Privacy Notice to Job Applicants

Please read this Privacy Notice carefully. It explains why and how we collect your personal data, how we protect these and for how long we retain these. We keep your data as safe and secure as reasonably possible protecting these against loss and unauthorised disclosure or access and we will handle your personal data in strict compliance with applicable data protection laws, in particular the General Data Protection Regulation 2016/679 of 27 April 2016 (‘GDPR’).

This Privacy Notice has been set up as a Q&A (‘Questions & Answers’) list

1. Who will process my personal data?

The ‘Data Controller’ of your personal data will be the following legal entity (hereinafter referred to as “Manuchar”):

Manuchar NV
Rietschoorvelden 20
2170 Merksem
Company number: 0407.045.751
E-mail address: contact@manuchar.com

2. What is the purpose and legal ground for processing my personal data?

The purpose for processing your personal data is to register your application for a job in our company and, if this application leads to start our selection procedure, make a profile of you, meaning that Manuchar will process all the necessary data that is required for us to assess your job application in view of a potential recruitment. This evaluation can also imply an evaluation by a third party (‘assessment’).

The processing of your data is therefore necessary in order to take steps prior to entering into an employment contract and is in Manuchar’s legitimate interests, i.e. the interest to assess and evaluate you before deciding on making an offer of employment, which is also in your interests or at least these do not outweigh our interests.

In case of positive evaluation and decision to hire, we will also use your personal data to prepare an employment contract.

In case of a decision not to hire you, we will retain your personal data for a specified period as well (see 7) in the legitimate interests of Manuchar NV, i.e. in order to be able to contact you if any future job opportunities would seem to match your profile and with a view to the management of possible disputes.

3. Which categories of personal data will be processed?

Personal data is all information relating to you or based on which you may be identified.

Anonymous data, without possibility to identify you, could therefore not be considered as personal data.

For the purposes mentioned above, the processing of personal data will include the following:

standard data related to your identity (surname, name(s), address);
personal data (date and place of birth, nationality, gender, phone number, e-mail address);
your picture if you give it to us on a voluntary basis (e.g. included in your CV);
data with regard to your professional experience (profile, data on previous employers, termination of last employments and work carried out, special projects), including reference checks if you have provided us with references in your CV;
data with regard to your education (diploma’s, certificates, internships, special trainings);
language skills;
if applicable, whether you possess a permit of working and/or reside in the European Economic Area (EEA);
any other personal data that you present us with as part of your application, in your CV or motivation letter, related to the exercise of the role;
digital assessment through the internet (social media presence), insofar as this presence is open for us to see;
any other personal data (than mentioned above) that require processing by virtue of the law.

You are not required to provide us with these data. However, not doing so might adversely affect your chances of recruitment.

4. Who will have access to my personal data?

HR and your envisaged hierarchic superior(s) will have access to your personal data on a strict ‘need-to-know’ basis for the purposes described above. We may share your CV with colleagues that take part in the recruitment procedure on a strict ‘need-to-know’ basis.

We will not forward your details to other parties, with the possible exception of assessment centres or any other third party if this is relevant to the recruitment procedure.

The confidentiality of your data is guaranteed.

5. Will my personal data be transferred outside the EEA?

In view of your employment within an international group, it may be necessary for a company located in a third country outside the European Economic Area (EEA) to have access to your personal data in order to process and/or store them. To transfer your personal data in compliance with the data protection principles, Manuchar has implemented appropriate safeguards in line with the GDPR.

Below you will find a list of possible countries to which your personal data could be communicated and the appropriate guarantees that have been adopted to process your personal data in accordance with the legislation related to data protection.

Countries outside EEA

Canada

Dubai, UAE

Turkey

South Africa

Philippines

Egypt

Additional information

The European Commission has recognised Canada as providing adequate protection. Transfer may take place on the basis of the adequacy decision. No further safeguard is necessary.

Intragroup agreement containing standard contractual clauses ensuring appropriate data protection safeguards and data transfer impact assessment.

6. Will Manuchar make use of automated decision-making?

Automated decisions are defined as decisions about individuals that are based solely on the automated processing of data and that produce legal effects or that significantly affect the individuals involved.

As a rule, Manuchar does not make use of automated decision-making as described above. Manuchar might however use automatic pre-screening questions, in which case you have the right to obtain human intervention on the part of Manuchar, to express your point of view and to contest the decision.

In any case, Manuchar does not base its decision whether or not to hire you solely on automated processing of your personal data.

7. How long will my personal data be retained?

We will retain your personal data for the period necessary in the light of the above purposes.

If the application does not result in an employment relationship, your personal data will be kept for 5 years after the end of the recruitment procedure for the purposes discussed under 2 above.

E-mails are stored for a period of 5 years. Back-ups are stored for a period of 5 years.

Camera images are retained for maximum one month only, unless the images would be used as evidence in criminal and/or civil proceedings in favour of Manuchar.

8. What are my rights with regard to the processing of my personal data by Manuchar?

You have at any time the possibility to contact Manuchar should you need any support while applying or managing your personal data. Additionally, you have at any time the right to contact Manuchar if you want to:

Access your personal data. This also includes the right to obtain a copy;
Rectify your inaccurate personal data including supplementing incomplete data;
Erase your personal data if there is no (longer a) lawful ground for Manuchar to process it;
Obtain and/or transfer your personal data in a structured, commonly-used and machine readable format insofar we process them in an automated way related to your employment contract or the prior steps thereto and insofar this does not affect the rights and freedoms of others, including Manuchar;
Restrict your personal data if you were to object to the processing or to the accuracy of the processed data or if you wish to retain certain personal data in the context of a possible claim while Manuchar no longer needs the data in the light of the purposes mentioned under point 2.

You have at any time the right to object to the processing for which Manuchar bases itself in point 2 on the legitimate interest. Manuchar will then cease the processing unless it has compelling legitimate grounds for the processing. For example, you will be able to object to the processing of your data following an unsuccessful application. In this case, Manuchar will immediately delete your data and stop further processing.

In addition, you also have the right - if you feel that Manuchar did not act in line with data protection legislation - to lodge a complaint with the supervisory authority of your habitual residence, of your place of work or of the place of the alleged infringement.

9. How to contact us?

If you would like to receive more information on the processing of your data, your rights or explanation of this Notice, you can always contact us via e-mail: privacy@manuchar.com.

10. Changes

We may edit this Privacy Notice from time to time, within the limitations set out by the relevant privacy and data protection laws. The most current version can be viewed at any time on our website. This version was created in February 2023.