Privacy statement to the attention of job candidates
At EVS we give utmost importance to your data’s privacy. The purpose of this Privacy Statement for job candidates is to explain how EVS collects, processes, uses, stores and transfers your personal data as well as your rights over any personal data we hold about you in compliance with the applicable data protection legislation (and notably the European General Data Protection Regulation - GDPR). “Personal data” in the framework of the present Privacy Statement for job candidates means any information that, either alone or in combination with other information collected, identifies an individual.
By applying for a job with our company, you acknowledge that you have read this policy and understands how EVS processes personal data.
A. Who are we?
EVS Broadcast Equipment SA, with registered office at rue du Bois Saint-Jean 13, 4102 Seraing, Belgium as well as any of its affiliates belonging to the EVS Group (hereinafter collectively or individually referred to as EVS or we or us). In the context of recruitment, we generally determine the purposes and means of the processing of your personal data and we are therefore “Data Controller” (or “joint Data Controller” with one of our affiliate or with a recruitment agency).
B. To whom does this privacy statement apply?
This Privacy Statement for job candidates applies to the following persons, regardless of their nationality or place of residence:
- any individual who, as a result of a job offer, applies for the job with the aim of obtaining the position as described in the job offer, through our website or otherwise;
- any individual who applies spontaneously for the purpose of having his or her CV included in a recruitment and selection database, through our website or otherwise;
- any individual whose resume is provided to the company by a third party, recruitment agency or referral.
C. which of your personal data is collected?
In the context of the application and more specifically prior to the selection process, EVS will process the following personal data in particular:
- identification data such as your last name, first name, marital status, postal and/or e-mail address, date of birth, language preference, age and sex (and any additional information you provide us with);
- education and training data: education, training, diplomas, certificates;
- professional information: current position and responsibilities, previous positions and work experience, information about the sector you work in, date of departure, reason for departure, working conditions and gross salary, salary expectations, professional skills and abilities;
- data relating to mobility (driving licence, means of transport);
- reports of our contacts with you such as notes about your interview(s), email exchanges, job proposals that may have arisen between you and our recruitment team;
- data resulting from knowledge and skills tests: these data are only collected if, after an initial analysis, your CV is considered suitable for the position;
- data generated by a personality test: these data will only be processed if your CV is selected for the required profile;
EVS aims to obtain all relevant recruitment information directly from the applicant. If EVS deems it necessary, it will contact one or more previous employers to inquire about you and your work experience, but only after obtaining your permission to do so.
We will not process any "sensitive" personal data (e.g. racial or ethnic origin, political opinions, religious or philosophical beliefs, health, sexual orientation, etc.) during the recruitment process.
You are never forced to share your personal data with us.
D. For what purposes and on which legal basis do we collect & process your personal data?
EVS will only collect and process your personal data to the extent necessary for the purposes of recruitment and selection. The personal data processed are related to the position to be filled and are limited to the data necessary to verify to what extent your motivation, knowledge, skills, competences and experience correspond to the profile of the position for which you are applying or have the required qualities.
Depending on the individual cases, your personal data is processed on the basis of your request to take steps prior to entering into a contract and EVS’ legitimate interests to address appropriately such steps or your unambiguous consent, directly or through our recruitment service providers.
Whenever the basis of the processing is your consent, you have the possibility to withdraw such consent at any time following the procedure which has been communicated or by contacting us (firstname.lastname@example.org).
E. How do we process your personal data?
The recruitment process and the corresponding data processing starts in EVS when:
- you are an applicant for a specific position;
- you apply spontaneously;
- a third party recommends you (e.g. a recruitment agency).
EVS uses various channels to find the right person for a job. This can be through its website, but also through third parties such as social media (LinkedIn, Facebook), job boards or recruitment and selection agencies. For specific functions or profiles, the company may use a specialized agency to find a suitable candidate.
EVS invites you to check the accuracy and completeness of your data and to contact us if there are any changes or if you are no longer interested in employment with our company during the selection process.
b) Specific processing during the selection procedure
In the course of the selection process, EVS will analyze your CV to see if it meets the requirements of the position, and potentially invite you to an interview and/or carry out tests, which may include practical cases, personality tests or aptitude tests.
These tests will always form an objective thread in the selection process and will always go hand in hand with a professional assessment and in-depth analysis by the Human Resources department. EVS may use the services of an assessment agency to conduct these tests.
EVS (or assessment agency) will provide the results of these tests and/or examinations orally or in writing, and you will always have the opportunity to provide feedback and experience.
Applicants who, at EVS’ sole discretion, are not meeting the requirements of the position, or whose test results are not satisfactory, or which otherwise have not been selected, will be notified within a reasonable time. If the application has not been selected, you might never get an answer from EVS’ recruitment team, as explained in the acknowledgment of receipt email that you will receive after submitting your profile. The data of applicants who are not/no longer considered will be kept in EVS’ databases for a duration of 7 years (see Article G).
F. Do we share your personal data?
EVS may be required to process your personal data in connection with your recruitment and selection, both internally and externally. Access to your personal data is limited to those persons whose function requires the processing of such information. In principle, your personal data will only be transferred to the recipients responsible for the various processing operations for the above-mentioned purposes on a need-to-know basis.
EVS and Affiliates – Generally, we do not share your personal data with anyone other than EVS’ affiliates, and only if strictly necessary. These EVS’ affiliates shall not use your data for the other purposes than those described above. Within EVS, your personal data is only available to the appropriate members of staff who need to have access to them in relation to their function and for a specific purpose, typically the Human Resources department as well as the head of the department where the position is opened in order to assess the suitability of your profile within EVS and the specific department (function, professional experience, training, etc.).
Service providers – There is, however, a number of trusted third parties with whom we share your personal data or who have a potential access to your personal data: carefully selected third party providers that provide services on our behalf (such as assessment agency, database providers, advisers, etc.) and web analytics tools. When doing so, we always ensure that your information is handled confidentially and in a safe manner and where required, we also always set up a formal agreement with the third-party processors that is intended to protect your data. This way, the processor will never be allowed to use your data on his own initiative and your personal data has to be deleted or returned as soon as the processor has finished the assignment.
Legal requirements – Exceptionally, we may share your personal data when we are required to do so by law, regulation or legal process (such as a court order), if requested by government agencies, such as law enforcement authorities, or when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.
Business transfer – We also reserve the right to transfer any data we have about you in the event we sell or transfer all or a portion of our business or assets. Should such a sale or transfer occur, we will use reasonable efforts to ensure that the transferee uses the personal data you have provided to us in a manner that is consistent with this Privacy Statement.
International transfers – From time to time we may transfer your personal information to our affiliates, suppliers or service providers based outside of the EEA for the purposes described in this Privacy Statement. If we do this, your personal information will continue to be subject to one or more appropriate safeguards set out in the applicable law. These might be the use of binding corporate rules in a form approved by data protection authorities, standard contractual clauses or having our suppliers sign up to an independent privacy scheme approved by regulators.
G. How long do we keep your data?
In compliance with the applicable data protection legislation, EVS will only retain your personal data for as long as it is necessary for the stated purpose, taking into account also our need to provide relevant and professional recruitment services, and comply with legal requirements under applicable laws.
This means that we may retain your personal data for a period of 7 years after your last interaction with us. When the personal data that we collect is no longer required in this way, we may destroy and delete it in a secure manner. This retention period is essentially justified by the specific nature of the positions to be filled and the skills sought, the shortage encountered in the sector, and the need for optimal follow-up of candidates who apply several times over a short number of years. Of course, you always have the possibility to oppose to the processing of your personal data by contacting us.
When reaching the deadline of 7 years, you will get an automatic email letting you know that your personal data will be deleted from our platforms, unless you activate the possibility for EVS to keep your personal data for a longer period. Without any reaction from you, your data will be deleted.
H. How do we protect your data?
EVS has taken reasonable measures to ensure that your personal data is protected from unauthorized destruction, loss, alteration, access, disclosure or use through technical and organizational measures including:
- limiting access to our buildings to those that are authorized to be there (by use of passes, key card access, visitor’s registration and other related technologies);
- implementing access controls to our information technology, such as firewalls, ID verification and logical segmentation and/ or physical separation of our systems and information; and
- storing your data in secure operating environments and only accessible to EVS employees, agents and contractors on a need-to-know basis. EVS also follows generally accepted industry standards in this respect.
I. what mesures are in place to update, correct and give you access to your data?
You can exercise the following rights you have over your personal data at any time and free of charge (unless your request is excessive or unfounded) by sending an email to email@example.com, together with a proof of your identity if applicable:
- Access: you can ask us whether we have data about you and, if this is the case, you can request access to your personal data;
- Rectification: We use reasonable efforts to warranty that your data is accurate, complete and current. If you believe that your personal data is incorrect, incomplete or inaccurate, you have the right to have it rectified or completed;
- Objection: you may object at any time to the processing of your Personal data if you believe we don’t have the right to use your data;
- Erasure: you can ask us to erase your personal data if this data is no longer needed for the fulfilment of a purpose;
- Data portability: you can ask for your personal data to be returned or transmitted to another organization.
We may decline to process requests that jeopardize the privacy of others, are extremely impractical, or would cause us to take any action that is not permissible under applicable laws. Additionally, as permitted by applicable laws, we may need to retain certain personal data for a longer period of time for recordkeeping purposes, such as retaining records relating to your purchases for warranty or accounting purposes.
If you are not satisfied with our response or believe that your privacy rights have been infringed, you have the right to lodge a complaint with the Belgian Data Protection Authority, which is the lead supervisory authority for EVS, with address at Rue de la Presse 35, 1000 Brussels.
J. Privacy Statement Updates
EVS may update this Privacy Statement for job candidates from time to time as we improve our current offerings, and as technologies and laws change. You can determine when this Privacy Statement for job candidates was last revised by referring to the "update " legend at the bottom of this page. Any changes will become effective upon our posting of the revised Privacy Statement for job candidates on EVS website. If these changes are material and, where required by applicable law, we will outline them and/or obtain your consent. The notice of any change will be announced by email, potentially as part of a periodic newsletter, or by posting notice of the changes on our website, in accordance with applicable laws.
K. Contact us
If you have any question or remark relating to this Privacy Statement for job candidates or to the processing of your data in general, please do not hesitate to contact us by sending an e-mail to firstname.lastname@example.org or by sending a letter to EVS Broadcast Equipment SA, to the attention of the Legal Department – Rue Bois Saint-Jean 13, 4102 Seraing, Belgium. We are happy to assist you and answer any questions you might have.