Candidate Privacy Notice
Last update: March 2024
Last update: March 2024
Proximus Group (hereinafter referred to as “Proximus”, “we”, “us” or “our”) is committed to protecting your personal data. As the Data Controller for the processing of your data, we are responsible for deciding how and why we process personal data about you. To this extent, we will only process your personal data as described in this Notice and in accordance with the General Data Protection Regulation (“GDPR”).
This Notice is for candidates including any person who has either applied for a position at Proximus or has been identified through a selection process or talent search for a current or future vacancy (“you”). This Notice aims at informing you about our use of your personal data for the purposes of recruitment.
1. PURPOSES AND LEGAL GROUNDS.
We process personal data about you for the following purposes:
This Notice is for candidates including any person who has either applied for a position at Proximus or has been identified through a selection process or talent search for a current or future vacancy (“you”). This Notice aims at informing you about our use of your personal data for the purposes of recruitment.
1. PURPOSES AND LEGAL GROUNDS.
We process personal data about you for the following purposes:
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| Purposes | Legal grounds |
|---|---|
| Pre-selection of candidates | Contract |
| Management of your recruitment process (scheduling interviews, answering your questions…) | |
| Assessment of your qualification and suitability for the role (interviews, tests…) | |
| (Where applicable) Any precontractual measures required for the conclusion of the contract | |
| Evaluation of your profiles using new technologies (see section 4) | Our legitimate interests |
| Inclusion of your data in our talent pool | Your consent |
| Collection of your feedback on our recruitment process | |
| Promotion of our new job opportunities (email alerts, events…) |
2. CATEGORIES OF PERSONAL DATA.
We only collect personal data in connection with your application. To this end, we collect the following data:
We only intend to process regular data about you. However, in some specific situation, we may process sensitive data you provided directly to us (e.g., health-related data for eventual accommodations, nationality with regards work permits).
Please note that in case of successful outcome, additional data necessary to formalize the employment relationship will be processed (e.g., bank account, social security number…).
The provision of this information is a prerequisite for the conclusion of your employment contract. Failure to provide this information will make it impossible for you to participate in the recruitment process.
3. SOURCES OF YOUR DATA.
We mainly collect personal data directly from you. However, we can also collect data from your referees in case you proactively provided their contact details (e.g., your previous employer), the person who would recommend you for a specific role (e.g., via our program “bring a friend”) and from publicly accessible sources such as LinkedIn.
4. AUTOMATED DECISION-MAKING.
You will not be subject to decisions that will have significant impact on you based solely on automated decision-making. However, beware we rely on tools powered by Artificial Intelligence (“AI”) in the following scenarios.
5. DISCLOSURE OF YOUR DATA.
We process your personal data confidentially. The access is only granted to those who strictly need the information to perform their tasks. To this end, we share your personal data with the following recipients:
6. INTERNATIONAL DATA TRANSFERS.
We process and store your data mainly within the European Economic Area (“EEA”).
However, where applicable, your data can be transferred outside either to our subsidiaries (e.g., India) or to our providers (e.g., US).
In such case and in the absence of an adequacy decision, we will ensure to implement appropriate safeguards such as Standard Contractual Clauses.
7. DATA RETENTION.
In case of successful outcome, we will further retain your data as part of your administrative file as employee up to 5 years after the end of the employment relationship unless longer retention period is required by law.
In case of unsuccessful outcome, we retain your data for a period of 2 years as from your application date. This enables us to contact you in case of future vacancies and to serve as evidence to protect us in case of legal claims. Afterwards, your data are either further kept based on your explicit consent or are anonymized to enable us to analyse and improve our recruitment process.
8. YOUR RIGHTS.
You have the following rights in connection with your personal data:
Be aware your rights (except for the withdrawal) are not absolute. Hence, your request will be subject to a case-by-case analysis.
You can exercise your rights as follows:
If you consider that we process your data in a way that infringes the GDPR, you have the right to lodge a complaint to the data protection authority of your habitual residence, place of work or place of the alleged infringement.
9. UPDATE OF THIS NOTICE.
We reserve the right to update this Notice from time to time to reflect changes in our practices. To this end, please refer to this Notice on a regular basis. The version published on this website is the current version.
10. CONTACT US.
In case of any questions or requests about this Notice or the way we handle your data, please contact us:
We only collect personal data in connection with your application. To this end, we collect the following data:
- Contact details: full name, phone number, email address, postal address.
- Professional-related information: job title, employment history, qualifications, education and background, soft and hard skills, languages, professional social media account.
- Data derived from the recruitment process: results of tests (if applicable), outcomes and notes of interviews.
- If you create an account, your account credentials.
We only intend to process regular data about you. However, in some specific situation, we may process sensitive data you provided directly to us (e.g., health-related data for eventual accommodations, nationality with regards work permits).
Please note that in case of successful outcome, additional data necessary to formalize the employment relationship will be processed (e.g., bank account, social security number…).
The provision of this information is a prerequisite for the conclusion of your employment contract. Failure to provide this information will make it impossible for you to participate in the recruitment process.
3. SOURCES OF YOUR DATA.
We mainly collect personal data directly from you. However, we can also collect data from your referees in case you proactively provided their contact details (e.g., your previous employer), the person who would recommend you for a specific role (e.g., via our program “bring a friend”) and from publicly accessible sources such as LinkedIn.
4. AUTOMATED DECISION-MAKING.
You will not be subject to decisions that will have significant impact on you based solely on automated decision-making. However, beware we rely on tools powered by Artificial Intelligence (“AI”) in the following scenarios.
- Automatic scoring tool. As we receive a large volume of applications, we rely on a tool that reviews your application and assigns you a score based on how well your profile matches with our job description criteria (e.g., years of experience). The assigned score serves as a recommendation and therefore, is not decisive in the recruitment process. The last word always remains in the hands of the recruiter and the hiring manager.
- Digital assistant (optional). We provide you the possibility to rely on our chatbot to assist you in your job research and provides you with further information and/or recommendation related to the recruitment process.
5. DISCLOSURE OF YOUR DATA.
We process your personal data confidentially. The access is only granted to those who strictly need the information to perform their tasks. To this end, we share your personal data with the following recipients:
- With our subsidiaries including Scarlet, BICS, Proximus Luxembourg…
- With our providers including but not limited to our AI-platform provider (Phenom), the hosting provider of our recruitment portal (Cornerstone), our recruitment agencies (Start People…) but also our providers of tests and surveys.
6. INTERNATIONAL DATA TRANSFERS.
We process and store your data mainly within the European Economic Area (“EEA”).
However, where applicable, your data can be transferred outside either to our subsidiaries (e.g., India) or to our providers (e.g., US).
In such case and in the absence of an adequacy decision, we will ensure to implement appropriate safeguards such as Standard Contractual Clauses.
7. DATA RETENTION.
In case of successful outcome, we will further retain your data as part of your administrative file as employee up to 5 years after the end of the employment relationship unless longer retention period is required by law.
In case of unsuccessful outcome, we retain your data for a period of 2 years as from your application date. This enables us to contact you in case of future vacancies and to serve as evidence to protect us in case of legal claims. Afterwards, your data are either further kept based on your explicit consent or are anonymized to enable us to analyse and improve our recruitment process.
8. YOUR RIGHTS.
You have the following rights in connection with your personal data:
- Access. This enables you to receive a copy of the personal data we hold about you.
- Rectification. This enables you to rectify any incomplete or inaccurate data about you.
- Erasure. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it.
- Objection. This enables you to object to the processing of your personal data on grounds related to your situation. It only applies when we rely on legitimate interests as legal ground.
- Restriction. This enables you to ask us to suspend the processing of your personal data.
- Data portability. This enables you to ask us the transmission of your data to another party.
- Withdrawal. In case you give your consent for a specific processing, you can withdraw it at any time. This withdrawal will have no negative consequences on your (present and future) recruitment process.
Be aware your rights (except for the withdrawal) are not absolute. Hence, your request will be subject to a case-by-case analysis.
You can exercise your rights as follows:
- (Where applicable) By requesting it via your online account;
- By contacting our HR department at talent@proximus.com;
- By contacting our Data Protection Officer at privacy@proximus.com.
If you consider that we process your data in a way that infringes the GDPR, you have the right to lodge a complaint to the data protection authority of your habitual residence, place of work or place of the alleged infringement.
9. UPDATE OF THIS NOTICE.
We reserve the right to update this Notice from time to time to reflect changes in our practices. To this end, please refer to this Notice on a regular basis. The version published on this website is the current version.
10. CONTACT US.
In case of any questions or requests about this Notice or the way we handle your data, please contact us:
- By mail at privacy@proximus.com.
- By post at Bd du Roi Albert II, 27 - 1030 Brussel.