Privacy statement for applicants

This page is a translation of the Dutch version. In the event of any discrepancy, the Dutch version prevails.

1. WHO WE ARE AND WHAT THIS STATEMENT COVERS

XPCG is a logistics service provider with its registered office at Industriepark-Drongen 15d, 9031 Ghent, Belgium, with company number [enter the company number]. For the data you provide to us as an applicant, XPCG is the data controller within the meaning of the General Data Protection Regulation (GDPR).

This statement applies to everyone who applies for a job with us: via the vacancies page on our website, by e-mail, by phone or through an unsolicited application. For visitors to the website and for customers and suppliers, our general privacy statement and our cookie policy apply.

2. WHICH DATA WE RECEIVE FROM YOU

We process the data you give us yourself: your name, place of residence, e-mail address and phone number, your CV and motivation, your education, work experience and language skills, the position you are applying for and your availability. We also process the notes we make during a phone call or a job interview, and the details of references you provide yourself.

For driver positions we additionally ask for what the position requires: your driving licence with the correct category and validity date, your certificate of professional competence (code 95) and, where applicable, your driver card. [determine whether copies of these documents are retained and, if so, for how long]

3. WHAT WE USE YOUR DATA FOR

We use your data to assess whether your profile fits the vacancy, to contact you, to schedule interviews, to verify your qualifications and, if you are selected, to prepare your employment. Nothing more. We never use your application for commercial purposes and do not pass it on to third parties for their own use.

There is no automated decision-making. Your application is always assessed by a person.

4. WHY WE ARE ALLOWED TO DO THIS

We process your data because it is necessary for the steps that precede an employment contract and that you requested yourself, and because we have a legitimate interest in filling our vacancies carefully. For the recruitment reserve and for contacting references, we rely on your consent. Where processing is required by law, we process on the basis of that legal obligation.

5. WE DO NOT ASK MORE THAN NECESSARY

We only ask for data related to the position. We do not ask questions about your family situation or family planning, pregnancy, religious beliefs, political or trade union convictions, origin, sexual orientation or financial situation. A photo is not required. If you nevertheless provide us with such information on your own initiative, it plays no role in the assessment.

6. HEALTH AND CRIMINAL RECORD

We do not request data about your health. If the law prescribes a medical fitness assessment for a particular position, it is carried out by the occupational physician of our external service for prevention and protection at work. We only receive the conclusion — fit or not fit — never your medical file. [enter the name of the external service for prevention and protection at work]

Data about a criminal record, such as an extract from the criminal register, is only requested when the law allows or requires it for that specific position, and only at the end of the procedure. [determine for which roles a criminal record extract may legally be requested]

7. WHO CAN SEE YOUR DATA

Within XPCG, only the people involved in the recruitment see your file: the managing director, the person following up on the recruitment and the head of the department you are applying to. Colleagues who have nothing to do with it are not given access.

In addition, there are external service providers who run our website and our mailbox and who can therefore technically access the data. We conclude a data processing agreement with them. [enter the processors: website platform provider, email service and any recruitment software, in each case including the place of establishment and country] We do not pass your application on to other companies, not even to our regular carriers, unless you expressly ask us to. [determine whether data is processed outside the European Economic Area and which safeguards apply]

8. HOW LONG WE KEEP YOUR DATA

If you are hired, the data from your application becomes part of your personnel file and from then on the retention periods for personnel data apply. [determine the retention period for the personnel file] [have the statutory retention periods for employment records confirmed]

If you are not selected, we delete your data within [determine the retention period following rejection] after the end of the procedure, unless you have given us permission to keep it in our recruitment reserve.

9. RECRUITMENT RESERVE

If your profile matches our needs but there is no suitable vacancy at that moment, we would like to keep your data for later. We only do so if you expressly consent to it. We then keep your file for [determine the retention period for the recruitment reserve] and use it only to contact you about vacancies at XPCG.

You can withdraw your consent at any time with a message to vacature@xpcg.be. We will then delete your data. Refusing or withdrawing consent has no consequences for a current or later application.

10. YOUR RIGHTS

You have the right to access your data and receive a copy of it, to have it corrected or completed, to have it erased, to have the processing restricted, to object to processing based on our legitimate interest, to receive the data you provided yourself in a readable format, and to withdraw consent you have given.

Send a request to vacature@xpcg.be. We reply within one month. To make sure we provide the data to the right person, we may ask you to prove your identity.

11. CONTACT AND COMPLAINTS

XPCG, Industriepark-Drongen 15d, 9031 Ghent, Belgium. E-mail vacature@xpcg.be, phone +32 470 81 01 13. [determine whether XPCG must appoint a data protection officer and, if so, enter the contact details]

If you are not satisfied with how we handle your data, please let us know first. We will then look for a solution together. You can also always file a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels.

12. CHANGES

We update this statement when our working methods or the regulations change. The current version is always on our website. Last updated on [enter the date of the latest amendment].