Quinaptis bv is committed to protecting the privacy of external and internal applicants. When an applicant visits the Quinatis career website or uses the external job vacancies site, Quinaptis collects information (personal data) about the applicant.

Protecting the privacy and personal data of applicants is of the utmost importance to Quinaptis and is a significant aspect of the way Quinaptis creates, organises and implements its recruiting activities.

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

This Privacy Notice has been set up as a Q&A-list.

WHO WILL PROCESS MY PERSONAL DATA?

The ‘Data Controller’ of your personal data will be the following legal entity, hereinafter referred to as Quinaptis bvba with registered offices at 2610 Wilrijk, Neerlandweg 17, with company number BE0477374216

WHAT ARE 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 within our company and, if this application leads to start our selection procedure, make a profile of you, meaning that Quinaptis will process all the necessary data that is required for us to assess your job application in view of a potential recruitment.

The processing of your data is, therefore, necessary to take steps prior to entering into an employment contract and is in Quinaptis’ legitimate interests, i.e. the interest to assess and evaluate you before deciding on making an offer of employment.

In the case of positive evaluation and a 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 period as well (see 7) to be able to contact you if any future job opportunities would seem to match your profile. You are free to withdraw your consent at any time. This is also in the legitimate interests of Quinaptis.

WHICH CATEGORIES OF YOUR PERSONAL DATA WILL BE PROCESSED?

We only collect basic personal data about you which does not include any special types of information or location-based information. This does, however, include name, address, email, etc. Personal data is all information relating to you or based on which you may be identified. Anonymous data, without the possibility to identify you, is thus not considered as personal data.

Quinaptis collects and processes applicant data (required and optional) which an applicant provides directly, via forms and attached resumes, on the Quinaptis recruitment website www.quinaptis.com/careers and via the external career website quinaptis.recruitee.com.

Quinaptis also collects and processes applicant data through personal contacts, phone calls or email. For the purposes referred to 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, email address, hobbies, and interests,…);
• your picture, if you have provided us with one;
• memberships;
• data about your professional experience (profile, data on previous employers, termination of last employment and work carried out, special projects, …),
• including reference checks, if you have provided us with references;
• information about your current level of remuneration, including benefit entitlements;
• data regarding your education (diplomas, certificates, internships, special training,…)
• 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, 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 (then mentioned above) that require processing by law.

Quinaptis does not collect or process any sensitive applicant data, such as data that reveals your race or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sex life. If owing to certain circumstances, Quinaptis does collect sensitive applicant data, the applicant’s explicit prior written consent will be asked. Please note that by providing Quinaptis with unsolicited sensitive applicant data, the applicant consents to Quinaptis processing of this sensitive applicant data for recruitment purposes.

WHO WILL HAVE ACCESS TO MY PERSONAL DATA?

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems, including email.

Recruitee processes candidate data on behalf of Quinaptis as an applicant tracking system (ATS) which classifies Recruitee as a processor according to the GDPR. To stay compliant, an ATS needs to have all its processing activities governed by a contract under the EU’s law. That contract will especially demand the ATS to:

• Process candidate data only according to documented instructions from the controller, in casu Quinaptis;
• Implement necessary measures to safeguard the candidate data, including:
• The encryption or pseudonymizing of candidate data;
• The ability to maintain a high-quality processing system and service;
• The ability to restore access to candidate data quickly in case of incidents;
• Regular testing and evaluating the measures to ensure the security of the processing;
• Delete or return all candidate data to the controller on request;
• Demonstrate the ATS’ compliance with the GDPR to the controller. If the ATS integrates with other processors, it will need to comply with the GDPR as well.
• The Privacy Notice of Recruitee can be found here: https://recruitee.com/privacy

Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We do not pass on your information to any other third party, except for assessment centers, etc. or any other third party in case it is relevant to the recruitment process.

Prior to disclosing any information to any third party, Quinaptis will ensure that all third-party recipients are bound by strict standards of security and data privacy.

Quinaptis does not sell or trade applicant data to any third party. Quinaptis may be obliged to disclose certain applicant data to third parties, such as government authorities, in accordance with applicable laws. It may also be necessary for Quinaptis to disclose applicant data to protect the legal rights of Quinaptis, again in accordance with applicable laws.

WILL QUINAPTIS 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, Quinaptis does not make use of automated decision-making as described above. Quinaptis does not base its decision on whether to hire you on automated processing of your personal data.

HOW LONG WILL MY PERSONAL DATA BE RETAINED?

We will only hold your personal data for as long as it is necessary for the purposes described above. Quinaptis will only retain applicant data after the recruitment and selection process if there is a legal obligation to do so (e.g. equal opportunity requirements in local employment laws), or if there is a ‘business need’ to keep the applicant data, e.g. keeping an applicant’s resume on file if a suitable vacancy arises.

If your application for employment is unsuccessful, and if you agree to allow us to keep your personal data on file, we will hold your data on file for a further 24 (twenty-four) months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 24 months to be considered for other positions or not.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper-based) and retained during your employment.

SECURITY

Quinaptis uses several technical, physical and organizational security measures to assure the integrity, confidentiality, and availability of applicant data. Quinaptis has implemented security technologies and internal policies to protect the stored applicant data from unauthorised access, improper use, alteration, unlawful or accidental destruction, and accidental loss.

Quinaptis continues to enhance its security procedures as new technology becomes available. Access to applicant data is limited to Quinaptis processors who are involved in Quinaptis recruitment activities. Quinaptis processors who have access to applicant data are obliged to respect the privacy of applicants visiting Quinaptis’ website and the confidentiality of their applicant data. Quinaptis ensures adequate security to protect manual and electronic processing of applicant data and prevent its misuse, all in accordance with applicable local legal requirements. Quinaptis also ensures (contractually) that third parties and affiliates processing applicant data on Quinaptis’ behalf, will observe similarly adequate security measures again in accordance with applicable local legal requirements.

WHAT ARE MY RIGHTS ABOUT THE PROCESSING OF MY PERSONAL DATA BYQUINAPTISAND WHO CAN I CONTACT?

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

Access, rectify or erase your personal data;

• Withdraw your consent to the processing or transfer of your personal data based on consent (however, this will not affect the lawfulness of earlier processing activities);
• Receive your data to transmit them to another controller (‘right to data portability’);
• Lodge a complaint with a supervisory authority, if you feel that Quinaptis has not acted in line with data protection legislation.
• Please send any questions, comments or issues about this privacy statement or Quinaptis’ applicant data collection and processing activities to:
• Data Protection and Privacy Office: privacy@quinaptis.com

Please note that this contact information can only be used to handle privacy-related inquiries. Information about Quinaptis positions or other non-privacy issues will not be answered.

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

You are under no statutory or contractual obligation to provide data to Quinaptis bvba during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

CHANGES

We may edit this Privacy Notice from time to time to comply with applicable laws or to reflect updated business practices, within the limits set out by the relevant privacy and data protection laws.

CONFIRMATION

By submitting my application, I confirm having read and understood this Quinaptis Recruitment Privacy Notice and that I agree with its content.