1. Principle

At our family-owned group (see point 2) we attach great importance to protecting the personal privacy of all people whose date we compile. We treat and protect this data with the utmost care, in accordance with the applicable legislation. We do everything to protect the data supplied to us against loss, destruction, publication, unauthorized access or improper use.

This privacy statement has been drawn up following the entry into force of the Regulation (EU) 2016/679 of the European Parliament and the Council of 27 April 2016 on the protection of natural persons in relation to the processing of personal data and the free movement of this data (GDPR).

In this privacy statement we explain to you who we are, when and why we require your personal data, which data we compile, how and for how long we process it, who we can pass it on to, what your rights are and how you can exert them.

This privacy statement is intended for you if

  1. you apply for employment for a definite or indefinite period of time;
  2. you apply for employment as a temporary worker supplied by a temporary employment agency with a view to permanent employment;
  3. you apply for employment as a student worker

at one of the companies of our family-owned group.

 

  1. Family-owned group

The recruitment activities for the following companies (jointly referred to as “family-owned company”) are coordinated centrally: GroupDC NV, DCM NV, Intraco Ltd NV, Steenbeek NV, Belcofeed NV, DC Transport bvba, DCM Nederland BV, Deutsche Cuxin Marketing GmbH & DCM GmbH.

If you apply at one of these companies, your data will be registered by GroupDC NV that is responsible for the processing of your personal details. (Controller in the sense of GDPR).

  1. Collection of personal details

We compile your data as soon as you enter your data on the recruitment page on our website, if you respond online to one of our vacancies via a recruitment website, if you are introduced by a selection office or temporary employment agency as a candidate for a vacancy with a view to permanent employment. By using these channels, your data is immediately stored in our recruitment software “Talentfinder”. Through this tool you have permanent access to the stored data.

 

If you apply per e-mail, per letter or in another way (e.g. job fair, meeting with an employee, …), we will register your data in our recruitment software, so you will always have access to this data. The original data (per e-mail, on paper, …) will be deleted or destroyed at that time.  

 

 

  1. Objectives

We compile your personal details for the objectives mentioned below and will not use this data for other purposes without informing you in advance and, if necessary, asking your permission.

We mainly use your data for the execution of the recruitment and selection activities within our family-owned group.

More specifically, we use your personal details to, as the case may be,

  1. include you in our applicant database (Talentfinder) we look through to select suitable candidates for the vacancies we recruit for within our family-owned group.
  2. be able to determine your profile and be able to assess your suitability as candidate for the vacancies

we are recruiting for within our family-owned group. Here we may use, among others, the results of tests you have taken (online personality tests, language tests, assessments, etc.) and (online) reference checks we only carry out with your explicit permission at the people/companies you indicated.

  1. be able to introduce your profile, including your cv, to managers having job vacancies within our family-owned group.
  2. contact you by phone, e-mail, text message or other media about vacancies within our family-owned group, or to obtain additional information about your profile and professional expectations.
  3. invite you for a job interview (face-to-face interview or video interview). Upon acceptance, your personal data will be used to assess you during this interview.
  4. allow you to exert your rights (see further below in point 9) and to indicate later on why we acted upon these rights.

We use and process your personal details on the basis of your consent: when registering your data in our recruiting software “Talentfinder”, your consent is requested for the processing of the personal details supplied to us. Since this data processing is solely based on your consent, you can withdraw this consent without prejudice to the legitimacy of the data processing that took place prior to the withdrawal of the consent.

 

  1. Nature of the data

 

We use and process your personal details in order to be able to fulfil the objectives mentioned above. You are responsible for the correctness and relevance of the data you yourself provided us with. It’s best to pass on any changes in your personal details as soon as possible via your access to the online platform Talentfinder.

As for the personal details you yourself provided us with, it concerns the following data :

  1. Personal identification data, such as name and address, age, sex, date of birth, place of birth, marital status, nationality and language;
  2. Electronical identification data, such as e-mail address, mobile phone number;
  3. Immigration status, such as the existence of a valid work permit for Belgium;
  4. Psychological descriptions, such as personality by means of a psycho-technical test;
  5. Education curriculum and publications;
  6. Professional qualifications, such as professional training and possession of a driving license and professional experience;
  7. Membership/involvement with professional organizations;
  8. Information about the current job and possible end of employment;
  9. Career information;
  10. Information about how work is organized;
  11. Salary details;
  12. Function training;
  13. Images;
  14. Information about to leisure activities and interests

 

 

As a candidate you are never obliged to disclose so-called sensitive information as defined in the privacy legislation, unless specifically required by law or authorized by a particular circumstance. When you register at GroupDC or have contact with employees of our family-owned group in another way (e.g. application interview), you will never be asked for information about your race or ethnicity, political opinions, religious or philosophical beliefs, genetic or biometric data, information about your health or information about your sexual activities or orientation or information about criminal offences, unless required by law or authorized by a particular circumstance. In the context of the screening of your application, GroupDC can consult the personal details that you have made public on social media.

In the context of individual interviews and application interviews, the available personal data (mainly CV and motivation letter) can also be printed on paper and notes can be taken by GroupDC on the basis of your answers. This printed dossier is kept in accordance with the filing periods described in point 7.

  1. Sharing personal details

 

Only if necessary for the execution of the objectives mentioned in point 4, GroupDC (controller personal data via Talentfinder) can transfer some of your personal details:

  • to managers of companies that belong to the family-owned group, in order to discuss a possible application for a vacant position with the manager concerned;
  • to all other third parties we are obliged to by law, court order or decree.

GroupDC will not sell, lease or make your personal details available for commercial purposes to third parties, unless you have given prior consent. As GroupDC develops its business, GroupDC might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, your personal details and other information may be part of the transferred assets.  

If our suppliers process your personal details for GroupDC, they act as processers as laid down in the GDPR. We conclude a processing agreement with these processors and do everything in our power to ensure that they sufficiently protect your personal details.

GroupDC strives to always file your personal data on data carriers located in the European Union. In exceptional cases, when data are passed on outside the European Union, GroupDC takes the necessary contractual and technical security measures to ensure that all personal details passed on are adequately protected and thus GDPR-compliant.  

The personal details of you as a candidate are currently being processed in Belgium by our software supplier and stored in a data centre in the Netherlands. The supplier of Talentfinder takes all appropriate technical and organizational measures to protect your data, in particular against manipulation and unauthorized access, and makes every effort to ensure that these measures are as up-to-date as possible. This takes into account the current knowledge, the implementation costs and the nature, the scope, the context and the purpose of the use of the data and the risks for the candidates.

  1. Storage of personal details

 

When you submit your information to us as a candidate employee for our family-owned group, you explicitly accept that your data will be kept in a database managed by GroupDC. Your data will be filed as long as necessary for the recruitment process for the vacancy concerned, for the existing job offers for which you have shown your interest and during 2 years after the end of the corresponding selection process. In this way GroupDC can manage the administrative and legal follow-up of your application and to submit to you new job offers that could meet your professional expectations. You will be informed by e-mail 1 month in advance that your data must be removed in accordance with our internal privacy rules. If desired, you can then ask to keep your data longer, so we can still contact you proactively to recommend a vacancy that might be of interest to you. In this case, the same procedure is applied before the end of this new period of 2 years, and so on. If the candidates do not respond at the end of this 1-month period, the data will be automatically and permanently deleted.

  1. Security measures

GroupDC does everything in its power to optimally protect your personal details against unlawful use. We do this on the basis of physical, administrative and technological measures. For example: only authorized persons of our HR department get general access to the Talentfinder database. These people must know our internal policy on privacy and data protection and be able to apply it correctly.   
Other employees of the family-owned group can only view your data temporarily, if your application can be interesting for a job offer they are responsible for.

  1. Rights of applicants

GroupDC processes your personal details in accordance with the stipulations of this privacy statement. As an involved party you have a number of rights you can exert at any time.

You can exert at any time the right of access to your data by logging into your personal profile. Here you can adapt, rectify and delete your personal details. You can also withdraw your consent to the processing of your personal data. This withdrawal will automatically result in an immediate and irrevocable removal of your personal data. In case of lost  password to your personal profile, you can request a new password, so the right of access can be exerted at any time.

By sending a dated request by e-mail to HR@groupdc.be, together with an identity card, you can also ask for your data to be transferred to a third party. If GroupDC has passed on the relevant data to other persons, GroupDC will take all reasonable steps to inform you and the third party of the request in order to remove any link to your data or a copy or reproduction thereof.

 

  1. Questions, remarks, complaints and data leaks

If you have any questions, remarks or complaints about the protection of your personal details by GroupDC or about this privacy statement, you can always contact the HR department (e-mail to hr@groupdc.be).

You also have the right to file a complaint with the Data Protection Authority (DPA) at the following address: Drukpersstraat 35, 1000 Brussels.

  1. Changes

GroupDC can for various reasons make improvements, additions or changes to this privacy statement. GroupDC therefore advises you to consult it regularly when you visit the websites of GroupDC.