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Privacy statement for job applications within the Glowi Group

Last change: 27/12/2022‍

Disclaimer: the text on this page has been machine-translated by Google, DeepL,... and/or any other automatic translation tool. For the official version (in Dutch), please visit: https://www.poetsbureau.be/privacyverklaring-sollicitaties

1. GLOWI

Welcome to Glowi! We are pleased with your interest in our website and our services. We recommend that you read this Privacy Statement very carefully.

We make every effort to protect and process your personal data entrusted to us in a correct and transparent manner, especially in accordance with the applicable Belgian and European privacy regulations, including Regulation (EU) 2016/679 of April 27 2016 on the protection of natural persons with regard to the processing of personal data concerning the free movement of such data and repealing Directive 95/46/EC (the 'GDPR').

This Privacy Statement for job applications applies to all companies within the Glowi group. These are:

  • Glowi Jobs (Job Expert NV), with registered office at 3520 Zonhoven, Opheldingsweg 2, and registered in the KBO under number 0449.516.509;
  • Glowi Facilities (Ariël Facilitaire Diensten NV), with registered office at 3583 Paal, Diestersesteenweg 56, and registered in the KBO under number 0424.142.990;
  • Het Poetsbureau NV, with registered office at 3583 Paal, Diestersesteenweg 56 and registered in the KBO under number 0831.375.914;
  • Transformics NV, with registered office at 3583 Paal, Diestersesteenweg 56, and registered in the KBO under number 0644.969.925;
  • Hemano BV, with registered office at 3583 Paal, Diestersesteenweg 56, and registered in the KBO under number 0505.768.787;
  • Ariël Thuisdiensten BV, with registered office at 3583 Paal, Diestersesteenweg 56, and registered in the KBO under number 0453.854.882;
  • Quantum Services NV, with registered office at 3583 Paal, Diestersesteenweg 56, and registered in the KBO under number 0680.709.871.
  • Mojo BV, with registered office at 9940 Evergem, Hoeksken 27, and registered in the KBO under number 0728.999.738.

We can be contacted by email at the following email address: privacy@glowi.be . By submitting the application form, you explicitly confirm that you have read and understood this Privacy Statement.

2. WHAT IS COVERED BY THIS PRIVACY STATEMENT?

Through this Privacy Statement, we would like to inform you about how and why we process your personal data as controller, when you apply for vacancies via our website, to whom we pass on this information, what your rights are and who you can contact for information or questions.

When you apply via our website, your details will be included in a recruitment reserve for all companies within the Glowi group.

3. WHICH PERSONAL DATA IS PROCESSED?

In the context of the application procedure, the processing may include the following data:

  • Personal identification and contact details (surname, first name, e-mail address, telephone number, address and IP address);
  • Personal details (date of birth, marital status, nationality, allergies, fears, etc.);
  • Your photo ;
  • Data related to your professional experience (former employers, reference checks if you have provided references in your CV);
  • Information related to your education (diplomas, certificates, special training, etc.)
  • Language skills
  • Work and residence permit if you have one;
  • All personal data other than those mentioned above that we are required to process by law.
  • All information that you provide to us, such as in a CV or in a motivation letter .

4. FOR WHICH PURPOSES DO WE PROCESS PERSONAL DATA

Your personal data are processed to register your application for one of the vacancies within the Glowi group, published on the website via the contact form, via the application form or via a spontaneous application by e-mail.

We also process your data so that we can contact you later for other job opportunities within the Glowi group.

5. WHAT IS THE LEGAL BASIS FOR THE PROCESSING OF PERSONAL DATA?

The processing of your personal data is necessary in order to take measures prior to concluding an employment contract and it is in our legitimate interest, i.e. the interest to be able to carry out a sufficient evaluation with a view to being able to offer a suitable job, which also seems to us to be in your interest (or at least this does not outweigh our interests). Keeping your data for a specific period in order to be able to contact you in the event of a future job opportunity is also part of our legitimate interest.

6. WHAT ARE YOUR PRIVACY RIGHTS?

6.1 Right of access

You have the right to learn from us at any time whether or not we process your personal data.

If we process them, you have the right to view these personal data and receive additional information about:

  • the processing purposes;
  • the categories of personal data concerned;
  • the recipients or categories of recipients (in particular recipients in third countries);
  • the retention period or the criteria for determining that period;
  • the existence of your privacy rights;
  • the right to file a complaint with the supervisory authority;
  • the source of the personal data if we obtain personal data through a third party;
  • the existence of automated decision-making.

If we cannot give you access to your personal data (for example due to a legal obligation), we will let you know why this is not possible.

You can also obtain a free copy, in an understandable form, of the processed personal data. Please note that we may charge a reasonable fee to cover our administrative costs for any additional copies you request.

6.2 Right to improvement and addition

If your personal data is incorrect, outdated or incomplete, you can ask us to have these inaccuracies or incompleteness corrected.

6.3 Right to erasure

In certain cases you can ask us to delete your personal data. In that case, you must take into account that we can no longer offer you a service if you wish.

Please also note that your right to erasure is not absolute. We have the right to continue to store your personal data when this is necessary for, among other things, the execution of the agreement, compliance with a legal obligation or the establishment, exercise or substantiation of a legal claim. We will inform you in more detail about this in our response to your request.

6.4 Right to portability of personal data

You also have the right, under certain conditions, to have us transfer the personal data that you have provided to us for the execution of the agreement or for which you have given permission, to another controller. To the extent technically possible, we will provide your personal data directly to this new controller.

6.5 Right to restriction of processing

If one of the following applies, you can request us to limit the processing of your personal data:

  • you contest the accuracy of that personal data (in which case its use will be limited for a period that allows us to verify the accuracy of the personal data);
  • the processing of your personal data is unlawful;
  • we no longer need your personal data for the original processing purposes, but you need them for the establishment, exercise or substantiation of legal claims;
  • As long as no decision has been made regarding the exercise of your right to storage against the processing, you can request that the use of your personal data be limited.

6.6 Right to object

You can, on the basis of your special situation, object to the processing of your personal data, if this processing is part of our legitimate interest or in the performance of a task of general interest. In that case, we will cease processing your personal data unless we can demonstrate compelling and legitimate grounds for the processing that outweigh yours, or if the processing of the personal data is related to the establishment, exercise or defense of legal claims.

6.7 Right to object to automated decision-making

You have the right not to be subject to a fully automatic decision that significantly affects you or has legal consequences.

You cannot rely on this right in three situations:

  • if a law allows this (for example to prevent tax fraud);
  • if the decision-making is based on your explicit consent; or
  • if this is necessary for the conclusion or execution of the agreement (please note that we always assess on a case-by-case basis whether there are less privacy-intrusive methods to conclude or execute the agreement).

6.8 Right to withdraw your consent

When your personal data is processed on the basis of your consent, you can withdraw this consent at any time upon simple request.

7. TO WHOM CAN WE TRANSFER YOUR PERSONAL DATA?

Your personal data will be kept strictly confidential and will under no circumstances be communicated to third parties for commercial purposes. However, your personal data may be passed on internally within the "Glowi" group for application purposes. This way we can help you even better in finding a job.

We do not further transfer personal data to third parties, unless (a) to our legal successors or other affiliated companies, for the same purposes as stated in this Privacy Statement, (b) we are obliged to do so on the basis of mandatory legal provisions (e.g. transfer to external bodies, such as supervisory or law enforcement authorities) or (c) you give us permission to do so.

We do not transfer your personal data to processors or controllers in third countries, unless we are legally obliged to do so. To the extent such transfers are necessary, we take the necessary steps to ensure that your personal data is highly protected and that any transfers of personal data outside the EEA are lawful. If a transfer takes place to a country outside the EEA, for which the European Commission has not determined that the country offers an adequate level of protection, the transfer is always subject to an agreement that meets all requirements for transfers to third countries, such as the approved standard data protection clauses adopted by the European Commission.https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_nl .

8. HOW LONG WILL YOUR DATA BE KEPT?

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

If the application does not result in an employment relationship, your personal data will be deleted a maximum of one year after the end of the recruitment procedure.

If the application results in an employment relationship, your personal data will be kept for a maximum of 5 years after the termination of the employment contract, in order to be in accordance with the legislation regarding your personnel file.

You always have the right to withdraw your application and, if necessary, request that your personal data be deleted, including from the recruitment reserve. In that case, we will do everything necessary to immediately delete your data within one month, unless we have to keep it for the purpose of instituting or exercising a legal claim.

9. HOW IS YOUR DATA PROTECTED?

Glowi has developed security measures adapted at a technical and organizational level to prevent the destruction, loss, falsification, modification, unauthorized access or accidental notification to third parties of personal data collected on the website, as well as any other unauthorized processing of these personal data. These measures include:

  • Trainings for relevant staff to ensure that they are aware of data protection obligations when handling personal data;
  • Administrative and technical security to limit access to personal data to what is necessary (passwords, rights structure, two-factor authentication, etc.)
  • Technical security measures including firewalls, antivirus, etc. In any case, access to your personal data is limited to those persons who reasonably need this information to perform their task.

10. COMPLAINTS?

We do our utmost to protect your personal data. If you have a complaint about the way we process your personal data, you can report this to us via our contact details, so that we can respond to this as quickly as possible.

You can also file a complaint with the data protection supervisory authority. The authority that supervises our organization is the Data Protection Authority:

Website:

https://www.gegevensbeschermingsautoriteit.be

Contact details:

Data Protection Authority
Drukpersstraat 35, 1000 Brussels
+32 (0)2 274 48 00
+32 (0)2 274 48 35
contact @apd-gba.be

You have the right to file a complaint with a supervisory authority regarding the way Glowi handles the collection and processing of your personal data. Complaints regarding our privacy statement can also be sent to privacy@glowi.be .

11. CHANGES TO THIS PRIVACY STATEMENT

We may change this Privacy Statement at any time. Any changes we make to this Privacy Statement in the future will be posted on this page. To inform you when we last updated the Privacy Statement, we will update the revision date on this page each time it is changed. The amended Privacy Statement will then apply from this date. We therefore recommend that you consult this page regularly to stay informed of changes and additions.