Simac Professional Services Privacy Policy

We, at Simac Professional Services (“ProfServ”) take protection of our clients and candidate’s data and privacy serious and we want to be fully compliant with European GDPR legislation. This document will guide you through the Privacy Policy that we adhere to.
1. Our Business Objective
Simac ProfServ provides recruitment services for contract, permanent and temporary ICT placements. In order to be able to so, we need to collect Personal Data.
2. What is understood under Personal Data?
Personal data means any type of information about a living individual whose identity is apparent or can be reasonably deducted from such information data.
The types of Personal Data we need for our business objective are:
• Identity information: name, address, gender, personal contact details, and if provided by you, photographs, images and video;
• Employment details: information you supply to us on your CV, job title, description of job role, work contact details, details of technical skills and work history, i.e. previous roles;
• Educational details: information about your tuition, schools and trainings. Certifications and testimonials • Background information: professional membership details and interests and preferences in a professional/personal sense, which may be deduced from information provided by you.
When we interact with you we will mark the mandatory needed information, necessary for us to process your or our clients’ with an asterisk or an equivalent noticeable icon. Failure to provide such data may prevent us from providing all or part of the requested service.
3. Where do we collect data from? We use the following sources
We use the following sources:
• Via our website at www.simac.be or any other website operated by Simac,
• Via social media. Job adverts posted by us on community job boards.
• Via specific subscriptions we have on ICT job posting sites.
• From candidates profiles / CVs uploaded onto our job-website: http://www.jobssimac.be/
• As a result of personal recommendations.
• From the feedback of marketing mailings & events
• From individuals’ business cards
4. What kind of personal data do we collect?
Our main purpose is to provide recruitment services to you and our customers, and to facilitate a recruitment process. In order to do so, we need to collect various personal information to find suitable job opportunities for our candidates and to and to match potential candidates to positions for our customers or prospects they may be hiring for either permanent or temporarily.

For employee, contractors / freelance people, this information may include:

• Full CV’s in any type of document (PDF, Word..)
• Contact details – Fixed and mobile Phone numbers, Email addresses, social media pages.
• Identification documents such as passports (including passport pictures), driving licences or proof of address.
• Identity data such as First name, maiden name, last name, nickname, marital status, title, date of birth and gender.
• Financial details like salary package information or daily rates
• Details of training, certifications and educational records • Work history and reasons for leaving roles
• Reference contacts
• Limited or Umbrella company details (for contractors)

For customer and prospect contacts (the requesting party), this info may include:

• Name
• Location(s)
• Job Title(s) & Organogram
• Reporting lines
• Business email address
• Fixed line and mobile telephone numbers
• Recruitment model
• Market sector
• Team size & team members
• Reasons for hiring.
5. Data Quality & Security Policy
Need for Data Quality and your involvement We rely on you to ensure that your personal information is complete, accurate and current. Please do inform us promptly of any changes or inaccuracies to your personal information. Candidates can also update their CV at any time using tour website. To log in use your username and password. If you do not currently have your username and password, you can reset your password here using your current email address.

Your data is secure, but you must help us with that We have appropriate technical and organisational security measures in place to ensure the security of your information and to protect it against deliberate or accidental manipulation, destruction, loss or unauthorised access. Despite our efforts regarding security, it is important to bear in mind that the internet is not a secure means of communication. If you are provided with a user identification code, password or any other piece of information as part of our security procedures for one of the registration-only sections of the website, you are responsible for maintaining the confidentiality of your password and user name for the website and you are responsible for all activities that are carried out under them. We do not have the means to check the identities of people using the website and we will not be liable where your password or user name is used by someone else.
6. How and why do we use personal data?
For Our Service Provisioning • To provide our candidates, contractors, customers and prospect contacts with the services expected from our Professional Services.
• To allow details of candidates' skills and experience to be viewed by our clients whom we feel may be interested in engaging their services.
• To enhance our website user experience

For management of our relationships • To manage, analyse, understand and develop your relationship with us.
• To respond to individuals’ requests or questions when they contact us.
• To investigate and respond to incidents and complaints
• To carry out our obligations arising from any contracts entered into between you and us.
• To keep you informed of any of our other/new services in connection with our existing relationship

For legal obligations
• To comply with legal obligations & rights and cooperate with investigations carried out by the government or regulators.
• If we are obliged to disclose information by reason of any law, regulation or court order.
• Taking steps to enforce or defend any legal claims made by, against or otherwise involving you. This includes any associated investigations or discovery exercises.

For internal Processing • To confirm, update and improve our customer records to maintain an accurate and rich database.
• To review the service we provide or have provided to you and carry out analytics and report on engagement

For direct marketing • To keep you informed of any of our other services and identify services that may be of interest to you, where these fall outside of our existing relationship and you have chosen to want to be made aware of. This could include information about recently registered custromers / consultants, client workshops, solution updates etc…
• To keep you updated about services provided by us or by our third party business partners which are relevant to you.
7. Who do we share personal data with and how?
• Access to individual’s personal data is restricted to staff who are required to process such data as part of their job;
• Only necessary information is released to the relevant employees;
• We seek individual’s consent before sharing their details with any prospective employer or user of their services.

We may also share personal information with our customers and prospects who we think may be interested in engaging your services, whether as an employee or otherwise. We do in your interest in order to find you an appropriate job.
On top of this, we may need to share personal data from time to time with third parties in order to provide as full a service as possible and support your recruitment needs. This may include:
• other Simac subsidiaries or affiliates for the purpose of managing and administering our business and to provide you with information which might be of interest to you;
• our advisors (accountants, auditors, lawyers, other professional advisors and business contacts); for the purpose of assisting us to better manage, support or develop our business and comply with our legal and regulatory obligations;
• third party service providers; who need to know the information in order to provide us or you with services (including our third party service providers who process information on our behalf to help run some of our internal business operations, including email distribution, data storage, information technology and marketing services, customer services and data analytics);
• law enforcement and regulatory bodies; in order to comply with any legal obligation or court order.
8. What rights do individuals have in relation to the data we hold ?
Individuals have the following rights under applicable data protection laws
• Right to be informed;
Individuals have the right to be told how we use their data in a clear, easily understandable and transparent way.
• Right of data access;
Individuals are entitled to request confirmation whether we process any of their personal information, to obtain access to information that is held and to check that we’re using their data with data protection law.
• Right of info rectification;
Individuals are entitled to have your information corrected if it its incorrect or inaccurate.
• Right to erasure & right to be forgotten;
Individuals can request, where there is no compelling reason for us to keep using it, for us to delete their information. • Right to restrict data processing;
Individuals have the right to block / supress further usage of their information. We are still able to keep information and will add the person to a restricted list to ensure the choice is continued to be respected.
• Right to data portability;
Individuals have the right to object to certain types of processing, for example Direct Marketing if they no longer want to be notified about jobs.
• Right to make a complaint;
Individuals have the right to lodge a complaint which they can do via their local data protection authority.
• Right to withdraw an earlier consent;
Individuals who have given their consent to anything we do with their personal data have the right to withdraw that consent at any time, although anything that has been done prior to this with the consent is still lawful.

You can do this by: (i) in some cases deleting the relevant data from the relevant HR system (although note that in this case it may remain in back-ups and linked systems until it is deleted in accordance with our data retention policy); or (ii) contacting your local Human Resources contact.
9. How long do we keep personal data for (Data Retention policy)?
We will keep information for as long as individuals wish to receive our communications and thereafter for as long as required to meet our business, legal or regulatory responsibilities.
Typically your CV will be automatically wiped from our system after 3 Years.
Prior to that end-date, we will contact you & request you for an update or for a final permission to delete your records.
10. Changes to this Policy
Any changes we make to our Privacy Policy in the future will be posted on this page. We encourage you to check the date of this Policy whenever you visit our website.
This Policy was last updated on June 13th, 2018.
11. How can we be contacted and who holds responsibility?
Individuals who would like to exercise their rights can contact us as follows;
By Email:
Dit e-mailadres wordt beveiligd tegen spambots. JavaScript dient ingeschakeld te zijn om het te bekijken.
This is the central mail-box that will be daily screened. Mails will be directed to the appropriate responsible at Simac.

post:
Simac NV
Attn. Jan Bueken (Director Legal)
Arthur De Coninckstraat 5
3070 Kortenberg
Belgium

phone:
General number: +32 2 755 15 11
Professional Services Director:
Bart Vermeersch
+32 2 7551 687
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