Privacy Policy

This Privacy Policy describes the information we collect about you for various purpose, such as:

  • Recruitment and selection
  • Marketing
  • Contacting clients, partners, prospects and suppliers

On 25 May 2018 the EU General Data Protection Regulation comes into force.  The General Data Protection Regulation (hereinafter GDPR or the Regulation), is designed to enable persons present in the European Union (EU) to better control their personal data and applies to all companies that process the personal data of individuals present in the EU.

The Regulation sets forth very specific guidelines in relation to the privacy and security of personal data. These guidelines are intended to ensure personal data is processed in a manner that ensures appropriate protection of the personal data. This includes protection, using appropriate technical or administrative measures, against unauthorized or unlawful processing and against accidental loss, destruction or damage.

We may collect and process the following Personal Data:

  • Individual details: name, address, other contact details (e.g., email and telephone details), gender, marital status, family details, date and place of birth, employer, job title and employment history.
  • Financial information: payment card number, bank account number and account details, income and other financial information.
  • Marketing data: Whether the individual has opted out to receive direct mail from us.

For what purpose do we process your personal data?

Recruitment and selection

Candidate data that is collected by VK for the recruiting process, this may include the following information:

  • Your name, contact details and candidate status
  • Information included in your CV or cover letter, such as employment history, academic background, skills and competencies, personal interests, languages spoken, and questionnaire results.
  • Job preferences and type of employment sought.
  • Names and contact details of referees. Please note that it is your responsibility to obtain consent from your referees prior to providing us personal information about them.
  • Current and historic salary details together with salary expectations.
    VK may collect data directly from you or from third parties such as your referees, employment background check providers, to the extent this is permitted by the applicable law.

During the recruitment process we might ask you to participate in assessment days, complete tests or occupational personality profile questionnaires, and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes.

Your personal data is processed for the purposes of managing VK’s recruitment related activities consequently, VK may use personal data in relation to the evaluation and selection of applicants as needed in the recruitment process, including final recruitment. In particular, your data is processed for the following purposes:

  • determining your qualifications for employment and reaching a recruitment decision;
  • evaluating your suitability for other employment vacancies;
  • verifying the data you submit and carrying out reference checks and/or conducting background checks (where applicable);
  • informing you, via e-mail, telephone or otherwise about the progress of your application for employment with VK;
  • protecting our rights and fulfilling our legal obligations; and
  • informing you, via e-mail, SMS or otherwise about other vacancies at VK that we consider you suitable to make an application of employment for.

Should your application for employment be successful, your personal data submitted for hiring purposes may be processed for the necessary employment purposes and included in your employment file.

If VK does not employ you, we may nevertheless continue to retain and use your personal data collected during the recruitment process in order to consider you for new positions.

Legal basis: VK processes the information generated throughout the assessment and communication process on the basis of legitimate interest for recruitment and business management purposes. These include identifying and evaluating candidates for new positions, record-keeping related to hiring processes, analyzing the hiring process and outcomes. If VK does not employ you, VK may continue to retain and use, your personal data collected during the recruitment process in order to consider you for new positions.

Only selected employees of VK, such as management team members, potential future line managers or HR staff, have access to your personal data. Except as set out in this policy or as required by law, your personal data will not be supplied to any third party without your explicit authorization.

We use a third-party service provider to provide a recruiting software system (AFAS: for more information: https://www.afas.nl/roadmap). When needed for technical support and maintenance, employees of AFAS might have limited access to your data.

We maintain processes designed to ensure that any processing of personal data by third party service providers is consistent with this Privacy Notice and protects the confidentiality, availability, and integrity of your personal data. Where required by law, we put in place legal mechanisms designed to ensure adequate data protection of your personal data. Your personal data shall not be kept for longer than is necessary for the recruitment process.

In addition to using your data for the position for which you have applied, VK may retain and use your application data to consider you for other position.

You can nevertheless always ask VK to delete your data by sending your request via e-mail to hradmin@vkgroup.be.

If your application has been successful and you are hired, the corresponding application data may be used in connection with your employment consistent with data protection policies.

Marketing

We would like to keep you updated on the latest vacancies / events / developments / news items / special offers and other opportunities and developments within VK. We will do this by means of e-newsletters. If you would like to stay informed on these topics, you can indicate this by ticking the appropriate box before submitting your registration for these Newsletters.

We use an analytics and tracking tool called MailChimp (registered trademark of The Rocket Science Group) to send direct marketing communications to our contacts (“DMC’s”). These DMC’s are tracked and we can identify if any DMC has been opened, viewed, forwarded or if you have clicked any links within the DMC. Other than the information originally given to us by you, the tool will store your campaign history, how many campaigns you have been sent, which campaigns and the statistics from those campaigns (if you have opened them or otherwise interacted). This information is used to refine future email campaigns and supply you with more relevant content based around your activity. You can opt out of this tool at any time by clicking on the relevant ‘unsubscribe’-link in any DMC that you receive.

We retain your personal data for as long as you wish to receive information from VK. In case you don’t want to receive such e-mails, you can unsubscribe at any time by contacting us through marketing@vkgroup.be or by using the unsubscribe option included in each e-direct mail message by VK.

We perform research into market trends through statistical analysis. We use the results of such research to evaluate our current websites, apps and services and to adapt our services and marketing to new developments. The research results are only reported on an aggregate basis. This means that the results are not related to individual users in any way.

Which personal data do we process for this purpose?

To generate these informational reports we process usage data such as the time and date, frequency and duration of successful logins and which services and pages are viewed. The results in these reports are purely statistical and are not used to identify any individual.

For what period do we retain such data?

Using Google Analytics for these reports, we are bound by the period of Google Analytics. VK typically only goes back one year for these analysis reports.

 

Contacting clients, prospects, partners and suppliers

In our relationship with clients or prospects, partners and suppliers, these parties also provide VK with business contact information (such as name, business contact details, position or title of their employees, contractors, advisors and authorized users) for purposes such as contract management, fulfillment, delivery of products and services, provision of support, invoicing and management of the services or the relationship.

This content is kept into two different software applications:

  • For department Finance & Accounting: BOB50 software bookkeeping.
  • For department Risk & Auditing and Marketing: Deltek – Vision v7.3

Note: the policy GDPR of the respective software (BOB50 or Deltek-Vision v7.3) can be supplied on request.

The content of the data for Finance & Accounting and Risk & Auditing are limited to what is strictly necessary. For marketing purposes, VK uses these data to invite contacts for professional and sector events, which might be in the interest of the contacts.

We retain such data for the period in which we are legally held to keep the data.

We intend to protect your personal information and to maintain its accuracy. VK implements reasonable physical, administrative and technical safeguards to help us protect your personal information from unauthorized access, use and disclosure.