Privacy statement recruitment

Overview

Context

When you apply to imec as a candidate for a role as an employee, associate, researcher or student, imec will process your personal data in order to handle and follow up this application. In doing so, imec always adheres to the applicable Belgian and European legislation.

This short summary of the privacy statement outlines the way in which imec processes your personal data as part of your application submitted to imec. Want to know more? Read the full privacy statement, which explains everything in detail.

What personal data does imec collect during the recruitment process?

Imec may collect the following personal data:

• Identification data, such as your first name and surname
• Contact details, such as your e-mail address, address and telephone number
• Demographic data, such as your age and gender if you choose to share these
• Data on your conduct, such as the results of certain recruitment analyses
• Data on your career and education/training, such as your CV, your professional role(s), the training/education you have received and your profile (employee, researcher, freelancer, student, etc.)
• Financial data, such as your current salary or perks, and your salary expectations within imec
• Photos and videos, such as the use of video calls during the application process, or video recordings of certain parts of the recruitment process
• Data concerning your criminal record, such as the information registered about you in international police databases
• Data you provide in your CV or motivation letter

For what purposes does imec collect this personal data?
We collect your personal data to be able to identify and contact you to assess your application and follow it up as part of imec’s recruitment process.

We may also collect data on age and gender in order to fulfil and improve imec’s Diversity & Inclusion policy. This personal data will never be used during the recruitment process. You may choose to “prefer not to say” your age and gender.

If you consent, imec will process your personal data to be able to invite you to future recruitment events organised by imec or partners. Imec regularly screens business relations, including candidates, to comply with the applicable export control and sanctions laws and regulations.

For how long does imec store this personal data?
Imec processes and stores your personal data for as long as it is legally obliged to do so or for as long as necessary for the purposes of the processing.

If you do not wish your personal data to be stored for this period of time, you may exercise your right to erasure in certain cases by filling in the contact form.

Who has access to this personal data?
Within imec, your personal data will only be accessible to employees who need this access to ensure that imec is able to follow up your application. Imec may also provide your personal data to specific third parties, which are necessary to facilitate this follow-up. Imec will neither sell, lease, distribute nor in any other way make your personal data available to third parties for commercial gain, unless expressly provided for in this privacy statement or with your express consent.

How does imec protect this personal data?
You can find a description of the technical and organisational security measures that imec takes [here].

What are your rights as the data subject?
Whenever your personal data is processed, you may exercise the following rights by filling in the contact form:

• Right of access: you have the right to ask for a copy of your personal data that imec stores and processes;
• Right to rectification: you have the right to have your personal data rectified if it is incorrect;
• Right to object to processing: you can ask imec to put a stop to certain processing at any time;
• Right to withdraw consent: you have the right to withdraw consent you had formerly granted for processing.
• Right to submit a complaint to the competent data protection authority: you have the right to lodge a complaint with the competent data protection authority if you suspect that your personal data has not been processed appropriately by imec;
• Right to erasure: you can ask imec to erase your personal data;
• Right to restriction of processing: you can ask imec to restrict the processing of your data.

The Privacy Office will handle your request as best it can and facilitate the exercise of your rights within the possibilities available, depending on the nature of the personal data and your request.

Any questions?
If you have any questions about imec’s privacy statement, you can contact the Privacy Office. Send an e-mail to privacy@imec.be, fill in the contact form on our privacy page or send a letter to the Privacy Office:

imec
FAO Privacy Office
Kapeldreef 75
3001 Leuven

Privacy statement recruitment

Article I - General

I.I.     Purpose of the privacy statement

Protecting your data is very important to imec. This privacy statement informs you of how imec handles your personal data (hereinafter: “personal data”) if you apply for a position at imec, as an employee, associate, researcher or student.

You are recommended to read this privacy statement carefully to have an overview of your rights and obligations vis-à-vis imec. If you have any questions about imec’s privacy statement, you can contact the Privacy Office using the contact form.

Imec always processes your personal data in accordance with EU Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation - GDPR) and other applicable legislation.

I.2.    Amendments

This privacy statement may be amended or added to. You are therefore recommended to check regularly for amendments that are or could be relevant to you.

Article II – Personal data collection

Imec may collect certain personal data from you when you apply for a position at imec. Specifically:

• Identification data, such as your first name and surname
• Contact details, such as your e-mail address, address and telephone number
• Demographic data, such as your age and gender
• Data on your conduct, such as the results of certain recruitment analyses
• Data on your career and education/training, such as your CV, your professional role(s), the training/education you have received and your profile (employee, researcher, freelancer, student, etc.)
• Financial data, such as your current salary or perks, and your salary expectations within imec
• Photos and videos, such as the use of video calls during the application process, or video recordings of certain parts of the recruitment process
• Data concerning your criminal record, such as the information registered about you in international police databases
• Data you provide in your CV or motivation letter

Article III - Purposes of processing

Imec collects your personal data as a candidate for the following reasons and on the following legal bases:

• To be able to identify and contact you about your application when you provide this personal data to imec.
• To be able to assess your application based on certain necessary parameters, as well as some parameters that you can choose whether or not to share with imec.
• To fulfil and improve our Diversity & Inclusion policy.
• To comply with certain compliance legislation that may apply to imec’s recruitment process.
• To be able to invite you to future recruitment events organised by imec or associated companies.

Article IV – Storage period

Imec processes and stores your personal data for as long as it is legally obliged to do so or for as long as necessary for the purposes of the processing. As the data subject, you may exercise your right to have your personal data (or some of it) erased at any time.

Article V – Access to and transfer of personal data

V.1.    Access to personal data

Within imec, your personal data will only be available to employees who need this access to ensure that imec is able to assess your application appropriately. Your personal data can also be shared within the imec group. As a result, your personal data may be shared within the imec group to entities outside the EU. This always occurs in accordance with the rules that apply under the GDPR.

You can find more information about how imec protects your personal data in Article VI of this privacy statement.

V.2.    Diversity & Inclusion

Imec is highly committed to creating a diverse and inclusive workplace and does everything possible to eliminate any potential bias in the recruitment process. This is why we ask about age and gender, to help us set up a recruitment process that is in line with our diversity goals.
The questions form part of a questionnaire with a broad range of categories. You may choose to “prefer not to say” your age and gender.

We only use this information to avoid missing any diverse talent:

• Anonymised reporting of this data after the recruitment process allows us to evaluate equality at every step of the way, to learn from it, and adapt our way of working. Examples of this are extra recruitment efforts if we identify a lower influx of certain talents, or adjustments to our standard selection process if we find we lose certain talents at specific stages.
• Administrators have access to this data during the recruitment process to monitor them and give feedback if they see any unexplained discrepancies. The recruiting managers never have access to this information.

V.3.    Transfer to third parties

Imec may call on third parties to process your personal data in order to handle and follow up your application. Imec calls on external service providers and other suppliers to be able to provide you with the best experience whenever you apply for a role at imec.

Imec will neither sell, lease, distribute nor in any other way make your personal data available to third parties for commercial gain, unless expressly provided for in this privacy statement or with your express consent.

Imec has implemented all suitable technical and organisational measures to prevent unauthorised access and use. Imec also guarantees a similar level of protection of your personal data by enforcing contractual obligations on the third parties that are equivalent to those in this privacy statement.

In the event of full or partial reorganisation or transfer of imec’s business, or if imec is declared bankrupt, your personal data may be transferred to new entities or third parties. Imec will inform you of this in advance.

V.4.    Legal obligations

In rare instances, imec may have to reveal your personal data pursuant to a court order or to comply with other binding laws or regulations. Imec will make all reasonable efforts to inform you of this in advance, unless this is subject to legal restrictions.

To comply with applicable export control and sanctions laws and regulations, imec periodically screens business relations (including job applicants) against sanctioned party lists (“SPL”). You acknowledge that imec will screen you against SPL and that for this purpose your personal data may be processed in relevant databases, including databases of third-party vendors that perform SPL screening for or on behalf of imec.

Article VI - Security measures

Imec has taken various technical and organisational measures to ensure that your personal data is protected against unauthorised access and unauthorised amendments, publication or deletion.

The main technical and organisational measures are:

• Imec undertakes to protect information that it possesses or produces, as well as the information that our partners entrust to imec, on the condition that this information must be stored confidentially and/or may only be used in certain circumstances.
• Imec has incorporated security, data protection by design, and data protection by default into its internal procedures for new initiatives. In that way, imec ensures that security and data protection risks are addressed from the outset.
• Imec regularly audits and assesses its methods to prevent the loss of personal data.
• Imec has applied various security technologies and techniques to defend it against internal and external attacks.
• Imec regularly evaluates its working methods with regard to the collection, storage and processing of information, including physical and logical security measures, such as protection against unauthorised access to systems and IT.
• Imec’s employees receive regular training about how to handle personal data in their day-to-day work, about the privacy and security policy, and about the privacy and security processes used within imec.

Imec gets regular audits on the implementation of these measures, from both an internal and external standpoint. If the audit concludes that certain aspects of imec’s policies, processes or procedures do not comply with these standards, we take immediate measures.

Article VII - Your rights

VII.1. Right of access

You have the right to enquire at any time as to what personal data of yours imec has, and the use imec makes of your personal data.

VII.2. Right of rectification, erasure and restriction

You are free to share certain personal data with us or not, and you have the right at all times to ask us to rectify your personal data if you believe that your personal data is inaccurate, and you subsequently inform imec of this.

You may also request a restriction of the processing of your personal data, where possible. Moreover, you have the right to ask imec to erase your personal data insofar as imec is unable to anonymise it. Imec may, however, no longer be able to offer you certain information or services, in whole or in part, if you refuse to share certain personal data or if you ask us to erase it.

VII.3. Right to object

You have the right to object to the processing of your personal data for compelling and justifiable reasons. You also have the right to object to the use of your personal data for direct marketing purposes. In this case, you do not have to give a specific reason.

VII.4. Right to withdraw consent

You have the right to withdraw any previously granted authorisation for the processing of your personal data.

VII.5. How to exercise your rights

If you wish to exercise your rights as the data subject, you may contact imec’s Privacy Office, which will handle your enquiry by the deadlines established by law. You may submit your request and provide your contact information using the contact form on imec’s website.

VII.6. Complaints to the competent data protection authority

If you think that imec has not adequately addressed – or has incorrectly handled – your request to exercise your rights as a data subject, you may lodge a complaint with the Belgian Data Protection Authority, or the Dutch Data Protection Authority (DPA). This is without prejudice to your civil rights. You can find all the information regarding starting mediation or lodging a complaint with the Dutch or Belgian DPA on their respective websites.

Data Protection Authority
Drukpersstraat 35
1000 Brussels
Tel +32 (0)2 274 48 00
Fax +32 (0)2 274 48 35
e-mail: contact@apd-gba.be

Data Protection Authority
Hoge Nieuwstraat 8
2514 EL The Hague
Tel +31 (0)88 1805250
Fax +31 (0)88-0712140
https://autoriteitpersoonsgegevens.nl/en/contact

If you are from an EU Member State other than Belgium or the Netherlands, you may also submit a complaint to your national data protection authority (you can find a list of all data protection authorities in the EU).