Candidate privacy notice

This notice covers and provides additional information about the processing of your personal data when you are interacting with us as a candidate for the assessment of your profile in view of possible recruitment by us and assignments with our clients.

You sent us your CV, applied for one of our advertised roles, or we approached you about an opportunity. This notice explains:

• what personal data related to you we will use and process in the framework of the assessment of your profile and a possible recruitment,
• for what purposes we will process such data, how we will process it and for how long, and
• what your rights are regarding our processing activities.

This notice must be read together with our Privacy Policy (ms-management.lovable.app/privacy), which forms an integral part of this notice and contains important information on how we process your personal data, including:

• who is the responsible data controller
• your privacy rights and how to exercise them
• how to contact us with questions or complaints
• how we protect your personal data
• international data transfers
• retention periods
• the categories of recipients with whom we may share personal data
• security, and
• your right to lodge a complaint with the Belgian Data Protection Authority.

To the extent this notice contains specific provisions relating to candidates, recruitment or assignments, those provisions supplement the Privacy Policy.

In the framework of the assessment of your application and profile and your suitability for an assignment with one of our clients, we collect and process the following personal data:

• Identity and contact details: name, address, email address, telephone number, nationality (where relevant), and languages.
• Professional profile: your CV, employment/work history, education, qualifications, certifications, skills, professional experience, professional interests and, where you choose to provide them, references.
• Career preferences: the roles and assignments you are interested in, availability, notice period, preferred location, remuneration expectations and other role preferences.
• Assessment information: notes from our communications and interviews, feedback received during the recruitment process, and our assessment of your suitability for a specific assignment with a client or for other future assignments.
• Right-to-work information: where required for a particular role, information relating to your right to work in Belgium, Germany or in another relevant jurisdiction in the European Economic Area or United Kingdom, including work permit or Single Permit status.
• Recruitment process information: communications with you, interview scheduling information, application history and records of your participation in recruitment processes.
• (Where successfully selected) information related to the preparation of your employment contract and fulfilment of other employment-related formalities, as well as of your assignment with a client.

This data will be collected from you, or from publicly available professional sources (such as, for example, LinkedIn or other professional networking platforms, public databases).

If, based on a successful selection process, you are recruited by us for an assignment with one of our clients, we will collect and process additional personal data relating to your employment with us, the payroll administration and the management of your current and future assignment(s). These processing activities are described in a separate privacy notice, which will be provided to you as part of the employment contract and onboarding process.

Employment and payroll data

• Assignment-related data: feedback from (the relevant manager in) the company where you have been assigned to provide services and from you during our check-ins. Such data will cover your performance, work attitude, workload, working relationships and wellbeing.

Sensitive personal data

We do not ask you to share with us any sensitive personal data, such as data about your health, religion, political views, trade union membership, sexual orientation or ethnic origin. In fact, we expressly ask you not to include such data in your CV, in any application form, letter or email or in any other document or communication in relation with your application, at any time in the course of the assessment process or thereafter.

Where special categories of personal data are exceptionally processed (or the law obliges us to process it), we do so only where required or permitted by applicable data protection law, only to the extent required or permitted, and with appropriate safeguards.

When the legal basis is legitimate interest or consent, you may object or withdraw your consent at any time.

We present your profile to a client only after you have agreed to it, for that specific role. We tell you which organisation it is before we send anything.

We also never charge you a fee for finding you work.

We do not make decisions about you based solely on automated means. No candidate is accepted, rejected or presented to a client based solely on a software-generated outcome. While we may use technology to help organise, search, filter or match candidate profiles, all significant decisions are reviewed and made by a member of our team. We assess candidates based on discussions, interviews, professional experience and the requirements of the specific role, rather than on automated processing alone.

• The client you are being presented to in the context of an assignment: only with your agreement, and only the information relevant to the specific role for which you would be assigned.
• Our service providers: if you are recruited and in order to prepare the employment contract and fulfil other formalities related to the start of your employment and your assignment, our social secretariat and payroll provider, our accountant, our insurers and our external prevention service for wellbeing at work. Where our service providers process personal data on our behalf, we ensure appropriate contractual and organisational safeguards are implemented in accordance with applicable data protection law.
• Public authorities: social security and tax authorities, and labour inspection services, where the law requires.

We may retain certain of your personal data for a longer period where necessary for compliance with legal obligations, the establishment, exercise or defence of legal claims, or other legitimate business purposes permitted by applicable law.

• If a role does not lead to an assignment, we keep your CV and profile for 36 months after our last meaningful contact, unless you ask us to delete them sooner.
• If we recruit you, the records related to your application and selection, as well as to our assessment, are kept for the duration of your employment and afterwards for the periods required by Belgian social, tax and employment law.
• Specific assignment-related interview notes and assessments are deleted when they are no longer relevant to an active or a realistically foreseeable assignment.

How we recruit, and the standards we hold ourselves to on equal treatment, fair recruitment and wellbeing, are set out in our ESG Policy, available on this website.