Privacy statement NOWJOBS

Article 1 - General 

1.1       NOWJOBS NV (hereinafter 'NOWJOBS'), with its registered office at Beversesteenweg 576, 8800 Roeselare, Belgium, and registered with the KBO under number 0809.928.917, processes personal data of certain individuals (hereinafter 'Data Subjects') as a 'controller'.

This privacy notice (hereinafter 'Privacy Notice') is addressed to the following Data Subjects: candidates, temporary workers, business contacts, clients and applicants for internal vacancies at NOWJOBS. 

NOWJOBS takes the privacy of Data Subjects seriously. (Personal) data obtained by NOWJOBS will be carefully protected. 

Please read this Privacy Statement carefully as it contains your rights towards NOWJOBS.

This Privacy Statement may be revised or updated from time to time. We recommend that you review it regularly. 

1.2       NOWJOBS complies with the European Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (better known as 'AVG' or 'GDPR'), as well as the Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data, and the anti-spam provisions of Book XII of the Economic Law Code on the 'law of the electronic economy' (as applicable).

Article 2 - Categories of Data Subjects

NOWJOBS processes personal data of different categories of Data Subjects: 

  • From candidates:
    • From persons using the NOWJOBS app (hereinafter the "App"),
    • From persons using the website www.nowjobs.be (hereinafter the 'Website'),
    • From individuals who otherwise leave data with NOWJOBS to use NOWJOBS' services,
    • Of persons introduced directly to NOWJOBS by the client,
    • From individuals who have made their details public (e.g. LinkedIn, ...) showing that they are looking for work,
    • From individuals referred to NOWJOBS by other service providers as a prospect/lead (see article 4.2),
  • Business contacts (prospects), customer-users and others
    • Of contacts with prospects and customer-users
    • From contacts at suppliers and service providers,
    • Of contacts and references passed on by the candidate,
  • Applicants for an internal vacancy at NOWJOBS.

Article 3 - Purposes and legal basis of processing 

3.1 General purposes and legal basis

3.1.1 Personal data obtained directly

NOWJOBS will use the following directly obtained personal data only for the following purposes for candidates as applicable: 

Type of data

Personal data

Processing purpose

Legal basis for processing

Identification details

IP address

  • Looking after and improving the Website, Apps and services

(pre-)contractual relationship

Cookies (see also cookie policy)

Permission

Name, e-mail address, address, telephone number, nationality, language, place of birth, photo or scan identity card

  • To provide you with requested or useful information or services;
  • To offer our services in the best possible way;
  • To check whether the candidate in question can be validly employed in Belgium

(pre-)contractual relationship

  • To tailor our services and ensure that the right profiles are matched; in this regard, we may use proprietary profiling to supplement/enrich data. Profiling is done on the basis of predetermined criteria by NOWJOBS   

Legitimate interests of NOWJOBS to improve the service and ensure the proper functioning and growth of NOWJOBS (freedom of enterprise and right to information)

Name, e-mail address

  • To send direct marketing and thus to offer our services in the best possible way; to provide a smoother and more targeted service; to help the Data Subjects quickly to the right assignment; to present our services; to promote personal contact with the Data Subjects.

Permission

Communications

Name, phone numbers, e-mail address, message content

  • To offer our services in the best possible way;
  • To provide you with requested information or services;

(pre-)contractual relationship

Image

Photos, videos, testimonials, ...

  • To offer our services in the best possible way;

Permission

Professional and/or educational details

CV, cover letter, education, skills, work history, secondary and main occupation, public record, references, portfolio, job title, photo or scan driving licence (if necessary for the job), short introduction as presentation by the candidate himself

  • To assess whether you are a suitable candidate for a vacancy;
  • To contact you if we have or have not rejected your application, and to invite you for an interview;
  • To contact you should a relevant position arise in the near future;
  • To offer our services in the best possible way; 

(pre-)contractual relationship

  • To tailor our services and ensure that the right profiles are matched, in this context we may use profiling and data completion/enrichment techniques;   

Legitimate interests of NOWJOBS to improve the service and ensure the proper functioning and growth of NOWJOBS (freedom of enterprise and right to information)

Financial data 

Bank account number, photo or scan of bank card

  • For payment of wages; 

(pre-)contractual relationship

NOWJOBS will use the following directly obtained personal data only for the following purposes for applicants for internal vacancies at NOWJOBS.

Type of data

Personal data

Processing purpose

Legal basis for processing

Identification details

IP address, ...

  • Looking after and improving the Website, Apps and services

(pre-)contractual relationship

Cookies (see also cookie policy)

Permission

Name, e-mail address, address, telephone number, date of birth, nationality, gender, photo or scan identity card, photograph

  • To contact you if we have or have not rejected your application, and to invite you for an interview;
  • To contact you should a relevant position arise in the near future; 

(pre-)contractual relationship

Professional and/or educational details

CV, cover letter, education, work history, public record, test results, references, diplomas, certificates, photo or scan driving licence (if necessary for the job)

  • To assess whether you are a suitable candidate for a vacancy;
  • To contact you should a relevant position arise in the near future; 

(pre-)contractual relationship

Financial data 

Bank account number, photo or scan of bank card

  • For the payment of wages 

(pre-)contractual relationship

NOWJOBS will use the following directly obtained personal data only for the following purposes for business contacts, clients and other persons.

Type of data

Personal data

Processing purpose

Legal basis for processing

Identification details

IP address, ...

  • Looking after and improving the Website, Apps and services

(pre-)contractual relationship

Cookies (see also cookie policy)

Permission

Name, e-mail address, phone number, ...

  • To provide you with requested information or services;

(pre)contractual relationship (clients and business relations)

Legitimate interest (contacts and references) of NOWJOBS to improve services and ensure the proper functioning and growth of NOWJOBS (freedom of enterprise and right to information).

Name, e-mail address

  • To send direct marketing and thus to offer our services in the best possible way; to provide a smoother and more targeted service; to help the Data Subjects quickly find the right freelancer; to present our services.

Permission

Communications

Messages via email, ...

  • To offer our services in the best possible way;

(pre-)contractual relationship

Image

Photos, videos, ...

  • To offer our services in the best possible way;

Permission

Financial data

Additional data that may be collected during a credit check with clients by NOWJOBS

  • To check whether the customer is a creditworthy party

Justified interest of NOWJOBS to ensure continuity of service and check to work with creditworthy parties

You are generally not obliged to communicate your personal data, for the provision of certain services, the communication of personal data is legally or contractually necessary and it is therefore impossible to provide these services, if you refuse to communicate the relevant personal data.

3.1.2 Personal data obtained indirectly

Data source

Type of data

Personal data

Processing purpose

Legal basis for processing

Other companies within HOHR (see article 4.2)

Identification details

Name, e-mail address, phone number

  • To offer NOWJOBS' services to candidates/freelancers.

Legitimate interests of NOWJOBS to improve services and ensure the proper functioning and growth of NOWJOBS (freedom of enterprise and right to information).


3.2 Duration of processing

Personal data will be kept and processed by us for a period necessary in function of the purposes of processing as defined in Article 3 and in function of the contractual relationship between NOWJOBS and you: 

Cookies

See Cookie policy

  • Identification details
  • Communications
  • Image
  • Professional and/or educational details
  1. Details of temporary workers:

NOWJOBS keeps the data for at least 5 years after the end of the last contract between the candidate and the client-user due to legal retention periods for social documents.

  1. Identification data of client, customer or other business relations: 

This data of clients, customers or other business relations will be kept for 10 years after the last contact

  1. Applicants

NOWJOBS keeps the data for 5 years after the last contact with the applicant due to discrimination and liability claims 

Mentioned personal data are in any case kept in accordance with the specific legal requirements, as well as the statutes of limitation that require us to keep your personal data for longer, e.g. to defend ourselves against a claim in court.


 

4 Transfer to third parties

4.1 Transfer to service providers and others

NOWJOBS may disclose your personal data to the following third parties:

Categories of recipients

Types of personal data

Target

Clients

Identification details, billing details, professional and/or training details, image, ...

  • To fill for open assignments with Clients,
  • For invoicing,
  • For complying with legal obligations

Prospects

Identification details, professional and/or educational details, image, ...

  • To ensure the smooth operation and growth of NOWJOBS

Software development

Identification data, billing data, image, professional and/or training data, ...

  • Technical and operational support

App software tools

Identification data, billing data, image, professional and/or training data, ...

  • Technical and operational support

Software tools for the website

Identification details, image, professional and/or educational details, ...

  • Technical and operational support

Software tools for the web platform

Identification data, billing data, image, professional and/or training data, ...

  • Technical and operational support

Software tools for internal operation (including matching tools, invoicing, ATS, communication tools, etc.)

Identification data, billing data, image, professional and/or training data, communication, ...

  • Technical and operational support

Cloud providers

Identification data, billing data, image, professional and/or training data, ...

  • Technical and operational support

Lawyers

Depending on the file

  • Technical and operational support

Auditors, corporate auditors

Depending on the audit

  • Technical and operational support

National and international governments and judicial authorities

Depending on legal provision, court order or judgment

  • To comply with a statutory provision, court order or judgment

Other third parties

Depending on legal provision, court order or judgment

  • To comply with a statutory provision, court order or judgment

4.2 Intra-group transfer of data

NOWJOBS is part of the House of HR group, which includes several companies active in the field of staffing and human resources, such as: Accent Jobs for People, Accent Construct, CTRL+F, Gighouse, Jobroad, Sixie, Talent Lab. More information regarding the House of HR group and its member companies can be found here: https://www.houseofhr.com/companies.

NOWJOBS will share the personal data it processes with other companies within the House of HR Group in the context of intra-group cooperation and/or intra-group service provision in order to improve, facilitate and simplify the activities and services of NOWJOBS and the House of HR Group (e.g. ICT services, accounting, analytics and statistics, accounts receivable management, direct marketing, etc.).

In certain cases, NOWJOBS may act as a joint data controller with other companies in the House of HR group: 

  • NOWJOBS processes personal data under the joint responsibility of Accent Jobs for People NV, Accent Construct NV, Staffme in the context of database management, invoicing, contract management clients;

The joint controllers have entered into an agreement pursuant to Art. 26 of the AVG which defines the specific rights, duties and responsibilities of each controller in relation to the joint processing responsibility. This means that they then jointly determine the purpose and means of processing your personal data for the purposes stated above. In this case, they are jointly responsible for compliance with applicable data protection legislation. However, NOWJOBS remains your main point of contact, including for the exercise of your rights in relation to your personal data (for more information on the exercise of your rights, see Article 5).

4.3 Transfer to third countries:

NOWJOBS may transfer your personal data outside the European Economic Area in order to process the data in accordance with this privacy statement. In case data is transferred outside the European Economic Area, to a country that is not recognised as providing an adequate level of protection, NOWJOBS will take the necessary measures for the data transfer to take place in accordance with the GDPR (such as the implementation of contractual provisions providing adequate data protection safeguards for the data that will be transferred internationally, contractual provisions, binding corporate rules, exceptions as provided for in Article 49 of the GDPR), more information on this can be found on the following website (https://www.gegevensbeschermingsautoriteit.be/professioneel/thema-s).

For the following purposes NOWJOBS you w transfer personal data (mainly identification data) to parties located outside the European Economic Area: administration and management of staff and intermediaries, customer management and public relations. For these processing operations, adequacy decisions exist (UK, US), or NOWJOBS has entered into standard contractual clauses and carried out a transfer impact assessment and which shows that the third country provides an adequate level of protection.

Article 5 - Your rights

You always have the right to request NOWJOBS to inspect, restrict, correct or delete your personal data. You have the right to withdraw your consent, object to the processing of personal data or request NOWJOBS to transfer such data.

You can exercise your rights by contacting NOWJOBS at privacy@nowjobs.com. If NOWJOBS has reasonable doubts about your identity, NOWJOBS may ask you to prove your identity to prevent anyone from unlawfully accessing your data.

NOWJOBS is not always obliged to respond to your request to exercise your rights - your rights only apply in the cases and to the extent provided by the GDPR. 

You also have the right to lodge a complaint with a supervisory authority. For Belgium, this is the Data Protection Authority.

Printing Press Street 35,

1000 Brussels,

Tel +32(0)2 274 48 00

or Fax +32(0)2 274 48 35,

contact@adp-gba.be, https://www.gegevensbeschermingsautoriteit.be/contact.

Article 6 - Security and confidentiality

NOWJOBS has developed security measures adapted on a technical and organisational level to avoid the destruction, loss, falsification, alteration, unauthorised access or inadvertent notification to third parties of personal data collected, as well as any other unauthorised processing of such data.

In order to process your personal data, NOWJOBS grants access to your personal data to its employees.

NOWJOBS will provide similar levels of protection by making contractual obligations - similar to this Privacy Statement - opposable to its employees and appointees. Specifically, this means that NOWJOBS employees and appointees are bound by confidentiality and that only those for whom it is necessary for the performance of their duties will have access to your personal data.

Article 7 - Changes to this Privacy Statement

NOWJOBS may change this Privacy Statement from time to time. To keep you informed of the latest amendment to our Privacy Statement, NOWJOBS will update the revision date each time it is changed. The amended Privacy Statement will take effect on that date.

Please check this page regularly to be informed of any changes and/or additions.

NOWJOBS will also proactively inform you of any significant changes to this Privacy Statement.

Article 8 - Date of last revision

Date of last revision : 4the of June 2024

Article 9 - Contacting us

You can always contact our DPO Joke Vancoppernolle on 051 460 500 or via privacy@nowjobs.com. To exercise your rights (in accordance with article 6) or for further questions regarding this Privacy Statement, you can always contact us at privacy@nowjobs.com.