Version: 2023, November 20th

VIRO manages your personal information carefully and follows the rules of the General Data Protection Regulation (GDPR) when processing it, acting as both a data controller and processor.

This privacy statement applies to anyone applying for a position at VIRO, whether seeking employment, secondment, or as a freelancer.

What is considered personal data?

Personal data includes details that reveal something about you or that we can link to you, like your name, address, and contact information.

When do we use your personal information?

Using your personal information involves various actions such as storing, viewing, analyzing, changing, deleting, or sharing it.

We use your personal information when:

• You apply to us, like through the website www.careers.viro-group.com or the internal job vacancy site.
• You collaborate with us through an external agency (for secondment) or as a freelancer.
• You leave your details on our website.
• You share your resume with us.
• Any form of communication happens between us.

Why do we use your personal data?

The main reasons for using your personal data are:

• To effectively recruit suitable candidates, known as the recruitment process, which is essential for VIRO and considered a legitimate interest.
• To assess your suitability for a position with us, which we call the selection process.
• To extend an offer if we want you to work with us. In such cases, we use the data to prepare our contract with you.
• To manage administrative matters if you join us as an employee.

What do we do with your personal data?

Assessing suitability:

VIRO checks if you meet the requirements for the position for which you are applying. We verify your identity during the application process but do not store any identity data at this stage. Occasionally, we may conduct assessments or pre-employment screenings, which will be communicated in advance. If required, we may request a Certificate of Conduct (VOG).

Use it in an employment contract:

Upon a positive outcome in the application process, your data is used to prepare an offer. If accepted, the same data is used to create the employment contract. For external or freelance work arrangements, we create service and confidentiality agreements instead of employment contracts.

Communicate with you:

VIRO stays in contact during the recruitment process, including interviews and other arrangements. We are available to address any questions you might have.

Store it in our Talent Pool:

We offer you to store your data in our Talent Pool. If there is no immediate vacancy matching your profile, we will keep your data for up to 12 months and contact you if a suitable opportunity arises. Registering for the Talent Pool implies your consent for data processing for this purpose.

Improve our recruitment processes:

To enhance recruitment effectiveness, we conduct reports and analyses. For example, if applicants lack specific qualifications, we may refine job descriptions. We analyze applicant demographics to tailor campaigns accordingly. Additionally, we request post-application feedback to enhance our interview process. These analyses use anonymous applicant data for research purposes.

Which personal data do we process?

We process following data:

For the recruitment and selection process (reason 1 and 2):

• First name
• Surname
• Address
• Date of birth
• Gender
• Telephone number
• E-mail address
• Resume
• Cover letter
• Driving license or other proof of identity
• Education level
• Professional experience
• References
• Screening information (Certificate of Conduct)
• Salary expectations/Rate
• Language skills
• Availability

We also process the following data if you have included it on your resume:

• Photo
• Place of birth
• Marital status
• Nationality
• Hobbies and interests

We process following data to facilitate communication with you (reason 3):

• First name
• Surname
• Gender
• Address
• Telephone number
• E-mail address

We process following data for analyses (reason 4):

• Gender
• Date of birth/Age
• Home address
• Driver’s license (yes/no and what type)
• Various dates (date of application, date of handling)
• Information about the vacancy and position for which you have applied.

With whom do we share your personal data?

Occasionally, it becomes necessary to disclose your personal data to external entities for specific reasons:

Engaging external parties: We may collaborate with external entities to facilitate our operations. These parties work exclusively on our behalf and do not utilize the data for their own purposes. To ensure this, we establish contractual agreements (such as processing agreements) outlining data usage and confidentiality. Prior to engagement, we rigorously assess their adherence to privacy regulations. Such external parties include screening, assessment, recruitment, or selection agencies, as well as firms aiding us in managing IT systems and applications.

Internal personnel involvement: Employees of VIRO engaged in the application procedure may also have access to your data. Always based on a need-to-know principle.

Legal obligations: In certain instances, we are mandated by law to share data with regulatory authorities, the Tax Administration, law enforcement agencies, or other investigative bodies. Before disclosing such data, we carefully verify their legal authority to request information from us.

How long is your data retained?

VIRO retains your personal data for a maximum of 6 (six) months following the conclusion of the recruitment and selection process if it does not result in an employment arrangement or your engagement through an external agency or as a freelancer. With your explicit consent, we retain your personal data for up to 1 year after the conclusion of the application process. This allows us the opportunity to reach out to you in the event of a suitable vacancy.

How do we ensure the security of your personal data?

We take comprehensive measures to safeguard your personal data to the highest standards possible. Employing a combination of technical and organizational protocols, we continuously improve security measures and allocate substantial resources towards fortifying the security of systems involved in processing personal data.

What rights do you have regarding your personal data in our possession?

You are entitled to:

• Request access to, correct, erase, or restrict the use of your personal data.
• Object to the processing of your personal data.
• Receive your personal data in a digital format for transferring it to another controller ('right to portability').

How can you enforce your rights?

Send an email to [email protected].

Attach a copy of your valid identification. Typically, this suffices for identity verification purposes. Once verified, we promptly discard the copy. Please ensure your BSN (citizen service number) on the copy is unreadable. Include the date and the purpose of sending the copy to prevent fraudulent activities. We commit to responding within one month upon receiving your message.

About this privacy policy

This privacy policy can be amended. The most recent version of this privacy policy can be found on VIRO’s website (https://careers.viro-group.com)

Do you have any questions about privacy?

The Dutch Data Protection Authority (DPA) is the supervisory body and monitors our compliance with the General Data Protection Regulation (GDPR).

In addition, the Data Protection Officer at VIRO checks that we are managing personal data properly.

If, having read this privacy policy, you have further questions about how we use your personal data, Please contact our Data Protection Officer: [email protected]

If you are not satisfied with our responses to your privacy questions, or are not happy with our processing of your personal data, you can submit a complaint to the Dutch Data Protection Authority