1 INTRODUCTION

If you apply for a job at Saef B.V. (hereafter: "Saef", "we", "our"), we will process your personal data. In this privacy notice, we explain what data we process about you, how we process it and what your rights are.

If you have any questions about this privacy notice or the way in which we process your personal data, please contact us at people@saef.com

We may make changes to this notice from time to time. We will inform you of any significant changes and updates to this privacy notice if we have your contact details.

‍

2 PERSONAL DATA

This privacy notice explains what Saef does with your personal data. Personal data is any information relating to an individual who can be identified (directly or indirectly). Examples include a name, telephone number, postal and email address, date of birth, CV and qualifications. Data that cannot be traced back to an individual is not considered personal data. This is referred to as anonymous data.

During your application process with us, we collect, use, store and share various categories of personal data from and about you:

• Contact details: your first name and surname, address, email address, title and telephone number(s) on which we can reach you;

• Your CV and all the information contained therein: your work experience, education, date of birth, references, courses you have taken, language proficiency, and photograph

• Your cover letter and all personal data contained therein, and any provided portfolios or work samples;

• The content of references or letters of recommendation;

• Any additional information we obtain about you from recruiters, headhunters, recruitment agencies or temporary employment agencies;

• Information from your social media profile(s), such as your LinkedIn profile, but only to the extent that this is necessary and relevant in the context of the application process (for example, because you are applying to us via LinkedIn);

• Data we obtain in connection with the interviews, assessments and/or other tests as part of your application process, including notes and transcripts;

• Other personal data that you provide voluntarily, for example during the job interviews you have with us.

We do not process special categories of personal data, such as health data, criminal records or data relating to your religion, political opinions, beliefs, origin or ethnicity, unless you provide such data to us yourself and we are permitted to process it in accordance with the GDPR.  

In Chapter 4, we explain what personal data we process about you when you apply for a job with us

‍

3 CHANGES TO YOUR PERSONAL DATA

It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes or if you notice that your personal data is incorrect by contacting us at people@saef.com.

‍

4 HOW WE COLLECT AND USE YOUR PERSONAL DATA

Saef collects and uses personal data only for specific purposes. The personal data we collect is largely provided to us by yourself, through correspondence with us by telephone, email or social media (e.g. LinkedIn) regarding your job application. In certain cases, we may also receive data from third parties, namely your referees, or recruiters, headhunters, recruitment agencies or temporary employment agencies (where these parties are involved in your application).

When you apply via our website, or visit our website, we collect data via cookies..

Where we wish to process personal data and cannot do so on the basis of our legitimate interests (selecting the right candidate), legal obligations or the conclusion of an (employment) contract, we will always first seek your prior consent for such processing. You may withdraw this consent at any time, either in the same way you gave it, or by contacting us through the contact details included in this privacy notice. Once you have withdrawn your consent, we will cease processing that data. Withdrawing your consent does not affect the lawfulness of the processing we carried out prior to its withdrawal.

‍

5 WHAT PERSONAL DATA WE COLLECT

The table below sets out which personal data we process for the various processing purposes. If you refuse to share your personal data with us for these purposes (where possible), we may not be able to communicate with you, fulfil our obligations to you or process your application.

‍

Processing your application

• Purpose: If you apply for a job at Saef we will process your personal data to process your application, to assess your suitability for the role, to communicate with you, conduct interviews with you (in person or through remote tools), carry out tests or assessments, and to manage the application process.

• Personal data: The personal data we process may vary depending on the role you are applying for. We process the following personal data: name; unique applicant identification number; place of residence; contact details; CV and LinkedIn profile; cover letter; availability; date of birth; Certificate of Good Conduct (we may request a Certificate of Good Conduct for sensitive and managerial roles); any other personal details you wish to share with us; information contained in notes taken during the application process; and the decision on whether or not to offer you the role.

• Legal basis: Our legitimate interests in processing your application, managing the recruitment process and assessing your suitability for the role you have applied for.

• Retention period: We will retain the personal data for this purpose for up to 4 weeks after the recruitment process has been completed, unless you have given us your prior consent for a longer retention period (of up to one year). For clarity: if we decide to review your LinkedIn profile as part of your application, we will not store a full copy of it but will only retain limited notes or comments.

‍

Reference checks

• Purpose: Depending on the role you are applying for, we may occasionally ask to check references. We process the personal data of the referee you share with us. It is important that you first seek permission from your referee to share their contact details with us.

• Personal data: Referee: name, contact details, role and employer. Applicant: personal data shared by the referee (such as information about your performance).

• Legal basis: Referee: consent from the referee, which must be sought by the applicant. Applicant: our legitimate interests in processing your application, managing the recruitment process and assessing your suitability for the role you have applied for.

• Retention period: We retain the personal data for this purpose for up to 4 weeks after the recruitment process has been completed, unless you have given us your prior consent for a longer retention period (of up to one year).

‍

LinkedIn profile

• Purpose: If you decide to link your LinkedIn profile to your application to enhance it (e.g., through “easy apply”), we may view your LinkedIn profile. We do not store your LinkedIn profile, but we may add comments or notes to your application profile.

• Personal data: Name; LinkedIn profile and all personal data contained therein; any notes and comments added by Saef.

• Legal basis: Our legitimate interests in processing your application, managing the recruitment process and assessing your suitability for the role you have applied for.

• Retention period: We do not store your personal data for this purpose, with the exception of the notes and comments, which we retain for up to 4 weeks after the recruitment process has been completed.

‍

Sourcing

• Purpose: We may source potential candidates before they apply to us, for example by using recruiters, head hunters, or professional networking platforms such as LinkedIn Recruiter.

• Personal data: Name; CV; contact details; LinkedIn profile and all personal data contained therein; other information our recruiters decide to share with us.

• Legal basis: Our legitimate interests in identifying and contacting suitable candidates for roles within our organisation and in maintaining a proper record of our recruitment activities.

• Retention period: If we decide not to approach you after receiving your details, or if you do not want to proceed with an application, we will immediately delete your information. If you do decide to apply to us, we will retain your personal data for up to 4 weeks after the recruitment process has been completed, unless you have given us your prior consent for a longer retention period (of up to one year). In case of LinkedIn Recruiter, we temporarily store the URL to your profile in our recruitment database. We do this primarily to keep a record that you have been proactively approached by us (our outreach activities), rather than to retain a copy of your full profile.

‍

Future opportunities

• Purpose: If you give your consent, we will retain your details to contact you in case of future opportunities that may be of interest to you.

• Personal data: All data listed above.

• Legal basis: Consent.

• Retention period: We will retain your personal data for this purpose for up to one year after you have given your consent or until consent is withdrawn (opt-out). Once the retention period expires, we may contact you to ask whether you wish to extend this period (for a further year).

‍

Offer

• Purpose: If we make you an offer, we will process your personal data in order to draw up an offer and an employment contract. The processing activities carried out as part of the subsequent onboarding process are set out in the internal privacy notice for Saef employees, to which you will be referred in due course.

• Personal data: Name; address; contact details; job title; employer; terms of employment; signature; any other personal data included in the employment contract.

• Legal basis: Necessary for the conclusion and performance of an employment contract (the pre-contractual phase).

• Retention period: If you accept the offer, your personal data will be processed as part of your personnel file and payroll records. In that case, please refer to the internal privacy notice for Saef employees for further information. If you decline the offer, we will retain the personal data for this purpose for up to 4 weeks after you have declined the offer.

‍

Backups

• Purpose: Our recruitment system automatically creates backups so that we can restore data in the event of errors or incidents.

• Personal data: All data listed above.

• Legal basis: Our legitimate interests in being able to restore our personal data in the event of incidents.

• Retention period: We retain personal data for this purpose for up to 30 days after it has been deleted from the recruitment system.

‍

6            THIRD PARTIES

We may share your data with external service providers, to the extent necessary for the purposes set out above (and to the extent permitted under the applicable privacy laws). This includes the following parties:

-       our IT and cloud service providers (for example, providers of email services such as Google Workspace, data storage and hosting services, and providers of our internal collaboration and communication tools, such as Slack, including any AI-based meeting assistant used to transcribe and/or summarise interviews);

-       providers of systems that enable us to exchange files, such as Google Workspace;

-       recruiters, headhunters, intermediaries or temporary employment agencies;

-       references you have provided (including former employers, schools, universities and other educational institutions);

-       parties involved in administering tests and assessments during your application;

-       electronic signature and digital transaction management software (such as DocuSign);

-       our applicant tracking system provider; and

-       competent supervisory bodies, authorities, judicial bodies or other parties, where we arelegally obliged to do so, or where this is necessary in the context of legal proceedings or to establish or exercise our legal rights.

In accordance with our legal obligations, we enter into a data processing agreement with these external service providers where necessary.

We will not sell your personal data to third parties.

7            SECURITY OF YOUR

Whilst we are processing your data, we adhere to generally accepted security standards. We monitor the security of the suppliers we engage in the recruitment process. We do our utmost to safeguard the security, integrity and privacy of your personal data. If you become aware that the security or confidentiality of your personal data is at risk, you must notify us immediately.

8            LOCATION OF YOUR DATA

We process and store personal data within the European Economic Area (EEA) where possible. Where a provider processes data outside the EEA, we rely on an adequacy decision or the European Commission's Standard Contractual Clauses, with supplementary measures where needed. You can obtain a copy of the SCCs or measures by contacting us using the contact details in section 11.

9            AUTOMATED PROCESSING AND ARTIFICIAL INTELLIGENCE

Your personal data will be subject to manual, electronic and automated processing. We do not carry out fully automated decision-making processes. We may use an AI note taking tool during video interviews to transcribe and summarize the conversation. We will inform you before the interview and, if you prefer, offer an alternative without AI transcription, with no effect on your application. In both cases, your data is processed as described in this notice.

We currently do not use AI tools to automatically screen, score or rank candidates. Should we adopt such tools in the future, we will ensure meaningful human oversight throughout the process, and a human will always make the final decision - we will not rely on solely automated decision-making within the meaning of Article 22 GDPR. Any such tools will be used in compliance with applicable data protection and AI legislation, including the EU AI Act.

‍

10 YOUR RIGHTS AS A DATA SUBJECT

In accordance with applicable legislation, you have various rights regarding the processing of your personal data, which are listed below.

- Right of access: You have the right to obtain confirmation as to whether or not we process personal data concerning you and, if so, to receive a copy of such personal data.

- Right to rectification: You have the right to request that your personal data be corrected, updated and/or supplemented if it is inaccurate or incomplete.

- Right to erasure: You have the right to request the deletion of your personal data, for example where the data is no longer necessary for the purposes for which it was collected or is being processed unlawfully.

- Right to object: You have the right to object to the processing of your personal data on grounds relating to your particular situation, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms.

- Right to restriction of processing: You have the right to request that we restrict the processing of your personal data, for example where you contest the accuracy of the data or where the processing is unlawful and you request restriction instead of erasure.

- Right to data portability: You have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to have this data transmitted to another controller, where the processing is based on your consent or on the performance of a contract (including, where applicable, an employment contract) and is carried out by automated means.

‍

You may exercise your rights as set out above by submitting a request by email to people@saef.com. We will aim to respond to your request within one month of receipt and explain the extent to which we are able to comply with it. This period may be extended by up to two further months where your request is particularly extensive or complex. If we need to extend the response period, we will inform you within one month of receiving your request and explain the reasons for the extension.

‍

You also have the right to lodge a complaint with the supervisory authority (the Dutch Data Protection Authority: https://www.autoriteitpersoonsgegevens.nl) regarding the way in which we process your personal data. We would, however, appreciate the opportunity to resolve your concerns before you contact the supervisory authority.

‍

11 CONTACT DETAILS

If you have any questions or complaints about this privacy statement or the way in which we handle your personal data, please contact us at people@saef.com.