Privacy policy for the submission and processing of applications
ANPI attaches the utmost importance to the confidentiality of your information. In submitting and processing applications, ANPI acts as the data controller. This privacy policy explains what personal data we collect and for what purposes we process it.
PERSONAL DATA
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Applicants are never, in principle, required to disclose so-called sensitive information as defined by the privacy regulation, apart from when it is specifically required by law or authorised by a particular
circumstance. This is why when a candidate fills an application form or completes a profile or interacts
in any way whatsoever with ANPI, he/she is generally asked not to provide information of this type, in other words, details revealing your racial or ethnic background, political opinions, religious or philosophical beliefs or membership of a union, as well as genetic or biometric details, information about your health, or information about your sexual activities or orientation, criminal convictions and offences.
Your personal data is collected in different ways.
ANPI processes all the information provided by applicants when they fill in a registration form either in response to a job vacancy or when submitting a spontaneous application.
To complete these registration forms, applicants are invited to provide their contact details (surname,
first name, telephone number and email address), as well as send a CV.
Having sent this data to ANPI, applicants may, if they want, sign in to their personal, secure profile to change the information already provided and/or add to their profile by providing other details needed for the purposes described below: professional experience, training, languages spoken, preferred salary, photo etc..
If an applicant chooses to provide the abovementioned information via a registration form and/or a
spontaneous application, he/she explicitly agrees that ANPI will use these details to
contact him/her by telephone and/or email to receive more information about the services offered by
ANPI and, if he/she would like, to provide more information about his/her professional
expectations.
If an applicant agrees to have an interview with ANPI, he/she explicitly agrees that
ANPI can use his/her personal data to invite him/her to this interview and to assess him/her during this interview, including with psychometric tests, as well as to check the references and information provided. The above implies, among other things, that ANPI will, if applicable, get in touch with the businesses and/or organisations mentioned by the applicant.
This information is processed by ANPI to recruit new employees and to analyze and
manage applications. This involves:
- Gathering data via a registration form or an ad hoc application, the applicant’s personal profile,
a telephone interview, a face-to-face interview, psychometric tests, personality
questionnaires etc.;
- Saving this data;
- Viewing this data;
- Checking and analysing this data;
- Producing statistics, market research etc. in order to improve the candidates' experience;
- Proactive communication to applicants of new job vacancies that might meet the professional
expectations expressed by the applicants when they filled in a registration form and/or their
profile.
It is because the candidate has given his/her permission for this that ANPI can process
this personal data. ANPI needs to collect this data to fulfil the purposes mentioned above.
In fact, if this data is not collected, ANPI would not be able, for example, to manage
incoming applications correctly. That having been said, as this data processing is based solely on the
candidate's consent, he/she is free to withdraw that consent at any time without detracting from the
legality of any data processing carried out before this consent is withdrawn.
Candidates’ data is only shared with:
- The candidates themselves;
- Employees of ANPI involved in the recruitment process
- ANPI subcontractors (for example the hosting company, the recruitment tool
provider) insofar as it is necessary for the fulfilment of their roles or if required by law ;
- The public authorities in circumstances where it is required by law.
When an applicant fills in a registration form, submits a spontaneous application and/or completes
his/her personal profile, he/she explicitly accepts that his/her data will be kept in a database managed
by ANPI.
The data is kept as long as is necessary for the recruitment process of the candidate concerned, for the existing job offer(s) for which he/she has expressed interest and during one year after the end of the corresponding selection process(es), which allows ANPI during this period of time to manage the administrative and legal monitoring of this application, but also to submit to the candidate new job offers that can meet his/her professional expectations. However, in exceptional circumstances, the data may be kept longer if an administrative and legal monitoring demands that it is kept for longer.
The candidates will be informed by email 2 weeks before their data is due to be
deleted. Candidates may then, if they want, explicitly ask ANPI to keep their data longer, in order to allow ANPI to contact them proactively to suggest a job vacancy that might be of interest to them. In this case, the same procedure will be applied before the end of this new period of one year, and so on. In the absence of reaction of the candidates at the end of this period of 2 weeks, the data will be automatically and permanently deleted.
Candidates, by connecting to their personal profile, have at any time the right to access, to edit, to
correct and to delete their personal data. They are also free to withdraw their consent to the processing of their personal data. This withdrawal will automatically lead to an immediate and irreversible deletion of their personal data.
By sending a dated, signed request (including electronically) by email to hr@anpi.be or
by standard post along with proof of ID, any applicant can get a free copy (including electronically) of
his/her personal information from ANPI, as well as being able to correct or to delete
incorrect or incomplete data information, or limit how it is used, within 1 month of receipt of the request.
All applicants also have the right to transfer their data.
If ANPI has passed on concerned data to other people, ANPI will take all reasonable measures to inform these people of the request to delete any link to this data or any copy or reproduction of it.
If an applicant would like to make a complaint, he/she can do so by contacting the Data Protection Authority, Drukpersstraat, 35 1000 Brussels, www.privacycommission.be
Applicants’ personal data is processed in Belgium and stored in a data centre in the Netherlands.
Both ANPI and the recruitment tool provider take appropriate technical and organisational measures to protect applicants’ data, in particular against unauthorised handling and access, and will make every effort to make sure that these measures are as up-to-date as possible, given the state of knowledge, costs for implementation and the nature, scope, context and purposes of the processing as well as the risks for the applicants.
Legislation regarding privacy can sometimes be adapted and improved, so this document is also subject to change. ANPI therefore recommends that you consult it regularly if you visit its websites, and will make sure that any changes, modifications and adaptations are clearly marked.