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Recruitment Privacy Statement

The job site helanjobs.be contains job vacancies from all entities within the Helan Group (hereinafter “Helan”). This privacy statement applies when someone applies for a job at Helan. Once an employment contract has been signed, the privacy statement for employees applies, and this privacy statement no longer applies.

Helan is committed to protecting the privacy of its external and internal applicants. When an applicant visits the vacancies pages on Helan’s job site and actually applies for a role, Helan collects information (personal data) about the applicant (e.g. via web forms). The protection of applicants’ privacy and personal data is of the utmost importance to Helan and forms a key part of the procedures governing the design, organisation and implementation of Helan’s recruitment activities.

Please read this privacy statement carefully. It explains why and how we collect your personal data, how we protect it and for how long we retain it. We store your data as securely as is reasonably possible and protect it against loss and unauthorised disclosure or access, and we process your personal data in strict compliance with the applicable data protection legislation, in particular the General Data Protection Regulation 2016/679 of 27 April 2016 (‘GDPR’).

This privacy statement has been drawn up in the form of a Q&A (‘Questions & Answers’) list.

1. Who will process my personal data?

The ‘data controllers’ for your personal data are the following legal entities, all of which form part of Helan:

  • Helan Onafhankelijk ziekenfonds, with its registered office at 2610 Wilrijk, Boomstesteenweg 5, company number 411.696.011, for the health insurance fund’s job vacancies and corporate services.
  • Helan Huishoudhulp vzw, with its registered office at 2610 Wilrijk, Boomstesteenweg 5, company number 877.059.944, for Helan Household Help job vacancies.
  • Helan Kinderopvang vzw, with its registered office at 2610 Wilrijk, Boomsesteenweg 5, company number 464.151.037, for vacancies at Helan Childcare.
  • Helan Thuiszorg vzw, with its registered office at 2610 Wilrijk, Boomsesteenweg 5, company number 0749.571.854, for Helan Home Care vacancies.
  • Helan Zorgwinkel vzw, with its registered office at 2610 Wilrijk, Boomsesteenweg 5, company number 0420.367.316, for vacancies at Helan Healthcare Shop.
  • Heyo vzw, with its registered office at 9090 Melle, Zwaantjesstraat 33, company number 0473.485.308.

2. For what purpose and on what legal basis are my personal data processed?

Your personal data is processed in connection with the registration of your application for employment with our company. If this application leads to the start of a selection process, a profile will be created for you, which means that Helan will process all the necessary data required to assess your application with a view to possible recruitment. The processing of your personal data is therefore necessary to take steps prior to entering into an employment contract, and it is in Helan’s legitimate interest, i.e. the interest in assessing you before making you an offer of employment.

In the event of a positive assessment and a decision to recruit you, we will also use your personal data to prepare the employment contract.

If a decision is made not to recruit you, we will retain your personal data for a specific period (see point 7) so that we can contact you in the future should any future opportunities match your profile. This is also in Helan’s legitimate interest.

3. What categories of personal data will be processed?

Personal data comprises all information relating to you or on the basis of which you can be identified. Anonymous data, without the possibility of identifying you, is therefore not considered personal data. Helan collects and processes data from applicants (both required and optional) directly, via forms and/or attached CVs submitted through Helan’s job sites at helanjobs.be or werkenalshuishoudhulp.be.

Each time you visit our job site, our web server automatically recognises only your domain name, not your email address. Helan also collects and processes data from job applicants through personal contacts, telephone calls and/or email. For the purposes set out above, the processing of personal data includes:

  • standard information relating to your identity (surname, first name(s), address, etc.);
  • personal details (place and date of birth, nationality, gender, telephone number, email address, hobbies and interests, etc.);
  • your photograph, if you give your consent;
  • details relating to your professional experience (profile, details of former employers, termination of most recent employment and the work carried out, special projects, etc.), including a reference check if you have provided references in your CV (which implies that you give us your consent to contact these references);
  • details relating to your education (qualifications, certificates, work placements, specialised training, etc.);
  • language skills;
  • where applicable, whether or not you hold a work and/or residence permit for the European Economic Area (EEA);
  • any other personal data you provide to us as part of your application, in connection with the performance of the role;
  • digital assessment via the internet (presence on social media), to the extent that this presence is publicly available to us;
  • any other personal data (other than that mentioned above) which must be processed by law.

Helan does not collect or process sensitive information about applicants, such as data revealing your race or ethnic origin, political, religious or philosophical beliefs, trade union membership (if any), health or sex life. If, due to specific circumstances, sensitive information about an applicant is collected, the relevant Helan entity will seek the applicant’s explicit, written consent for this. It should be noted that if an applicant provides Helan with sensitive personal information unsolicited, the applicant, by agreeing to this privacy statement, gives the relevant Helan entity permission to use this information for recruitment purposes to the extent that such information is relevant for that purpose.

4. Who will have access to my personal data?

HR and your prospective line manager(s) will have access to your personal data on a strict ‘need-to-know’ basis for the purposes set out above.

We do not pass on your data to other third parties, with the possible exception of ‘assessment centres’ etc. or any other third party where this is relevant to the recruitment process. Prior to disclosing any information to any third party, Helan will ensure that all receiving third parties are bound by strict security standards.

Helan does not sell or trade applicants’ data to any third party. Helan may be required under applicable laws to disclose certain applicants’ data to third parties, such as public authorities. It may also be necessary for Helan to disclose applicants’ data under applicable laws in order to protect its legal rights.

5. Will my personal data be transferred outside my country of residence?

No personal data is shared with third parties abroad.

6. Will Helan use automated decision-making?

Automated decision-making is defined as decisions concerning individuals that are based solely on automated data processing and which have legal effects or significantly affect the individuals concerned. Helan’s guiding principle is not to use automated decision-making as described above. Helan does not base its decision to recruit you solely on the automated processing of your personal data.

7. How long will my personal data be retained?

We retain your data in our database for up to four weeks after the end of the recruitment process for the purposes set out above. Only if you give us your consent will we retain your data for up to 24 months after the end of the process. You may request the Helan entities to delete your data or withdraw your consent at any time.

8. Security

Helan employs a number of technical, physical and organisational security measures to safeguard the integrity, confidentiality and availability of applicants’ data. Helan has implemented security technologies to protect applicants’ stored data against unauthorised access, misuse, alteration, unlawful or accidental destruction and/or loss. Helan continues to enhance its security procedures as new technologies become available. Access to applicants’ data is restricted to Helan staff members involved in Helan’s recruitment activities. These staff members are obliged to respect the privacy of applicants visiting Helan’s website and to keep applicants’ data confidential. In accordance with the applicable local legal requirements, Helan ensures adequate security measures are in place to protect the manual and electronic processing of applicants’ data and to prevent any misuse thereof. Helan also ensures (contractually) that third parties and business units processing applicants’ data on Helan’s behalf implement adequate security measures in accordance with local legal requirements.

9. What rights can I exercise in relation to the processing of my personal data by Helan?

You may contact Helan’s entities at any time for assistance with your application or the management of your personal data. You also have the right to contact Helan’s entities at any time to request:

  • access to, rectification or erasure of your personal data; Helan enables access to and correction of applicants’ data via an online self-service system accessible at www.helanjobs.be;
  • restriction of or objection to data processing or transfer;
  • withdraw your consent to the processing of sensitive data where applicable (however, this does not affect the lawfulness of any processing carried out prior to withdrawal);
  • receive the personal data you have provided to us in order to transmit it to another data controller (‘right to data portability’);
  • to lodge a complaint with the supervisory authority if you believe that Helan’s entities have not acted in accordance with data protection legislation.

Please send any questions, comments or concerns regarding this recruitment privacy notice or the way in which Helan collects and processes applicants’ data, together with a double-sided copy of your identity card, to privacy@helan.be or complete the online form via this link: helan.be/privacy-statements.

This web form may only be used for enquiries relating to privacy. Enquiries regarding job vacancies at Helan or other matters not relating to privacy will not be answered.

10. Changes

This privacy statement may be amended from time to time to ensure continued compliance with applicable laws or changes in business practices, within the limits of the applicable regulations on privacy and data protection.

11. Confirmation

By submitting your application, you confirm that you have read and understood this Helan recruitment privacy statement and agree to its contents.