Privacy Statement for the Processing of Personal Data of Job Applicants

iKanbi Group SA understands the importance of protecting personal data. This Privacy Statement (hereinafter referred to as "the Statement") contains important information about the processing of your personal data by iKanbi Group SA (hereinafter referred to as "iKanbi Group") when you apply for a job with the iKanbi Group.

In this Statement, the following terms are defined:

  • "Personal data" (hereinafter, "Personal Data" or "Data"): any information relating to an identified or identifiable natural person (hereinafter referred to as the "data subject"). An "identifiable natural person" is considered to be a natural person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or one or more specific factors specific to their physical, physiological, genetic, mental, economic, cultural, or social identity.
  • "Data Controller": the natural or legal person, public authority, agency, or other body that, alone or jointly with others, determines the purposes and means of the processing.

Scope of this Declaration

Purpose

In accordance with the applicable data protection regulations and laws, such as the General Data Protection Regulation 2016/679 and national data protection laws, iKanbi Group wishes to specify which categories of personal data are collected, how your data will be used, and with whom personal data is shared. It also outlines your rights regarding your personal data.

Recipient of this Declaration

This Declaration applies to:

  • Job applicants who apply via the "Apply" button on our website www.ikanbi.com;
  • Any other job applicant who comes into contact with iKanbi Group as part of a job application (e.g., unsolicited applications).

In cases where iKanbi Group may collect and process third-party data that you have provided to us, we kindly request you to inform these third parties of the existence of this Declaration so they can be aware of the processing carried out by iKanbi Group on their data and their rights.

Data Controller and Data Protection Officer

Data Controller

In the course of its activities, iKanbi Group processes your personal data as the Data Controller, as it determines the means and purposes of the processing.

Contact details of the Data Controller:

  • Company Name: iKanbi Group SA
  • Email: info@ikanbi.com
  • Mailing Address: Place du Champ de Mars 5 – 1050 Brussels (Belgium)

Data Protection Officer

iKanbi Group has appointed a Data Protection Officer (DPO). The mission of the DPO is to inform any data subject about the processed data. The DPO provides advice and ensures compliance with the current regulations, including the GDPR.

You can contact the DPO for any questions related to the processing of your personal data and the exercise of your rights.

Contact details:

  • Email: dpo@ikanbi.com
  • Phone: +32 4 256 97 11
  • Mailing Address:


iKanbi Group SA
Place du Champ de Mars 5
1050 Brussels
Belgium

Categories of Processed Personal Data

  • Personal identification data, such as name and address.
  • Electronic identification data, such as email address, mobile phone number, and cookies.
  • Personal details, such as age, gender, date of birth, place of birth, marital status, nationality, and language.
  • Immigration status, such as the existence of a valid work permit in Belgium.
  • Psychological descriptions, such as personality assessed through a psychotechnical test.
  • Academic curriculum.
  • Professional qualifications, such as professional training and possession of a driver's license.
  • Professional experiences.
  • Affiliation/participation in professional organizations.
  • Publications.
  • Information regarding current employment.
  • Information regarding recruitment.
  • Information regarding the termination of employment.
  • Career-related data.
  • Work organization data.
  • Salary data.
  • Evaluation.
  • Job-related training.
  • Images.
  • Security-related data, such as passwords.
  • Leisure activities and interests data.

As a principle, candidates are never asked to provide sensitive information as defined by data protection legislation, except when required or permitted by law in a particular case. Therefore, when a candidate fills out a job application form, completes their profile, or interacts in any way with a member of iKanbi Group's staff, they are generally asked not to provide such information, which includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, union membership, as well as genetic data, biometric data, data concerning health, sexual life or sexual orientation, criminal convictions, and offenses.

Collection of Personal Data

Personal data is collected in various ways:

  • Submission of an Application:

iKanbi Group processes all data that candidates provide when filling out a registration form, whether in response to a job offer or through a spontaneous application. To complete these registration forms, candidates are asked to provide their contact information (name, first name, phone number, and email address) and submit a resume (CV). After transmitting this data to iKanbi Group, candidates can, if they wish, log into their secure personal profile to modify the data already provided and/or complete their profile by adding other data required for the purposes outlined below, such as work experience, education, languages spoken, salary expectations, photos, etc.

  • Telephone and/or Video Interview:

When a candidate chooses to provide the aforementioned data via a registration form and/or through a spontaneous application, they explicitly agree that iKanbi Group may use their data to contact them by phone and/or email to provide further information from iKanbi Group and, if desired, to obtain more information about their professional expectations.

  • Recruitment Interview:

When a candidate agrees to participate in an interview with iKanbi Group, they explicitly consent to iKanbi Group using their personal data to invite them to the interview and evaluate them during the interview, including through psychometric tests, as well as to verify the references and information provided. If regulations or legislation allow, iKanbi Group may obtain information about the candidate by contacting former employers, companies, and/or organizations provided by the candidate, with the candidate's consent, or from publicly accessible sources such as LinkedIn.

Purposes of Processing Personal Data

The data outlined in section 3 of this Declaration may be processed by iKanbi Group for the recruitment of new employees and for the analysis and management of applications. This includes:

  • Collecting data through a registration form or spontaneous application, the candidate's personal profile, a telephone, and possibly video interview, a face-to-face interview, psychometric tests, personality questionnaires, etc.
  • Storing this data;
  • Accessing this data;
  • Verifying and analyzing this data;
  • Producing statistics, market research, etc., aimed at improving the candidate experience;
  • Proactively communicating new job offers that match the professional expectations expressed by candidates when they completed a registration form and/or their profile.

Recording Your Data in a Recruitment Pool

iKanbi Group retains the data of unsuccessful candidates in a recruitment pool for a period of 12 months from the last contact with the candidate, based on the legitimate interest of iKanbi Group. This interest is to be able to contact candidates who were not selected to offer them new job opportunities as soon as vacancies become available within iKanbi Group.

For this purpose, iKanbi Group collects and processes the following categories of data:

  • Personal identification data;
  • Data related to education and career;
  • Other data provided by the candidate.

Ensuring the Security of Assets and Individuals

The processing of a candidate's personal data is justified and necessary within the recruitment process and for the execution of pre-contractual measures or based on the legitimate interest of iKanbi Group. We note the following types of processing: securing the company, protecting its assets, and implementing all measures to prevent unauthorized intrusion.

In this context, the following categories of data will be processed:

  • Images (photos/videos, including those taken through iKanbi Group's surveillance camera system).

The images recorded through the surveillance cameras are retained for a specific period mentioned in section 9 of this Declaration.

Legal Basis for Processing Personal Data

The personal data mentioned above is processed and collected only to the extent necessary to achieve the objectives described in section 5.

In accordance with Article 6 of the GDPR, iKanbi Group will use and process your data only if the following conditions are met:

  • The use of your data is necessary to perform, at your request, the necessary steps in the recruitment process, and, if applicable, to conclude a contract with you.
  • You have consented to the use of your data. To the extent that we process your personal information based on your consent, you have the right to withdraw your consent at any time. You can do this by contacting us (see below).
  • The use of the candidate's data during the recruitment process is necessary for the legitimate interests of iKanbi Group. When iKanbi Group processes a candidate's data to satisfy its legitimate interests, care is taken to ensure a fair balance between the candidate's fundamental rights and freedoms, including respect for their privacy, and iKanbi Group's legitimate interests.
  • Finally, in some cases, iKanbi Group may be legally obligated to process certain data under specific legal obligations and, if necessary, to disclose them to the relevant authorities.

Use and Sharing of Personal Data

iKanbi Group may share your personal data with entities that are affiliated and part of the same group of companies.

iKanbi Group may share your personal information with third parties who perform functions on its behalf and provide services, such as its recruitment software provider, professional advisors, or IT consultants conducting testing and development work on its business technology systems.

iKanbi Group may disclose your personal data to public authorities to comply with its legal obligations or in the interest of safety, public interest, or law enforcement.

iKanbi Group may also disclose data in the context of an actual or potential dispute or to protect its property, safety, employees, and other rights or interests.

Furthermore, candidate data is also shared with:

  • The candidates themselves;
  • Members of the IKANBI GROUP staff;
  • The recruitment agency appointed by IKANBI GROUP for candidate selection.
  • Candidate personal data will not be sold or rented to third parties.

Transfer of Your Personal Data Outside of the EU/EEA

Candidate personal data is processed in Belgium and stored in a data center in the Netherlands.

iKanbi Group does not transfer personal data outside of the European Union (EU) or the European Economic Area (EEA). If iKanbi Group plans to store and/or process data outside the EU/EEA, it must notify this explicitly and ensure that an equivalent level of protection is guaranteed.

If the personal data of candidates were to be transferred to a third party located in a country that is not deemed to offer an equivalent level of protection for the rights of individuals with respect to their personal data as that of the European Economic Area (EEA), the transfer of data will be governed by one of the mechanisms provided for in Chapter V of the General Data Protection Regulation 2016/679.

Duration of Personal Data Retention

When a candidate completes a registration form, submits a spontaneous application, and/or completes their personal profile, they explicitly agree that their data will be stored in a database managed by iKanbi Group.

The data is retained for the duration necessary for the recruitment process of the candidate in question for the existing job(s) for which they have expressed an interest and for 12 months after the end of the corresponding selection process(s). This allows iKanbi Group to manage the administrative and legal follow-up of the application during this time and also to submit new job offers to the candidate that may meet their professional expectations. However, exceptionally, the data may be kept for an even longer period if this legal and administrative follow-up requires a longer retention period.

Candidates are notified by email 3 weeks before the scheduled deletion of their data. Candidates can then, if they wish, explicitly request that iKanbi Group keeps their data for a new period of 12 months to allow iKanbi Group to proactively contact them with a job offer that may be of interest. In this case, the same procedure will be followed before the end of this new 12-month period, and so on. In the absence of a response from the candidates at the end of this 3-week period, the data will be automatically and permanently deleted.

If your job application is accepted, the personal data collected during the recruitment process will be transferred to your personal file and retained for the duration of your employment. The period during which your data will be retained will be communicated to you in a separate statement for employees, which will then become applicable.

iKanbi Group retains images from surveillance cameras for a period of one month unless otherwise requested by competent authorities.

Rights

Candidates, by accessing their personal profile, have the right at any time to access, edit, correct, and delete their personal data. They also have the right to withdraw their consent for the processing of their personal data.

Additionally, candidates have the following rights concerning personal data held by iKanbi Group:

  • Right to be Informed: Candidates have the right to be informed, at the latest at the time of data collection, about the processing of their data by iKanbi Group, their rights in relation to it, and how to exercise these rights. This Declaration serves that purpose.
  • Right of Access: Candidates have the right to access their information and obtain a copy of the information held about them.
  • Right to Rectification: Candidates have the right to request the correction, completion, or deletion of outdated, incorrect, or incomplete data held by iKanbi.
  • Right to Erasure ("Right to be Forgotten"): In certain circumstances, candidates have the right to have their personal data deleted when it is no longer needed for the purposes for which it was collected or if the candidate has withdrawn their consent, provided there is no other legal basis for processing the data. If iKanbi Group has disclosed the data to others, it will make reasonable efforts to inform them about the request for data erasure.
  • Right to Object and Restriction/Limitation of Data Processing: In certain circumstances, candidates have the right to request the limitation of the processing of their personal data. Candidates can also request to permanently stop specific processing or all processing carried out by iKanbi Group regarding their personal data by exercising their right to object.
  • Right to Data Portability: Upon request and if technically feasible, iKanbi Group must provide candidates with a copy of their processed personal data in a digital, readable, and structured format. Candidates can then store this data for personal (re)use or request the data controller to transfer it to another data controller. Data portability is limited to data initially provided to iKanbi Group by the candidate.

For additional information on the processing of personal data or to exercise these rights, candidates can contact iKanbi Group through the following channels:

  • By email: dpo@ikanbi.com
  • By mail:

    iKanbi Group SA
    Place du Champ de Mars, 5
    1050 Brussels
    Belgium

Candidates should clearly indicate which right they wish to invoke, which data processing they wish to object to, which processing they wish to limit, or which consent they wish to withdraw.

In cases of reasonable doubt regarding the identity of the person making the request, iKanbi Group may request additional information to confirm the identity of the individual.

When candidates exercise their rights, they will not be charged unless iKanbi Group deems the request to be manifestly unfounded or excessive. In such cases, charges may be based on administrative costs related to any additional copies requested.

For any requests related to their rights, iKanbi Group will respond to the candidate's request within one month. However, this period may be extended to two months if the request is complex and/or due to the number of requests iKanbi has to process. In the event of an extension of this period, iKanbi Group will inform the candidate of the reason for this decision.

iKanbi Group notifies third parties to whom data has been communicated about the corrections, erasures, or limitations made, unless it is impossible and/or entails a disproportionate effort.

In certain circumstances as provided for by the law, iKanbi may refuse access to the candidate's information or may not accept the candidate's request when authorized to do so under the applicable data protection legislation.

Candidates have the right to contact and file a complaint with the Belgian Data Protection Authority at:

"Autorité de protection des données,"
Drukpersstraat 35,
1000 Brussels
T: +32 (0)2 274 48 00;
F: +32 (0)2 274 48 35;
Email: contact@apd-gba.be,
Website: www.autoriteprotectiondonnees.be

Data Security

The personal data of candidates are processed in Belgium and stored in a data center in the Netherlands. Your data is considered strictly personal. To this end, iKanbi Group has implemented all appropriate technical and organizational measures to protect them from any accidental destruction, loss, or alteration, as well as against any damage, accidental or unlawful access, or other unjustified processing of the data.

The recruitment tool provider also implements appropriate technical and organizational measures to protect candidates' data, particularly against manipulation and unauthorized access, and makes its best efforts to ensure these measures are as up-to-date as possible, taking into account the state of knowledge, implementation costs, the nature, scope, context, and purposes of the processing, as well as the risks to candidates.

Modification of this Declaration

iKanbi Group reserves the right to modify or supplement this Declaration as needed. iKanbi Group advises, therefore, to consult it regularly and will ensu