APPLICANT PRIVACY NOTICE

1. Introduction

In this Applicant Privacy Notice (“Privacy Notice”) we describe how ARLANXEO[1], having its office at Maastricht, at the address Stationsplein 8B, 6221 BT ("ARLANXEO", "we", "our" or "us") treat the personal data of our applicants who apply for employment with us (“Applicants”  or “you”). 

This Privacy Notice describes the information we collect, what we do with it, whom we share it with, how we secure it, how long we store it for and what rights and obligations you as an Applicant have.

ARLANXEO is the data controller of your Personal Data.

 

2. Personal data about you that we collect and use

We collect and use the following personal data about you:

General categories of personal data

  • Personal details - personal (contact) details such as your name and first name(s), address, email address, telephone number or other contact information, degree/title, date of birth and gender.
  • Recruitment or selection data - any personal data contained in your CV, resumes and application form, references, record of interview or interview notes, and selection and verification records, previous (job) experience and references, professional certifications, special skills including (driver) licenses, language skills, memberships of committees or other bodies and education history.
  • Any other personal data - which you choose to disclose to ARLANXEO during the course of your application process.

Special categories of personal data

In principle we do not collect or use any special categories of personal data of you, such as health data or other sensitive types of data, unless you provide this to us voluntarily as part of your application letter, CV or during the interview. However, depending on the function you apply for you may be required to take part in a screening procedure during which your judicial background will be checked. If such a screening procedure takes place, we will collect special categories of personal data of you relating to criminal convictions and offences.

 

3. Purposes and legal bases for using your personal data

ARLANXEO collects and uses your personal data for the purpose of administrating the application process. More specifically, we use your personal data for the following purposes and on the following legal bases:

  • Necessary for the performance of a contract/entering into a contract - for the performance and administration of the application process, to assess your skills, qualifications and your suitability for our career opportunities, the processing is necessary for security- and access control and our application procedure, e.g. checking references. Moreover, we process your personal data to handle requests, complaints or questions from you.
  • Legitimate interest - we may use the aforementioned personal data for security, development and management of our business operations and the screening procedure. In addition, we use your personal data to make strategic decisions we deem necessary. Also, we may keep your records for future hiring processes, including for the purpose of communicating with you and providing you with information regarding potential career opportunities that suit your profile. We do so where legitimate interests pursued by ARLANXEO is not overridden by the interests or fundamental rights and freedoms of our applicants.
  • Necessary for compliance with legal obligations - for complying with applicable laws and regulations, compliance with requests from governmental agencies or judicial services and other employment laws and regulations applicable to us and to exercise and defend (potential) legal claims. 

4. Retention of your personal data

We retain your personal data for as long as required to satisfy the purpose for which they were collected and used, unless a longer period is necessary for our legal obligations or to defend a legal claim. We retain your personal data for a maximum of 6 months after the end of your application, so we may contact you for any future vacancies. In case you want us to delete your personal data sooner or if you have any other questions, please contact privacy@arlanxeo.com

If you accept employment with ARLANXEO, your personal data will be held on the basis set out in our Employee Privacy Notice, which is provided to all employees.

 

5. Disclosure and transfer of your personal data

For the purposes listed under section 3 above, we may share your personal data with:

  • Authorized employees of ARLANXEO, which may include employees of other ARLANXEO group entities, but on a strict need-to-know basis only and employees who are involved in the application process.
  • Service Providers. We may engage third party vendors, agents, service providers, and affiliated entities to provide services to us on our behalf, such as support for IT services. In providing their services, they may access, receive, maintain or otherwise process personal data on our behalf. Consistent with applicable legal requirements, we take commercially reasonable steps to require third parties to adequately safeguard your personal data and only process it in accordance with our instructions.
  • Third parties in case of legal requirement. We may also disclose your  personal data  if we believe we are required to do so by law, or that doing so is reasonably necessary to comply with legal processes (e.g. tax authorities), when we believe necessary or appropriate to disclose personal data to law enforcement authorities, such as to investigate actual or suspected fraud or violations of law, breaches of security, or breaches of this Privacy Notice, to respond to any claims against us and, to protect the rights, property, or personal safety of ARLANXEO, our customers, or the public. 

6. Security

We will take reasonable steps to ensure that your personal data are properly secured using appropriate technical, physical, and organizational measures, so that they are protected against unauthorized or unlawful use, alteration, unauthorized access or disclosure, accidental or wrongful destruction, and loss. 

We take steps to limit access to your personal data to those persons who need to have access to it for one of the purposes listed in this Privacy Notice. Furthermore, we contractually ensure that any third party processing your personal data equally provide for confidentiality and integrity of your data in a secure way.

 

7. Your rights

If you would like to request, review, correct, update, suppress, restrict or delete personal data that you have provided to us during the recruitment process, or if you would like to request to receive an electronic copy of such personal data for purposes of transmitting it to another company, you may contact us as indicated in the Contact us section below. We will respond to your request consistent with applicable law.

In your request, please tell us what personal data you would like to have changed, whether you would like to have it suppressed from our database, or otherwise let us know what limitations you would like to put on our use of it.  For your protection, we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable.

Please note that we may need to retain certain personal data for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion.

In the event your personal data is processed on the basis of your consent, you can withdraw consent at any time by sending an email to privacy@arlanxeo.com specifying your request, without affecting the lawfulness of processing based on consent before its withdrawal.

You may lodge a complaint with a supervisory authority, in particular in your Member State of residence, if you consider that the collection and use of your personal data infringes this Privacy Notice or applicable law.

 

8. Contact us

If you have any questions or concerns regarding our use of your personal data, or to exercise any of your rights, please contact Human Resources or privacy@arlanxeo.com


[1] ARLANXEO means any of ARLANXEO Holding B.V. and its wholly and majority owned subsidiaries and controlled affiliates.  As used herein, “control” means possession of the power to direct, or cause the direction of, the management and policies of an entity whether through the ownership of voting securities, by contract, or otherwise.