This is a translated version. Original: Privacyverklaring

Your privacy is important to us

Digital HR Partners values your privacy and the protection of your personal data.

Digital HR Partners processes your personal data in accordance with Regulation (EU) 2016/679 of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation) and the Act of July 30, 2018, on the protection of natural persons with regard to the processing of personal data.

In this privacy statement, we aim to provide clear and transparent information about the personal data we collect and how we handle it: which personal data we process from you, on what basis we do this, and why we process it.

We also inform you about your rights if you disagree with how we process your personal data.

This privacy statement applies regardless of our relationship with you (candidate, supplier, or customer) and regardless of how we received your personal data (directly from you or through public sources).

Since we may update this privacy statement from time to time, it is advisable to review it regularly.

The controller responsible for the processing of your personal data is Digital HR Partners (hereinafter referred to as “we”).

What personal data do we process?

Depending on our relationship with you, we process different types of data.

If you are a candidate—meaning we found your profile on LinkedIn or the VDAB website or you contacted us directly or were referred by an acquaintance, and your profile matches one of our open vacancies—we process the following categories of personal data:

When we have not yet had personal contact with you, we only process the following data:

• Name
• The data you provided on your LinkedIn profile or VDAB website
• Exchanged messages

If we have had personal contact with you, we process the following categories of personal data:

• Name and contact details
• Personal data (such as age, gender, date of birth, place of birth, marital status, nationality, national registry number, etc.)
• Education, certifications/permits, qualifications, and competencies
• Work experience and career progression (if applicable, including remuneration)
• Driver’s license
• References
• Your job requirements (including place of employment, desired salary, and position)
• Information you voluntarily provide during a conversation or in your CV (e.g., hobbies, family situation, current salary and other benefits, interests, etc.)
• Billing rate and invoicing rate
• Notes from discussions, email exchanges
• If applicable: work and residence permits
• Criminal record or information about your health, only if relevant to a specific position and only if you provide this information to us

If you are a freelancer—meaning you perform assignments as an independent contractor for Digital HR Partners—we process the following personal data:

• Name and contact details
• Personal data (such as age, gender, date of birth, place of birth, marital status, nationality, national registry number, etc.)
• VAT number
• Education, certifications/permits, qualifications, and competencies
• Work experience and career progression
• Driver’s license
• Information you voluntarily provide during a conversation or in your CV (e.g., hobbies, family situation, current salary and other benefits, interests, etc.)
• Financial information (e.g., account number, your fees, dependents, etc.)
• Information related to the execution of your assignment (e.g., absences, timesheets, working conditions, etc.)
• Client evaluations
• Complaints, accidents, or incidents
• Communication regarding your assignment

If you are a supplier, we only process the name, contact details, and position of your employees or representatives.

If you are listed as a reference or contact person by a candidate, we process your name, contact details, and position.

If you are a customer, the personal data we process about your employees or representatives are limited to name, contact details, and position held.

How do we collect personal data?

If you are a candidate, we collect your personal data from public sources (such as LinkedIn and the VDAB website) and directly when you provide us with your information in person, via email, by phone, or through our website. We may also receive personal data as feedback from references or potential employers.

If you are a freelancer, we collect your personal data from public sources (such as LinkedIn and the VDAB website) and directly when you provide us with your information in person, via email, by phone, or through our website. We may also process personal data received from the client as feedback.

Personal data of employees or representatives of clients and suppliers are received from the client or supplier themselves or through public sources, such as their website.

Personal data of references are received from the candidate themselves or through public sources, such as the candidate’s personal LinkedIn profile.

When you provide us with information about third parties, we assume that these third parties have given you permission to share that information with us for processing and sharing in the same manner as your own data.

If you are a visitor to our website, we may collect your personal data through cookies on our website. You can find more information in our cookie policy.

What do we use your personal data for?

If you are a candidate, we process your data:

• To contact you to assist in developing your career
• To assess your suitability for a particular position
• To help you find a suitable job
• To keep you informed of open positions we think might interest you
• To present you as a suitable candidate to a potential employer
• To fulfill our contractual obligations with third parties in the context of your recruitment (billing to the client)
• To protect our own rights (in the event of a dispute with the client regarding the execution of the assignment)
• To evaluate our operations and service
• To respond to your inquiries and communicate with you
• To handle complaints and requests
• To comply with legal obligations or respond to reasonable requests from competent authorities

If you are a freelancer, we process your data:

• To determine if you might be interested in working with us
• To assess your suitability for a particular assignment
• To introduce you to potential clients
• To support you in carrying out your assignment
• To monitor your performance
• To track and evaluate your tasks and workload
• To maintain financial records
• To accurately determine your compensation
• To invoice the client
• To assess client satisfaction
• To evaluate you
• To respond to your inquiries and communicate with you
• To protect our own rights
• To handle complaints and requests
• To comply with legal obligations or respond to reasonable requests from competent authorities

If you are a client, we process the personal data of your employees and representatives:

• For the establishment and execution of the agreement with us
• To help you find a suitable candidate
• To prepare an adequate list of candidates that meets the client’s requirements
• To evaluate our operations and service
• To respond to your inquiries and communicate with you
• To handle complaints and requests
• To comply with legal obligations or respond to reasonable requests from competent authorities
• To protect our own rights and defend our interests

If you are a supplier, we process the personal data of your employees and representatives:

• For the establishment and execution of the agreement with you
• To respond to your inquiries and communicate with you
• To comply with legal obligations or respond to reasonable requests from competent authorities
• To protect our rights and defend our interests
• To handle complaints and requests

If you are a reference or contact person, we process your data:

• To determine if the candidate/freelancer meets the expectations for the open position
• To check the completeness and accuracy of the information received from the candidate/freelancer

On what grounds do we process your data?

Candidate Data

If you are a candidate, the processing of data before actual personal contact, i.e., to determine if you might be interested in our services, is based on our legitimate interest. Since you have placed your data on a public website, we believe we can do this.

From the moment there has been personal contact with a candidate and/or freelancer, we will process their personal data as this processing is necessary for the preparation, execution, and follow-up of the agreement (sourcing, application, temporary work, selection, etc.).

Furthermore, we are legally required to keep certain data. Certain personal data will therefore be processed by us to comply with the obligations set out in social, tax, and other legislation to which we are subject.

Freelancer Data

If you are a freelancer, we process your personal data:

• For the preparation, execution, and follow-up of the agreement with you as an independent contractor
• To substantiate the billing to the client
• Based on legal obligations (social, tax, and other legislation to which we are subject)

Client Data

If you are a client, we process the personal data of your employees and representatives:

• For the preparation, execution, and follow-up of the agreement with you as a client
• Based on legal obligations (social, tax, and other legislation to which we are subject)
• Based on our legitimate interest to enable effective cooperation with you as a client

Supplier Data

If you are a supplier, we process the personal data of your employees and representatives:

• For the preparation, execution, and follow-up of the agreement with you as a supplier
• Based on legal obligations (social, tax, and other legislation to which we are subject)
• Based on our legitimate interest to enable effective cooperation with you as a supplier

Reference or Contact Person Data

If you are a reference or contact person, we process your data based on our legitimate interest to check the completeness and accuracy of the information received from the candidate/freelancer.

What are your rights?

We also want to inform you about your rights regarding the processing of your personal data.

You have the right to:

• Request access to the personal data we process about you. This means you can ask us which data is registered and for what purposes that data is used.
• Request correction of your personal data if it is incorrect or incomplete.
• Request deletion of your personal data if there is no longer a legal basis for processing.
• Request restriction of the processing of your personal data. This means that, in certain cases, we may only store your personal data but not use it.
• Object to the processing of your personal data if we process it based on our legitimate interest.
• Request the transfer of your personal data in digital form to yourself or a third party designated by you (right to data portability).

If you wish to exercise any of these rights, you can contact us by email at info@digitalhrpartners.be or by mail at the following address: Xxxxx, Attn: Data Protection Officer.

We will process your request within the time frame specified by the GDPR and keep you informed of the further handling of your request.

If we cannot verify your identity with certainty, we may ask you for a copy of your identification.

How long do we keep your personal data?

Digital HR Partners will not keep your personal data longer than necessary for achieving the purposes for which it was collected and processed, in compliance with legal and regulatory obligations regarding retention periods.

If no collaboration is established, we will retain your data in our records and occasionally contact you if we still consider you a potential candidate/freelancer. If you do not wish this, you can contact us by email at info@digitalhrpartners.be and request that your data no longer be kept.

If you are a customer or supplier, we retain the personal data of your employees and representatives for the duration of the agreement and up to five years afterward. For invoices, there is a longer retention period of 7 years.

Who do we share your data with?

We only share your data with third parties if this is necessary for the execution of the agreement with you, if you have given us permission to do so, or if we are legally required to do so.

We may share your personal data with the following categories of recipients:

• Clients or contractors if you are a candidate or freelancer
• Suppliers and partners who provide services for us such as IT services, marketing services, payment services, etc.
• Government authorities if we are required to do so

We will not disclose your personal data to third parties for commercial purposes without your consent.

How do we secure your data?

Digital HR Partners places a high value on protecting your personal data and has implemented appropriate technical and organizational measures to secure your personal data against loss or unlawful processing.

We ensure that only necessary individuals have access to your data, that access to the data is secure, and that our security measures are regularly reviewed.

Contact Details

For questions about this privacy statement or to exercise your rights, you can contact us at:

Email: info@digitalhrpartners.be, Attn: Data Protection Officer

If you believe that your data is being processed unlawfully, you also have the right to lodge a complaint with the data protection authority.

This privacy statement was last updated on July 13, 2024.