This Privacy Statement contains the policy of the Actief Group with regard to the protection of the privacy of all natural persons whose data are processed by one of the aforementioned companies. This Privacy Statement takes into account and implements the requirements of the European Regulation 2016/679 of 27.04.2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data ('Data Protection'), which entered into force on 25.05.2018.

Purpose of this Privacy Statement

With this Privacy Statement, we inform you about the way in which we handle the personal data we process about you, what rights you have and what technical and organisational measures we take to protect your privacy.

What personal data do we process?

We only process the personal data that we need to be able to achieve our mission as an HR Partner for companies. In doing so, we will limit ourselves to the processing of only those personal data that are useful in the context of this assignment. By "personal data" we mean all data that directly or indirectly refers to a specific natural person. By 'processing of personal data' we mean all operations that we, as an HR company, consider useful for the fulfilment of our mission: collecting, recording, organising, structuring, storing, updating or changing, retrieving, consulting, using, transmitting, disseminating or otherwise making available, aligning or combining, restricting, erasing or destroying personal data.

How does your personal data get to us?

When you use our services as an HR company, we will inevitably need some personal data and we will ask you to be allowed to process this data. This is the case when you are a company and you ask us to fill a vacancy. But we also need your personal data when you apply for a vacancy as a temporary worker, as an employee service voucher or as a permanent employee in a company for which we take care of the selection. If you are a supplier of goods or services, we will also ask to be allowed to process a limited number of your personal data. When you start working for us as an employee, we need a number of personal data from you in order to fulfil our mission as an employer. We will ask you to give your consent to the processing for your work at the start of employment. If you give your consent, your data will be kept for two years. Employment data, for which there is a statutory retention period, will be kept until after the expiry of this statutory retention period. We do not process personal data that we have obtained from third parties, unless you have given us explicit permission to do so.

What will we use your personal data for? Depending on the reason why you come into contact with us, we will use your personal data for one of the following activities:

contact through various possible channels;
recruitment and selection with a view to permanent employment or employment as a temporary worker or employee service vouchers;
the conclusion of an employment contract and its termination;
disseminating useful information and novelties in the law;
drawing up work schedules;
performance processing and performance monitoring;
payroll administration and grant management;
internal career guidance;
the health assessment by the occupational physician;
the security of the workplace;
the reporting of accidents at work;
affiliation within the framework of supplementary insurances;
the management of customers and suppliers;
technical-commercial screening;
debtor management;
public relations and commercial promotion;
complaint handling and dispute resolution.

Will your personal data be transferred to third parties?

Your personal data will only be sent to persons and organisations outside of Actief if we have a legal obligation to do so or if you give us explicit permission to do so. If you work for us as an employee, temporary worker or employee service voucher, we as an employer are legally obliged to forward certain personal data to certain government institutions in the context of social security and taxation, or in the context of an investigation by a competent inspectorate, the police or the judiciary. Outside of these cases, we will always ask you to give your explicit consent for the processing of your personal data, for example by the user where you will work as a temporary worker or by the social secretariat that takes care of the payroll administration for us.

What measures have we taken to optimally protect your privacy?

Actief has always attached great importance to the discreet handling of personal data. With the introduction of the above-mentioned European Regulation, Actief has taken additional organizational and technical measures to ensure the protection of your privacy, including the security of the hardware, the security of the digital data transfer internally and externally, the management of logins and passwords, the keeping of paper and digital carriers of information, the limitation of the duration of the retention of personal data, the destruction of personal data after a period of time, and the training of its staff. Actief only works with external processors who can offer sufficient guarantees on the safe and discreet processing of the personal data entrusted to them by Actief.

What rights do you have as a person whose data we process?

You have the opportunity at any time to access the personal data that we have stored about you and that we process. You have the right to have this personal data corrected if you find that this data does not correspond or no longer corresponds to reality. We do ask you to communicate and confirm the correct information to us in writing. You have the option to have the processing of personal data stopped by us at any time, to the extent that the law allows for a cessation of processing. If you work for us as an employee, temporary worker or employee service vouchers, you must take into account that certain processing operations in the context of social security and taxation cannot simply be stopped. You have the right to have all your personal data deleted from our files, to the extent that we are not legally obliged to keep this data for a certain period of time. You have the right to have your personal data transferred to your new employer in the event of a change of employer.

Where can you go for more information about this Privacy Statement?

For questions and information about this Privacy Statement, you can contact the employees of one of the local branches of Actief, or the national DPO (Data Protection Officer) who will act as a point of contact for you in case of questions and complaints.