

9. Where/how is my data stored and how is it secured?

Your personal data is stored on our Office 365 cloud environment which is exclusively managed by us and our IT partner.

We have taken both organisational and technical measures to secure this data. These include restricting access rights using a matrix and installing multi factor authentication to access the cloud environment.

We will always do our best to protect your personal data from unauthorised access, use and disclosure. The efforts we make are also required of our suppliers.

We also make every effort to update and maintain the accuracy of your personal data.

10. Transfer of data outside the EU

We will not transfer your personal data outside the EU: if we should anticipate doing so, we will inform you.

11. Right of access and deletion

Of course, you can always request your personal data, correct them, etc. You can also ask for your data to be deleted if they are used for purposes other than purely contractual ones.

12. How long will my data be stored?

We will retain your personal data until the completion of the current application process OR for 3 years after receipt:

• On the one hand, we would like to have the personal data at our disposal during the application process,
• On the other hand, we will retain your personal data for some time afterwards, in order to be able to use your data for future vacancies. If you object to this, we will delete your personal data at your first request after completion of the application procedure or after a negative decision on your application.

If your application leads to an employment contract with our company, your personal data from the application process will be added to your personnel file and the personnel privacy statement will apply to it.

13. Internal reference person for data protection in the R&T Group, questions and complaints

All requests regarding your personal data can be directed to our internal data protection contact:

• R&T : privacy@rtconsultancy.be         +32 14 41 29 00
• SCOPE : privacy@scope.be                  +32 14 41 24 00
• Praetorian Engineering :contact@praetorian-engineering.eu +32 14 15 12 77
• R&T consultancy BV : privacy@rtconsultancy.be

It goes without saying that we always do our utmost to ensure the protection of your personal data. Should something go wrong, we will inform you as soon as possible and take all necessary measures to prevent further distribution of your personal data.

You can also ask us to transfer your personal data to a third party.

If you believe that the processing of your personal data is in breach of the AVG, you can also lodge a complaint with the competent authorities using the following details:

Belgium:                                                                           The Netherlands:

Data Protection Authority ........................................... Personal Data Authority

Drukpersstraat 35                                                    Bezuidenhoutseweg 30

1000 Brussel                                                              2594 AV DEN HAAG

België                                                                         Nederland

+32 2 274 48 00                                                         +31 70 88 88 500

contact@apd-gba.be                                      https://www.autoriteitpersoonsgegevens.nl/

14. Permission

☐  I explicitly consent to the processing and storage of my personal data for a period of 3 years.

☐   I explicitly consent to contacting my previous employer(s) in connection with my provided references.

Drawn up at ......................................

Name and signature of applicant^[2]

[1] Tick each item that is applicable and complete where necessary

[2] (preceded by the words read and approved)