Q4TALENT AND GDPR

This is the privacy declaration of Q4Talent CVBA. Q4Talent respects your privacy, and wants you as a candidate, a client, reader of our newsletters or visitor of website, to have clear view of how we collect, use or process your personal data. This privacy declaration has been drawn on May 3th 2018 and is fully compliant with the new European General Data Protection Regulation, valid as from May 25th 2018. The Q4Talent privacy declaration is valid as well for natural persons as for companies, and is updated on a regular basis. The latest version will always be available on the Q4Talent website.

GENERAL INFORMATION AND DEFINITIONS

Data controller

In the context of the General Data Protection Regulation, the “data controller” is  Q4Talent cvba, founded on November 3th 2016 with its registered office in De Regenboog 11, 2800 Belgium, VAT BE 0567.568.279. As data controller, we declare that we comply with Belgian privacy legislation, as well as with the provisions of the General Data Protection Regulation.  Within our organisation, your data are only accessible to responsible employees who need to have access to them according to their tasks.

Personal data

The General Data Protection Regulation defines personal data as follows:

all information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Data Subject

An individual who is the subject of the personal data, referred to as ‘candidate’, also referred to as interim manager, project manager, etc on the Q4Talent website, brochures and contracts.

In order to be able to offer its services, Q4Talent also needs some information about her clients, who thus also become data subjects.

Customers

All companies, who entrust Q4Talent with assignments: these can be executive search or interim assignments, coaching or consulting assignments.

Consent

a legally binding expression of will, given voluntarily, in which the data subject declares his/her agreement to the processing of data.

Processing of data

any action, carried out with or without the assistance of automated processes, that serve to collect, save, organize, store, change, access, use, pass on, transmit, distribute, combine, or reconcile the data. This also includes destroying, deleting or blocking data and data storage media.

WHAT PERSONAL DATA DO WE COLLECT

For candidates:

The personal data that we collect are on the one hand personal information: name, surname, address, date of birth, email address, telephone number, marital status, studies…., and on the other hand professional information, based on the the candidate’s CV, recommendation letters, motivation letters, notes taken during the selection process, assessment reports…

Q4Talent does not store sensitive personal data such as race, medical information, religion, sexual orientation or criminal records. Any information which falls under the definition of personal data will remain confidential and will only be disclosed to Q4Talent clients with appropriate consent of the candidate.

For clients: data that we collect are :

– Identification details of staff members and collaborators (names, job titles, company name, company registration number, industry…)

– Contact details: work address, telephone numbers, mobile numbers, email addresses, ..

– invoicing data: bank account number, bank details, payment terms, etc.

– contracts and information shared about positions, organigrammes, financial and commercial figures

Q4TALENT’S COMMITMENT

In accordance with the GDPR legislation, Q4Talent guarantees that all data is:

Fairly and lawfully collected and processed
Processed for a lawful purpose
Adequate, relevant and not excessive
Not kept for longer than necessary
Processed in accordance with the data subject’s rights
Secured and protected in appropriate ways
Only transferred with consent of the candidate

DATA COLLECTION AND CONSENT

Q4talent ensures that the personal data are collected with full respect of the prescriptions of GDPR. The personal data that can be collected in different ways: candidates sending their CV over email, candidates applying for a position over the Q4Talent website,face to face interviews with a Q4Talent consultant, contact by telephone with a Q4Talent consultant.

When the candidate submits his CV through the Q4Talent website, he will have to give his  agreement for collecting and processing his personal data by marking a specific field, and thus agreeing with the Q4Talent privacy policy. As it is technically impossible to submit a CV, without ticking this box, Q4Talent can only collect personal data with the full consent of the candidate.

Q4Talent can or does cooperate with organisations such as Linkedin, Monster, Stepstone…..e.a, always on a contractual basis with the organisations. When the personal data of candidates are collected through these partners, Q4Talent ensures  that the data have been collected in accordance with the relevant legal provisions, and that the use of such data for the intended data processing activities is permitted.

The personal data of the candidates are stored by Q4Talent, only for its own professional activities.

PROCESSING OF PERSONAL DATA

The personal data of candidates are only used and processed by Q4Talent for its own professional activities: executive search, interim management, coaching, consulting. Processing of the personal data will always be carried out in full compliance  with GDPR.

Q4Talent processes personal data of candidates for search, selection and matching of the candidates experiences, qualifications and competences on the one hand with the criteria of the position as determined by the client on the other hand. This selection and matching process is executed in a secured database, that is the property of Q4Talent, and that is managed by an external company. This company is also fully GDPR compliant.

The personal data of clients are used mainly for contact and collaboration purposes: in order to be able to execute the agreement that we have concluded in a correct manner, we must have the necessary personal data to be able to offer our services, which are included in the contract. Furthermore the personal data will be necessary for invoicing purposes.

SHARING OF DATA

All personal data of the candidates that are collected during the process of searching, mailing, interviewing, telephone conversations etc.  remain strictly confidential. They will only be shared with the client with the agreement of the candidate. The communication with clients always takes place via well-defined contact persons in the company, with whom we have a contractual commitment with respect the  the privacy guidelines.

The personal data of the candidate will not be made commercially available to third parties in any way whatsoever.

Personal data of clients will not be passed on to other parties. When organising events, we may, however, pass on your personal data to external parties who organise the events, purely for organisational reasons and also for reasons of security.

RIGHTS

Q4Talent strives for an optimal transparency regarding personal data of candidates and clients, and we aim at always having accurate, complete and up-to-date information. Therefore, candidates as well as clients always have the right to access the personal data held by Q4Talent and even have them changed or updated. This can be done through the contact page on the Q4talent website ( www.q4talent.com/contact/) or by sending a mail to info@q4talent.com.  Candidates and clients,  can ask what personal data Q4Talent holds about them and why, how it is gained, be informed of how it is kept up-to-date. Any demand by a candidate for accessing or changing the personal data will be treated as soon as possible and within a reasonable delay. The candidate also has the right “to be forgotten” and to have his personal data permanently removed from the database. This request can be done by the means as stated above, and it will also be treated within a reasonable delay. Q4Talent may retain data for differing periods of time required for legal purposes or statutory obligations and to the extent permitted by law, even if the candidate requested to have that data removed.It is obvious that for all these requests, an appropriate evidence of the identity of the candidate will be required.

DATA ACCURACY

Keeping personal data of candidates as up-to-date and accurate is a huge challenge and it can only be accomplished with the help of the candidates. Q4Talent will take every opportunity to ensure data is updated as inaccuracies are discovered. Therefore Q4Talent invites its candidates to consistently inform them of any change and evolution in their personal or professional situation.

Personal data are kept as long as they are professionally relevant. As long as the candidate does not explicitly ask to remove his personal data from the database, Q4Talent will keep them saved.

DATA STORAGE AND SECURITY

The Q4Talent database is hosted by an external partner. Q4Talent has an agreement with this partner, that all appropriate technical and organizational steps are taken to ensure the security of the information stored. Data security is guaranteed by this partner, with regard to ex. unauthorized access, accidental deletion, hacking attempts….Only the Q4Talent consultants have access to the personal data.

COOKIES

A cookie is a message given to a web browser by a web server. The browser stores the message in a text file. The message is then sent back to the server each time the browser requests a page from the server.The main purpose of a cookie is to identify users and possibly prepare customized web pages for them. When you enter a website using cookies, you may be asked to fill out a form providing such information as your name and interests. This information is packaged into a cookie and sent to your browser which stores it for later use. The next time you go to the same website, your browser will send the cookie to the server. The server can use this information to present you with custom pages. For example, instead of seeing a generic welcome page you might see a page that welcomes you by name or shows when you last visited the site.Cookies are not used to determine the personal identity of anyone who is visiting the Q4Talent website. The information is collected on an anonymous basis via trusted third party suppliers (such as but not limited to Google Analytics, Facebook, Drupal).

The cookies used on the Q4Talent website perform 2 functions and are classified as following: non-functional cookies (Google Analytics tracking cookies and Facebook tracking cookies) and functional cookies (Drupal cookies).

Cookies can disabled via an option in the settings of your browser.

COMPLAINTS

All questions, remarks, suggestions… about the way Q4Talent deals with the personal data en the processing of them, can be put to www.q4talent.com/contact/ or info@q4talent .com.

For any information about GDPR, the candidate can always contact the Privacy Commission (www.privacycommission.be)