Privacy Policy

Privacy Notice for Recruitment

How is your personal data collected?

We collect personal data about you from the following sources:

Personal information we collect from you

Lawful basis for processing

We rely on legitimate interest as the lawful basis by which we collect and use your personal data.

Wherever you apply for a job opening through our Quick Apply and job board integration vendors, we rely on consent during the application process to disclose your personal data to the service provider on the basis described below.

Purposes of processing

We process personal data related to you for the purposes of enabling us to consider your suitability for employment. Without such processing, it would not be possible for us to consider your application for employment. We use information held about you for any or all of the following purposes:

Disclosure of your information

We take care to only share your personal information with those who really need it in order to perform their tasks and duties.
Primarily, we pass your information to our service providers, including Manatal, their sub-processors, and the third-party integrations enabled by us in Zoho Recruit, who use your information only in accordance with our instructions and as otherwise required by law.

For example:

  1. Manatal may engage a sub-processor to assist us in parsing your CV and obtaining the information required for the application/interview process.
  2. We may disclose your personal information to third-party integrations provided by Manatal for purposes like background verification, assessment, and so on.
  3. Wherever you have applied for a job opening through our Smart Apply feature, and wherever you have consented to this disclosure, we will disclose to the service provider certain personal data that we hold, including but not limited to a unique identifier used by the service provider to identify you, and information about your progress through our hiring process for the applicable job opening; as well as tangible, intangible, visual, electronic, present, or future information that we hold about you, such as your name, contact information and other details involved in the data analysis process related to you as an applicant for employment (collectively, “Disposition Data”). The service provider's Privacy Notice regarding their use of this shared data will be available on their website. For more details, learn more about Smart Apply.

Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need-to-know. They will only process your personal data on our specific instructions, and they are subject to a duty of confidentiality.

In case of any security breach, we will notify you and any applicable regulator where we are legally required to do so.

Where we store and who has access to your personal data

We store your personal data in United States.
If you are a candidate from the European Economic Area:

The data that we collect from you and process may be transferred to a destination outside the European Economic Area ("EEA"). It may also be accessed and processed by staff operating outside the EEA who work for us or for one of our suppliers.

If you would like further information, please contact us (see 'Contact' below).

How long we store your personal data

We shall determine appropriate retention periods considering the purposes stated in this policy and relevant legal requirements. Your personal information will be deleted on one of the following occurrences:

Your rights

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include:

If you would like to exercise any of those rights, please:

How to complain

We hope that we can resolve any question or concern you raise about our use of your information.
The General Data Protection Regulation gives you the right to lodge a complaint with an appropriate supervisory authority, particularly if you are from the European Economic Area.

Contact

All questions, comments, and requests regarding this Privacy Notice should be addressed to privacy@keystone-solutions.be.