Privacy policy processing personal data candidates

We are pleased that you are interested in the opportunity to work at Flexible Human Services in the Netherlands. Flexible Human Services BV and its affiliates (collectively "Flexible Human Services") are committed to protecting the privacy and security of your personal information.

1. What is the purpose of this paper?

This Privacy Policy describes how Flexible Human Services collects and processes your personal data when you use any of Flexible Human Services 's websites and other work-related websites of Flexible Human Services linked to on those websites (all together we refer to this as the "Website"), when you submit your resume, submit or related materials to Flexible Human Services through other channels such as career fairs or email, as well as when you otherwise inquire about working at Flexible Human Services or apply for a job at Flexible Human Services, in accordance with the European General Data Protection Regulation ("GDPR"), and any other applicable local data protection laws (collectively referred to as the "Data Protection Regulations").

It is important that you read this privacy policy so that you know how and why Flexible Human Services uses your personal information and what your rights are under the Data Protection Regulations. Flexible Human Services is the data controller with respect to the processing of your personal data in connection with the Website and the associated databases and back-end systems used to manage and maintain your candidate profile. This means that Flexible Human Services is responsible for determining the purposes and means of processing your personal data in these systems. If you apply for a job with another company of Flexible Human Services, or if you come into contact with another company of Flexible Human Services through a job application, your data will also be processed by this other company, acting as joint data controller of your personal data processed in the context of your application and recruitment. See paragraph 12 below, for more information on Controller(s), the companies in the Flexible Human Services organization acting as joint Controllers and the contact details of the Data Protection Officer.

Websites Flexible Human Services

www.fhs.jobs
www.portal.fhs.jobs

2. Basic data protection principles.

Flexible Human Services will comply with data protection laws, which means that your data:

  • will be used fairly and transparently in accordance with legislation,
  • are collected only for important purposes that Flexible Human Services has clearly explained to the user, data will not be used in a way that conflicts with these purposes,
  • will be properly used for the purposes disclosed by Flexible Human Services and use will be limited solely to such purposes,
  • will be accurate and up-to-date,
  • are kept only as long as necessary for the purposes about which Flexible Human Services has informed the user,
  • are kept in a secure manner.

3. In what way is user personal data collected

Flexible Human Services collects personal data from candidates through the following sources:

  • through you, the Website user and/or candidate, through the Website or through other channels you use to submit application materials (e.g., by email or career fairs),
  • through third parties, such as recruitment agencies and your references,
  • publicly available resources (e.g., business social networks).

4. The type of information Flexible Human Services stores about you

In connection with your application, Flexible Human Services will collect, store and use the following types of personal data from you ("Personal Data"):

▪ Information related to your use of the Website, such as:

  • Your IP address,
  • Your navigation data on the Website,
  • information about the user's browser and device,
  • information collected using cookies, pixel tags and other technologies,
  • Location information determined by the user's IP address or other geolocation technologies,
  • information that the user provides to us through the Website,

▪ your resume, including information we collect from your resume,

  • Your application to Flexible Human Services and other information you provide in connection with your application, as well as information you provide to Flexible Human Services as the content of your application, resume and cover letter, including your name and last name, title, address, telephone number, personal email address, date of birth, gender, employment history, skills and qualifications,
  • Any information (including results of surveys or tests) you provide while applying for, recruiting, interviewing or hiring or employment,
  • publicly available information about you on business social networking sites (such as LinkedIn or Indeed).

Depending on the user's legal situation, we may collect certain special types of personal data, including race/ethnicity or disability, as described below under "Special Categories of Personal Data."

We also ask for your nationality during the application process. This for two reasons:

  • This is to ensure that you are from a country within the European Economic Area (EEA), otherwise we cannot hire you.
  • For your well-being. This allows us to take it into account when looking for a suitable job. By offering work and housing where compatriots also work and live. This counteracts loneliness.

5. Purposes and legal basis of data processing.

Personal data collected regarding the user will be used for:

5.1 use of features offered on the Website.

We provide you with access to the features offered by the Website, including the ability to view and apply for jobs, search for jobs and receive recommendations that may interest you, learn more about Flexible Human Services , and operate and navigate the Website. Flexible Human Services will process your personal data based on its legitimate interest in maintaining and improving the functionality of the Website, the user experience of interactions and the effectiveness of Flexible Human Services's human resources program, which will be appropriately tailored to your interests.

5.2 creating an account and applying for a job at Flexible Human Services.

We will assess your skills, qualifications and suitability for the job and position for which you are applying by creating your account and completing your candidate profile. We may partially pre-fill your candidate profile using data from your submitted resume. We process your Personal Data to decide whether to contact you, invite you for an interview or take other recruitment and employment steps. If we decide to further consider your application or offer you a position, we may send you follow-up communications and collect references before confirming your employment. Notwithstanding any legal obligations, Flexible Human Services will process your Personal Data for the above purposes based on the consent accepted at your request at the time of creating your account and/or submitting your application or CV for a position (i.e. taking your request to take steps necessary to consider or enter into a potential employment agreement with you). Failure to provide personal information for these purposes may result in Flexible Human Services not being able to consider your application or make you job offers.

5.3 the identification of the most suitable candidates and professionals for the given vacancy.

We use automated or artificial intelligence-based systems for analyzing personal data collected by us from candidates and other professionals as well as making decisions based on that data. This technology is designed to significantly reduce the time required to determine whether candidates are suitable for the positions offered. We perform this type of automated processing to help recruiters match candidate/professional profiles with job openings by suggesting the most suitable profiles; in this way, decisions are not based solely on automated processing. Flexible Human Services will process your Personal Data based on its legitimate interest to improve and enhance the effectiveness of its HR processes. Failure to provide Personal Data for these purposes may result in Flexible Human Services not being able to find suitable positions for you or make you a job offer.

5.4 keep you informed of open positions that match your profile.

We will send you emails to notify you of job postings that may be of interest to you based on your applicant profile. Flexible Human Services will process your Personal Data for this purpose, based on your consent and you may opt-out of this service at any time. Failure to provide your Personal Data will result in you not receiving information about new vacancies at Flexible Human Services

5.5 other activities related to recruitment and (if you are offered a position) employment.

We assess your skills, qualifications and interests in relation to our current opportunities; we collect public information available about you on social media (e.g. LinkedIn and other similar websites); we verify your data and check your references or we conduct a background screening (if permitted), at the time you are offered a job; upon your request, we support you with immigration or licensing issues; we also perform other activities related to recruitment processes or (if you are offered a position) employment. Flexible Human Services will process your Personal Data based on your request prior to an employment contract (i.e. taking the necessary steps at your request to assess or enter into a potential employment contract), as well as based on our legitimate interest to make our HR processes more effective. Failure to provide Personal Data for these purposes may result in Flexible Human Services being unable to consider your application or make you an offer of employment.

Flexible Human Services may also process Personal Data if it deems it necessary: (1) if we determine that a breach has occurred, to enforce our rights, or to perform a contract; (2) if we determine that such processing is necessary to identify, contact or take legal action regarding the rights and property of Flexible Human Services or its partner companies; (3) to enforce our rights or protect against unauthorized access to our systems or other misuse of our services, products or other services (4) to comply with laws, regulations, court orders and subpoenas, or similar governmental information requests; (5) to ensure the safety of the user and others; and (6) to assist in the prevention of fraud or investigative activities, all in the legitimate interest of continuing commercial operations and protecting our rights.

6. Special categories of user personal data

Depending on the user's jurisdiction and to the extent permitted by law, we may also collect certain special categories of Personal Data (e.g., information relating to racial or ethnic origin, religious or philosophical beliefs, trade union membership, physical or mental health or condition, sexual orientation, political opinions, disability and incapacity, pregnancy, belonging to a protected group) if provided or disclosed by the user or deducible from the application materials. We recommend that you do not provide Personal Data that falls under the above special categories unless necessary to fulfill a specific purpose (in which case, see below). In jurisdictions where we collect special categories of Personal Data and where a basis for processing is required, we process such data based on the need to comply with a legal obligation or the express consent of the user.

In this regard, we may process special categories of Personal Data when necessary to comply with our legal employment obligations (e.g., to ensure Flexible Human Services 's compliance with employment laws governing the employment of people with disabilities, etc.), to ensure meaningful equal opportunity monitoring and reporting, to ensure compliance with other applicable legal or regulatory requirements.

In addition, we may process specific categories of Personal Data to determine whether it is necessary to make reasonable adjustments during the hiring process, for example, whether adjustments are necessary to enable our candidates to apply for employment at Flexible Human Services, participate in online/telephone evaluations, attend interviews/assessment centers, and prepare to work at Flexible Human Services (if successful).

To the extent permitted by applicable law, Flexible Human Services may process special categories of Personal Data to further diversity and inclusion goals. This may include inferring an applicant's gender or racial or ethnic background from job application materials.

▪ To inform users about our services; and
▪ To make you an offer;

  • To introduce you to our clients.
  • other companies of Flexible Human Services,
  • customers of Flexible Human Services companies (companies, which use the services of Flexible Human Services, e.g. companies where you will work if you are offered a job),
  • suppliers (e.g. recruitment agencies, IT service providers and other service providers),
  • persons listed by you as references or persons who have recommended you for a position,
  • other companies in connection with a merger, sale, joint venture, assignment, transfer or other disposition of all or part of our business, assets or stock (including in connection with a bankruptcy or similar proceeding),
  • law enforcement or government agencies for the purpose of complying with laws, regulations, court orders, subpoenas and similar requests.

7. Information on criminal convictions.

If we wish to offer you a specific position, we may process information about your criminal record if required by law and/or to the extent permitted by applicable law.

8. Data sharing

Flexible Human Services will never sell your personal data to third parties. Flexible Human Services will only share your personal data with third parties if we are contractually or legally obliged to do so, or if necessary to perform or publicize our services, e.g:

  • To inform users about our services; and
  • To make you an offer;
  • To introduce you to our clients.

We have written agreements with these organizations (where possible and necessary) regarding the processing and security of personal data and to limit the use of your personal data to the purposes for which it was provided.

A user's personal information may be shared on a need-to-know basis with other parties, such as:

  • other companies of Flexible Human Services,
  • customers of Flexible Human Services companies (companies, which use the services of Flexible Human Services Work Force, e.g. companies where you will be working if you are offered a job),
  • suppliers (e.g. recruitment agencies, IT service providers and other service providers),
  • persons listed by you as references or persons who have recommended you for a position,
  • other companies in connection with a merger, sale, joint venture, assignment, transfer or other disposition of all or part of our business, assets or stock (including in connection with a bankruptcy or similar proceeding),
  • law enforcement or government agencies for the purpose of complying with laws, regulations, court orders, subpoenas and similar requests.

Any transfer of your personal data outside the local jurisdiction will be done in accordance with applicable data protection laws. In particular, in the context of transfers of personal data outside the European Union (within or outside Flexible Human Services ), such transfers will be subject to the following appropriate protection measures in accordance with GDPR:

a. when the European Commission has adopted a decision establishing an adequate level of protection; or

b. Flexible Human Services that exports your personal data has provided or provides for adequate protection measures, including standard data protection clauses. Notwithstanding the above, data transfers based on standard data protection provisions are accompanied by additional organizational and technical measures to ensure an appropriate level of protection for your personal data.

9. Data Security

Flexible Human Services attaches great importance to your privacy. Therefore, we take various measures to prevent the loss, theft or other unauthorized use of your personal data. Where necessary, we use encrypted communications and secure connections. We also take the necessary measures for physical and logistical access security. The measures taken by Flexible Human Services are constantly evaluated and will be amended or supplemented as necessary to maintain an adequate level of security.

10. Data storage

We do not retain your personal data for longer than is necessary to achieve the purposes stated in this privacy statement or when we must comply with legal retention periods. We apply the following retention periods when it comes to the personal data you have provided to us as part of the job placement process. First, you can always ask us to delete the data you have provided. If you do not do so, we will retain your data for a period of:

  • 1 month after registration, if the user has consented to the use of his/her personal data solely for the purpose of the vacancy applied for, for which the user was not hired;
  • 1 year after registration, if the user has consented to the use of his/her personal data solely for the purpose of the job for which he/she applied and was offered the job;
  • 1 year after consent to the use of personal data for future recruitment campaigns; unless the personal data is necessary to comply with a legal retention requirement, such as in the case of tax records or identity documents.

If you have applied for a staff position (a permanent position within the Flexible Human Services organization itself) and have been rejected, Flexible Human Services retains some basic data. We do this based on our legitimate interest. Flexible Human Services retains this data to improve the recruitment process in the future. We retain this data for up to 2 years after the completion of the application process. If you object to this, you can ask us to delete this data. See section 11 for how to exercise your right to object to data processing. All other personal data will be deleted 6 months after the end of the application procedure, unless you have given us your consent to use your personal data in future recruitment procedures for the purpose of keeping your personal data for one year after the end of the application procedure. You can withdraw this consent at any time.

11. Mailing after employment

We will send you emails to the email address you provide after you join us. This is for the purpose of our onboarding process. It is possible to unsubscribe from this mailing at any time.

12. User rights under data protection regulations.

To the extent provided by the data protection regulations in force in your place of residence, you may have the right to:

▪ be informed about the purposes and methods of processing your Personal Data
▪ request access to your Personal Data (commonly known as "data access request"). This allows you to receive a copy of your Personal Data that Flexible Human Services holds about you
▪ request to update or correct incomplete or inaccurate Personal Data
▪ object to the processing of your Personal Data for reasons related to your specific situation, when Flexible Human Services has invoked legitimate interests (or those of a third party). In some cases, we can demonstrate that we have compelling legitimate reasons to process your data that outweigh your rights and freedoms
▪ request the restriction of the processing of your Personal Data. In this way, you can ask Flexible Human Services to stop the processing of your Personal Data, if one of the grounds specified in Art. 17 of the AVG applies
▪ to receive the personal data relating to you and provided by you, in a structured, generally usable and machine-readable format, as well as to transfer such personal data to another data controller, in the cases and within the limits specified in Art. 20 of the AVG, if applicable
▪ to request the deletion of your Personal Data, if one of the grounds specified in art. 17 of the AVG is applicable
▪ to be able to withdraw, at any time, your consent to the processing of your Personal Data and/or of special categories of Personal Data, regardless of the lawfulness of the processing based on consent before it was withdrawn
▪ to obtain, at any time, information about third parties, with whom the user's data has been shared.

You may exercise these rights (as well as any other rights provided by applicable data protection law) by sending an email to the Data Administrator and Data Protection Officer. See next heading.

Flexible Human Services may ask the user for certain information to confirm his/her identity and to grant the user rights to access his/her Personal Data (or to exercise other rights). This is another appropriate security measure to ensure that Personal Data is not disclosed to persons who are not entitled to such data.

Regardless of administrative or judicial remedies, the user also has the right to lodge a complaint with the competent supervisory authority, if the user considers that the processing of his/her data violates data protection regulations.

13. Contact details of data controller and data protection officer.

You may send a request to review, correct, delete, transfer your personal data or request the revocation of your consent or objection to the processing of your personal data to s.guijt@fhs.jobs.

To make sure that the request for inspection is made by you, we ask you to send a copy of your ID with the request. In this copy, black out your passport photo, MRZ (machine readable zone, the strip of numbers at the bottom of the passport), passport number and Citizen Service Number (BSN). This is to protect your privacy. We will respond to your request as soon as possible, but within four weeks.

Flexible Human Services would also like to point out that you have the opportunity to file a complaint with the national regulator, the Personal Data Authority. This can be done via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons

How we secure personal data

Flexible Human Services takes the protection of your data seriously and takes appropriate measures to prevent abuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you have the impression that your data is not properly secured or there are indications of abuse, please contact our customer service or via s.guijt@fhs.jobs

14. Review and updates

We review this Privacy Statement periodically. We may update this Privacy Statement to reflect changes to our privacy practices. We encourage you to periodically review this Privacy Statement for the latest information regarding our privacy practices.