Job Applicant Privacy Notice
This Job Applicant Privacy Notice (“Privacy Notice”) explains how Deliverect NV or its affiliates (‘Deliverect’ or “We”) process personal data of candidates that Deliverect contacts or job applicants that apply to a position (“You”). It is important to us that your personal data is treated with care and that You are well informed about the way we process it. Through this notice Deliverect will explain how, why and for how long we use your data for our recruitment process.
The scope of this Privacy Notice is to clarify how your personal data is processed.
C. Job Applicant Privacy Notice
1. How do we obtain your personal data?
“Personal data” is data that identify You as an individual or relate to an identifiable individual. We collect personal data directly from you when you apply for a position with us or when we contact you with a possible job offer. In addition, we may collect your personal data independently through different career orienting platforms and websites. We also collect your personal data from third parties, your references and existing Deliverect employees to the extent permitted by applicable law.
2. Which kinds of information do we collect?
During our recruitment process, the following personal data will be collected:
Contact information: full name, email address, phone nuamber, location, and any other information You provide (such as referrals and references).
National identifiers: citizenship status, nationality, national ID number, residency and work permit status.
Employment and education: history, resume or CV, cover letter, and any other additional information You provide to us to support Your application.
Professional preferences: desired salary, expected benefits, willingness to relocate, other job preferences, interview details, reference information and/or information received from background checks (where applicable), and information from publicly available resources (such as Your LinkedIn profile or Website).
Photo, religious, sexual orientation, political opinions or trade union membership, if included in your resume.
Criminal record for background check based on your consent.
In addition, if you apply for a position in the United States, or in another country that permits such voluntary data collections, you will have the opportunity to provide information about your gender, race/ethnic origin and/or veteran status and sexual orientation or disability information in order for us to conduct equal opportunity monitoring. Where permitted by law, we may also infer some of this information for past candidates in order to improve our recruitment process. The provision of this information is entirely voluntary, and where required by law (including in the European Economic Area (“EEA”)), we only collect such information with your express consent. If you decline to provide this information, your application(s) will not be affected in any way. If you choose to provide this information, you consent to our using it for equal employment opportunity monitoring purposes. This information will be held and stored anonymously and will not be used to evaluate your application for employment.
3. How do we use your personal data?
We use your personal data for the following purposes:
I. Assessing Your Profile
We process your personal data as a candidate to assess your skills, qualifications and interests and match them with the available employment opportunities within Deliverect.
II. Checking Your references
In order to validate information about You that has been provided by others, such as personal or professional references.
III. Communicating application progress
We will give You updates and communicate progress of your application/process with Deliverect, and on some occasions, we may also inform you about other potential opportunities within Deliverect.
IV. Preparing the Offer Letter
Once You have completed the application process successfully and You are offered a position within Deliverect, we will process your personal data to prepare the offer letter and to conduct the necessary background checks (if applicable).
V. Processing of Visas/Working Permits
In cases where You as a candidate may require a visa or working permit, we shall process your personal data, including your passport number or social security number. This is to ensure You have the right to work in the chosen location.
VI. Legal Compliance
Your personal data may be processed by Deliverect in order to comply with local legislations and any government requests.
We may process your personal data to evaluate and improve our recruitment process and the application experience. This also helps us improve other areas such as our diversity practices.
4. How long do we retain your personal data?
If your application is successful and You become a member of our team, we will transfer the data we have gathered during your application phase to your personnel file, for the purpose of administration of your employment.The periods for which employee data is held will be provided to you in a separate privacy notice.
If your application was not successful, we may contact You about possibly relevant vacancies which may become available in the future, but only if You have given us permission to do this. We will then delete the information in your application file one year after the recruitment decision, except your name and contact details. We will keep your name and contact details to be able to contact You for future vacancies until You inform us that you would no longer like to receive these updates.
5. With whom do we share your personal data?
Deliverect shares your personal data where necessary to manage our recruitment process, this includes but is not limited to: (a) Sharing data between our group companies ( located in Spain, the United Kingdom, France, Germany, the Netherlands, the United States, Canada, Australia, UAE and Mexico), and (b) our service providers and professional advisers (e.g. recruitment agencies). We have concluded agreements with our service providers to protect your personal data.
You may see the lisk of our service providers below- this list may suffer changes from time to time, and we aim to keep it up to date. Please make sure You revisit this space frequently to remain informed:
Service Provider / Data Hosting Location / More Info.
Google / USA / https://cloud.google.com
Intercom, Inc. / USA / https://www.intercom.com
Lever / USA / https://www.lever.co
MongoDB / Belgium / https://www.mongodb.com
OneTrust / USA / https://www.onetrust.com
Personio / Germany / https://www.personio.com
We share your personal data with our service providers for the following purposes:
In order for these third parties to provide services such as facilitating the application process or conduct background checks (if applicable) and other services.
To comply with our legal obligations or, in response to lawful requests by public authorities (such as national security or law enforcement);
To establish, exercise, or defend against litigation.
As mentioned above, we will also contact third parties including those whose details You have supplied (references) so that we can verify information You have provided us in relation to your previous employment and qualifications.
If our business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.
Otherwise we will not share your information with any third party, unless we have your permission (for example if we wish to share your details with another group company for their recruitment purposes), where this is necessary in connection with the purposes above, for protecting our legal rights or when we have a legal obligation to do so.
6. How do we protect Your Personal Data?
Deliverect is committed to take all reasonable technical and organizational measures to ensure the protection of your personal data against misuse, loss, and unauthorized access. These measures are always based on the current state of the art and industry best practices.
7. Your Rights regarding Your Personal Data
You have the right to: (i) obtain information on how Deliverect will process your personal data, (ii) obtain a copy of your personal data, (iii) object to the processing of your personal data by Deliverect.
If Deliverect requested, and You provided your explicit consent for the processing of your personal data, You have the right to withdraw that consent at any time. However, withdrawal of consent will not affect the lawfulness of the processing before your consent was withdrawn.
8. Any Questions
If You have questions, concerns or complaints about how Deliverect is using Your personal data, or if You simply just want to exercise Your rights, please contact [email protected] with Your enquiry and they will be in touch with You.