Job Applicant Privacy Notice PastBook (GDPR)

As part of any recruitment process, PastBook collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

Data controller: Pastbook B.V.

Dated: June, 2018



1. What information does the organisation collect?

The organisation collects a range of information about you, from you. This may include:

  • ● Your name, address and contact details, including email address and telephone number;
  • ● Details of your qualifications, skills, experience and employment history;
  • ● Information about your current level of remuneration, including benefit entitlements;
  • ● Information about your eligibility to work in the Netherlands

PastBook may collect this information in a variety of ways. For example, data might be obtained from application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including homework/ hiring challenge we ask you to perform.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).


2. Why does the organisation process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.

In some cases, PastBook needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the The Netherlands before employment starts.

PastBook has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide on whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

PastBook may process special categories of data, such as information about ethnic origin, sexual orientation, religion, or belief if it is provided by you. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited.

CVs that are sent speculatively may also be kept on file for future recruitment exercises.

3. Who has access at PastBook?

Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.

PastBook will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment.

The information which you give to us will not be transferred to countries outside the European Union (“EU”).

By submitting your personal data, you are agreeing to this internal sharing, storing or processing.

4. How does the organisation protect data?

PastBook takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed by anyone except by our employees in the proper performance of their duties.

5. For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file in the database for future employment opportunities. You are free to withdraw your consent anytime you want by contacting us. Your data can be completely wiped out from our database within the withdrawal of your consent.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.

In case you change employment, you are free to request that all your data is deleted, except for accounting related data. Due to the labor law in the Netherlands, PastBook is obliged to keep this type of data for 7 years after the termination of the contract.

6. Your rights

As a data subject, you have a number of rights. You can:

  • ● access and obtain a copy of your data on request;
  • ● require the organisation to change incorrect or incomplete data;
  • ● require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • ● object to the processing of your Data if the processing is carried out on a legal basis other than consent.

If you would like to exercise any of these rights, please contact [email protected].

If you believe that the organisation has not complied with your data protection rights, you can submit a complaint with the relevant authorities.

7. What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly, or at all.

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