Data protection notice for applicants
Date of publication: 16-10-2024
We at spotit manage our employer branding and recruitment process through our career site (the “Career Site”), and by using a related applicant tracking system.
This Data Protection Notice (hereinafter “Notice”) deals with the processing of personal data by spotit bv, Guldensporenpark 30C, 9820 Merelbeke (hereinafter “spotit”).
Read this Notice carefully because it contains essential information about how your personal data are processed as part of our application procedure.
1. General
Spotit recognizes the importance of maintaining your privacy and is committed to protecting personal data of applicants and website users. Spotit will treat your personal data in a careful, secure and confidential manner and only for intended purposes. Moreover, Spotit only processes personal data that are necessary for this purpose and only for the duration that is necessary.
Spotit explicitly confirms that all personal data will be processed in accordance with both the Belgian law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data and the European Regulation 2016/679 of 27 April 2016 on the protection of natural persons regarding the processing of personal data and the free movement of such data (hereinafter “GDPR”).
Spotit acts as a data controller in this capacity as it determines both the purposes and the means of processing personal data.
2. Types of personal data collected
Personal data are any information which are related to an identified or identifiable natural person (hereinafter, “data subject”).
The current Notice relates to the processing of your personal data in the capacity of applicant and user of the website.
Spotit can process the following personal data of the data subject:
- Personal identification data;
- Personal characteristics;
- Information relating to occupation;
- Information related to training;
- Other information communicated spontaneously.
(*)The provision of references is considered an active consent to contact references mentioned on your CV.
All information you provide must be true, complete and not misleading. If the information provided is incorrect, incomplete or misleading, this may lead to a rejection of your application during the application process. In addition, it is your responsibility to ensure that the personal data you provide does not infringe the rights of third parties and cannot otherwise be legally used by these third parties.
For example, never provide information that could be considered a trade secret by a former employer. Spotit cannot be held liable for information obtained during a job application.
In addition, there is also the possibility that spotit obtained your data from third parties:
- We can obtain information about you through your interaction with spotit employees or third parties, such as recruitment or headhunting agencies, job fairs, ...
- We may also collect information about you via work-oriented social media sites such as LinkedIn. If we ourselves search via LinkedIn for suitable profiles for our vacancies, we will never call or email you directly, but only contact you via "inmails".
3. Use of your personal data / Purposes
The personal data you provide to spotit in the context of the application procedure will be assessed and processed by authorized employees of spotit for the purposes described below:
- Identification and evaluation of the application;
- Evaluation of skills, qualification and interest regarding career opportunities at Spotit;
- Contact you via phone, text message or e-mail;
- Organisation of interviews and evaluations;
- Evaluation and selection of applicants;
- Conducting background screening;
- Contacting references provided by the applicant to review the applicant's previous work performance;
- Administration regarding the recruitment process of spotit;
- Internal organisation regarding the application process;
- Inform potential appliants on vacancies;
- Providing information about the application and responding to applicants' requests;
- Informing the spotit employee who has nominated the applicant for a job about the progress of the application.
Your personal data will be used to process your application and to check whether your profile is suitable for the vacancy for which you have applied.
If you have agreed with this, your data can also be added to the spotit recruitment database for 12 months.
4. Transfer of your personal data
Your personal data will only be available to spotit employees who have a business interest in accessing such personal data. This includes employees of the HR department, employees of the department for which you are applying and managers of spotit.
Depending on the type of contract for which you apply, data is shared with the headhunting firm, the VDAB, the social secretariat, the school concerned.
Under certain circumstances, spotit may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency). Spotit will make reasonable efforts to inform you about this, unless legal restrictions prohibit this.
5. Retention of your personal data
The personal data provided to us will be kept for up to four weeks after the end of the application process. Only if you give us permission to do so, we will keep your data for one year after the end of the application procedure. If you do not give permission, your data will be deleted from our database after four weeks, after the end of the application process.
Contrary to the applicable retention period, a limited set of personal data is stored in view of spotit’ legitimate interest in making future (re)applications or (re)recruitment more efficient. This is in the interest of both the applicant and spotit.
6.Security of your personal data
The security of your personal data is important to us. To protect your data, an extensive range of technical and organizational measures have been taken to protect your data against destruction, loss, falsification, unauthorized changes, accesses or processing. It is also ensured that your data does not unintentionally end up with third parties. If you would like more information about this, please contact our DPO via dpo@spotit.be.
7. Data subject rights
You have the following rights regarding your personal data:
- Right to access: you have the right to request a copy of the personal data we are processing about you.
- Right to correction: you have the right to request us to correct or supplement your personal data when incomplete or inaccurate.
- Right to restriction: In some cases you may not want your personal data to be used any longer, but you also do not want it to be erased. Instead of being deleted, your data is ‘frozen’ and will no longer be used until further notice.
- Right to erasure (to be forgotten): if you believe the personal data we have about you is no longer necessary for the purpose for which it was collected or believe the processing of your personal data is unlawful, you can request to delete your personal data.
- Right to object: you have the right to object to the processing of your personal data for serious and legitimate reasons.
- Right to data portability: you have the right to obtain your personal data processed by us in a structured, commonly used, and machine-readable form and/or to transfer them to other controllers for processing.
- Right to withdraw consent: to the extent that the processing is based on your prior consent, you have the right to withdraw such consent.
You can always contact spotit to exercise these rights via dpo@spotit.be.
The rights set out above apply to you with regard to the processing of your own personal data. For this reason, we need to verify your identity before responding to a request. If we don’t do this, there is a chance that we provide your data to a stranger, which would be an invasion of your privacy.
We will always process requests regarding your rights as quickly as possible. In any case, we will respond to your request within 30 days.
If you want to file a complaint about the infringement of your personal data, you should contact the supervisory authority. For this, please contact the data protection authority via email: contact@apd-gba.be or www.gegevensbeschermingsautoriteit.be.
