Privacy Notice for Job Applicants
This privacy notice for job applicants explains how ON2IT B.V. (‘ON2IT’, ‘we’, ‘us’, our’) processes the personal data of candidates that apply to a job position (‘you’, ‘your’) during our recruitment, selection and hiring process. Your privacy is important to us, so we wish to be clear about how we carefully handle your personal data. Please also see our main privacy policy.
1. What personal data do we process?
We process personal data as part of the recruitment, selection and hiring process, such as:
Your full name and contact details, including email address and telephone number;
Information you provide in your curriculum vitae, motivation letter and online form application, including details on your qualifications, skills, experience and employment history;
Information available on your LinkedIn profile;
Information you provide during interviews;
Correspondence between you and us;
Results of assessments you performed at our request;
Information collected as part of pre-employment screenings, including contact details of references whose consent you obtained.
2. Why do we process personal data?
We primarily have a legitimate interest in processing personal data during the selection process and for record-keeping purposes. We process your personal data to ensure suitable and appropriate candidates are both assessed and selected so that the we identify the right people that fit our company and the position you apply for. This further helps us to make decisions in relation to the future of our business in order to preserve our business operations and to grow our business. We process your personal data for one or more of the following purposes:
To determine if you are a good fit for the company and the position you apply for;
To manage and complete the hiring process;
To inform you about new open positions and vacancies that may be interesting for you;
To comply with contractual and legal obligations.
We do not sell, disclose or use your personal data for other purposes, except where required by law or with your explicit consent.
3. Who has access to your personal data?
We firmly believe in the Zero Trust principle of restricting access on a need-to-know basis.
Access to your personal data is restricted to HR team members, interviewers involved in the selection process, and your potential future manager(s).
For some of the processing activities, your personal data may be accessed by or shared with a third party. We only share your information with third parties if necessary. We take contractual and organizational measures to ensure they adequately protect your personal data. We have data processing agreements in place with organizations that process your personal data and act as processor.
We use Recruitee to manage our recruitment and selection process. It helps us with job postings, resume management, applicant tracking, interview scheduling and communication with candidates.
Recruitee is integrated with LinkedIn to make the job application process faster and more convenient. Importing your LinkedIn profile into Recruitee allows us to have your relevant information in one place.
As part of the selection process, we ask you to complete a Talent Match employment assessment facilitated by GITP. We will discuss the results with you during an interview.
You are also subject to a pre-employment screening conducted by Levent. The screening level depends on the position you apply for. The screening agency shares a report with results in an aggregated form with us after your approval.
4. How do we protect personal data?
We take the protection of your data seriously and we take suitable measures to prevent misuse, loss, unauthorized access, undesirable disclosure and unauthorized modification of your data. After all, cybersecurity and data protection are our core business.
ON2IT has ISO 27001 certification and SOC 2 type II assurance. We are periodically subject to audit to validate the functioning or our controls and processes on data protection and security.
5. How long do we keep your personal data?
If there is no match and we do not hire you, we delete your personal data within four weeks after the application processes concluded. If you want to be informed about new open positions and vacancies that may be interesting for you, we can keep your personal data for up to two years. You can withdraw your consent at any time.
If you join ON2IT – welcome on board! – we transfer the collected personal data to your personal file and keep it during your employment.
6. Your rights
When it comes to your personal data, you have various rights under the GDPR. This gives you more control over what an organization knows about you. You have the following rights:
Access and obtain a copy of your data on request;
Require us to change incorrect or incomplete data;
Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing;
Withdraw or decline your consent at any time where we are relying on consent as the legal ground for processing.
If you wish to exercise these rights, please send us an email and specify the right on which your request is based so that we can assist you promptly and effectively.
If you believe that we have not complied with your data protection rights, you have the right to file a complaint to the relevant data protection authority in your jurisdiction.
7. Contact
For questions or comments regarding this privacy notice for job applicants, you can send us an email.
About us
The website you are visiting is owned by ON2IT B.V., a company registered in the Netherlands under registration number: 11062209. We are responsible for the personal information collected on this website, unless otherwise indicated.