Privacy statement KUBUS
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Privacy statement applicants
As part of the recruitment and selection procedure, KUBUS B.V. ("KUBUS") processes applicants' personal data. By means of this privacy statement, KUBUS informs applicants how their personal data are handled, and which rights they have pursuant to the privacy regulations.
To whom does this privacy statement apply?
This privacy statement applies to persons who apply for a job at KUBUS and concerns the personal data processed as part of the recruitment and selection process.
Who is the data controller?
KUBUS B.V. is the data controller within the meaning of the General Data Protection Regulation ("AVG"). This means that KUBUS decides which personal data of the applicant will be processed, for which purpose and on which basis, as well as in which manner.
What personal data does KUBUS process from job applicants?
KUBUS only processes data relevant to the recruitment and selection procedure. This includes at least the following data:
Name, address, and residence data
Contact details (telephone number and email address)
gender
date of birth
(Documents surrounding) education(s) and employment history of the applicant.
The data that KUBUS processes is received directly from the applicant (for example, data that the applicant uploads via its website (werken.kubusinfo.nl) or that the applicant provides to KUBUS by e-mail or during interviews). In addition, KUBUS may process personal data of the applicant that it has received from references provided by the applicant and/or that KUBUS has obtained from public sources, such as LinkedIn. If an assessment is part of the application procedure, KUBUS also processes data received from the assessment agency.
Applicants are not legally or contractually obliged to provide the aforementioned personal data to KUBUS. However, the provision of this data is necessary in order to take part in the recruitment and selection process and, after its successful completion, the possible conclusion of an employment contract. If the applicant does not provide the aforementioned personal data, their application will not be evaluated, and they cannot participate in the recruitment and selection process.
For what purpose does KUBUS process applicants' personal data?
KUBUS processes the applicant's personal data in order to determine the applicant's suitability for the position applied for, to contact the applicant and to contact the references provided by the applicant.
The basis for processing the applicant's personal data is the legitimate interest of KUBUS to assess the applicant's suitability for the vacancy/position in order to hire the right candidate for the company.
To whom does KUBUS provide applicant's personal data?
KUBUS may provide applicant's personal data to other parties. This will always take place in accordance with this privacy statement and the applicable laws and regulations.
KUBUS may provide applicant's personal data to the following recipients:
Assessment agency 's (if an assessment is part of the application procedure, which will be mentioned in the vacancy text)
Recruitee B.V. (applicant tracking system).
Does KUBUS provide personal data to parties outside the EEA?
In principle, KUBUS processes personal data mainly on secure servers within the European Economic Area ("EEA"). If KUBUS nevertheless provides personal data of job applicants to recipients outside the EEA, in accordance with the AVG and related (national) regulations, KUBUS takes the required measures to process the personal data lawfully.
This means that if KUBUS provides personal data to a party in a third country:
that this is a country for which the European Commission has issued an adequacy decision, or
that other appropriate safeguards within the meaning of the AVG have been put in place by KUBUS to ensure an adequate data protection level. Which specific safeguard this is, depends in part on the country where the receiving party is located and/or where the processing takes place and can be found in the processing register of KUBUS.
More information about the specific guarantees that KUBUS takes when transferring personal data to parties outside the EEA can be requested from the KUBUS Privacy Officer at hmollen@kubusinfo.nl.
How does KUBUS secure personal data?
KUBUS is ISO 27001-certified and therefore information security within KUBUS, including security of the personal data of job applicants, meets the requirements contained in this standard. Examples of security requirements that KUBUS applies are:
access to applicant data only on a "need to know" basis
splitting authorization into read and user rights
username and password authentication
2-factor authentication
How long does KUBUS keep applicants' personal data?
The applicant's personal data will be stored until 4 weeks after completion of the application procedure at the latest, unless the applicant has given permission to keep the relevant data for up to one year after completion. The applicant can give permission for this when submitting his/her application via werken.kubusinfo.nl and can withdraw this permission at any time without adversely affecting the recruitment and selection process, by sending an e-mail to the privacy officer of KUBUS (hmollen@kubusinfo.nl).
If the applicant is hired, the personal data processed in the context of the application will be added to the employee's personnel file, insofar as necessary for the execution of the employment contract, the fulfillment of any legal obligations and/or the protection of a legitimate interest of KUBUS. This applies in any case to the CV and (copies) of training certificates and/or diplomas. The employee will be further informed about this via the employee privacy statement.
What rights does the applicant have?
Under the privacy regulations, job applicants are entitled to inspect their personal data. Applicants can also request to correct, supplement, delete and/or limit their data. In addition, under certain circumstances the applicant has the right to data portability.
The applicant may make any of the above requests by sending an email to the KUBUS privacy officer at hmollen@kubusinfo.nl. Emails that the applicant receives from KUBUS also contain a link that can be used for this purpose. KUBUS may request additional information from the applicant in response to an applicant's request to establish identity. Requests will be assessed by KUBUS within one month of receipt of the request, taking into account the criteria provided by the AVG, unless an extension of this period is necessary. The applicant will be informed whether KUBUS complies with the request what, if any, is the reason for its refusal.
Where can the applicant file a complaint about how personal data has been handled?
For a complaint about how the applicant's personal data has been handled or a question regarding privacy, the KUBUS privacy officer can be contacted at hmollen@kubusinfo.nl. KUBUS will then handle the complaint and in principle respond within one month of receipt.
KUBUS will make every effort to address or answer the complaint or question as best as possible. If the employee is nevertheless not satisfied with the handling of the complaint, he can contact the supervisory authority (the Personal Data Authority) and file a complaint there.
Who is the contact person in the area of privacy and personal data?
Pursuant to the AVG, KUBUS is the processor responsible for processing personal data. For questions about this privacy statement or about how we handle the privacy and personal data of employees, please contact Harm Mollen (privacy officer and IT Manager).
By phone: +31(0)40 213 1950
By e-mail: hmollen@kubusinfo.nl
Amendments to the privacy statement
KUBUS may amend this privacy statement from time to time. Employees will receive a copy of the most current version of the privacy statement after such an amendment.
This privacy statement was last updated on: 13 March 2023
