Privacy Policy For Applicants
WHAT IS THE PURPOSE OF THIS POLICY?
The protection and confidentiality of the personal data of applicants for a job in our structure is a priority for us in the same way as the one of our employees.
The purpose of this Privacy Policy is precisely to demonstrate our willingness to comply with the applicable rules related to personal data protection and, more particularly, to the General Data Protection Regulation ("GDPR").
The Privacy Policy aims to inform you about how and why we process your personal data in the context of your application.
WHO DOES THIS PRIVACY POLICY APPLY TO?
The Privacy Policy applies to you, during your recruitment process (e.g. application to a job offer, spontaneous application, recruitment via an external recruiter, etc.) for a job with us, regardless of the duration or the nature of the proposed contract (e.g. salaried position, temporary worker, trainee, etc.)
This Privacy Policy only concerns the processing that we do ourselves and not the processing that may be done by external recruiters to assist us in selecting applicants.
If you want more information about the processing performed by external recruiters, please contact them directly.
WHY DO WE PROCESS YOUR PERSONAL DATA AND ON WHAT LEGAL BASIS?
As a recruiter, we are necessarily required to process your personal data to manage recruitments (e.g. interviews, processing of applications, salary negotiations, etc.), any travel that may occur in the context of these recruitments and the security of our offices.
Processing is carried out on the basis of discussions we have with you during the recruitment process and our legitimate interest in recruiting and selecting applicants.
We undertake to process your personal data only for the reasons described above.
WHAT PERSONAL DATA DO WE PROCESS AND FOR HOW LONG?
We have summarised thereafter the categories of personal data that we collect directly from you or from recruiters as well as their respective retention periods.
Personal, professional identification and contact data (e.g. surname, first name, date of birth, nationality, email address, phone number, etc.) retained for the duration of the recruitment process.
Personal and professional life data (e.g. diplomas, certification, age, position, grade, driver licence, etc.) retained for the duration of the recruitment process.
Economic and financial data (e.g. wages, expenses, bank account number, etc.) retained for the duration of the recruitment process.
More generally, we store your resume for a maximum duration of 2 years after your last application, unless you give us a counter-order at the address privacy@altavia-act.com
At the end of the retention periods summarised above, we erase all your personal data to ensure your privacy for future years.
The erasure of your personal data is irreversible and we will no longer be able to communicate it to you after this period. After such erasure, we may only keep anonymous data for statistical purposes.
However, if you are hired, your personal data collected during the recruitment process are automatically transferred to your file and becomes subject to the Data Privacy Policy for employees.
Please also note that in the event of a dispute, we have the obligation to retain all data we have from you during the case even if the retention periods described previously have expired.
WHAT RIGHTS DO YOU HAVE TO CONTROL THE USE OF YOUR DATA?
The applicable data protection regulations grant you specific rights that you can exercise, at any time and free of charge, to control the use we make of your personal data.
The right of access to your personal data and to obtain a copy, provided that this request does not conflict with business secrecy, confidentiality or the secrecy of correspondence.
The right to rectification of inaccurate, obsolete or incomplete personal data.
The right to obtain the erasure ("right to be forgotten") of your personal data that is not essential to the proper functioning of our services.
The right to restriction of processing your personal data, which allows you to freeze the use of your data in the event of a dispute over the lawfulness of a processing operation.
The right to give instructions on the fate of your personal data in the event of your death. You can give instructions directly by you or through a trusted third party or a beneficiary.
To be taken into account, the request has to be made directly by you to the following address privacy@altavia-act.com. Any request not made by this means cannot be processed.
No request can be made by anyone else than you. Please note that we may ask you to prove your identity in case of doubt.
We will respond to your request as fast as possible, up to a maximum of three months from receipt, if the request is technically complex or if we receive many requests at the same time.
Please note that we can always refuse to respond to any excessive or unfounded request, especially if it is repetitive.
WHO CAN ACCESS YOUR PERSONAL DATA?
We only share your data with duly authorized persons to use it in the course of their work, such as the human resources staff, the team which wants to hire an applicant or the security staff.
We may also disclose your personal data to external recruiters, public authorities, external consultants and practitioners, as well as service providers.
HOW DO WE PROTECT YOUR PERSONAL DATA?
We implement all technical and organizational means required to ensure the security of your data on a daily basis and, in particular, to combat any risk of unauthorized destruction, loss, alteration, or disclosure of your data.
For example, our team's passwords are complex and changed frequently. In addition, their computers have the latest anti-virus and firewall and your data has backups renewed regularly.
CAN YOUR PERSONAL DATA BE TRANSFERRED OUTSIDE THE EUROPEAN UNION?
If you are applying for a position in one of our subsidiaries outside the European Union, we have no choice but to transfer some of your data to those subsidiaries.
We assure you that we take great care to provide all appropriate and legal safeguards to ensure the confidentiality and protection of your data during the entire application process.
WHO CAN YOU CONTACT FOR MORE INFORMATION?
Our Data Protection Officer (“DPO”) is always at your disposal to give you a detailed explanation of how we process your personal data and to answer your questions on this subject at the following address privacy@altavia-act.com.
HOW CAN YOU CONTACT THE BELGIAN SUPERVISORY AUTHORITY (THE “DPA”)?
You may at any time contact the Belgian Supervisory Authority for personal data protection (the "Data Protection Authority" or "DPA") at the following address: contact@apd-gba.be, or by phone on +32 (0)2 274 48 00, or via the forms available on the DPA website: https://www.dataprotectionauthority.be/citizen.
CAN THE POLICY BE MODIFIED?
We may modify our Privacy Policy at any time to adapt it to new legal requirements and to new processing operations that we may implement in the future. You will of course be informed of any modification to this Policy.