Privacy Notice for Applicants

Dear Candidate,

For the purposes of recruitment;

  1. Studyportals collects, processes and uses any personal Data provided to us, including personal Data contained in any attachment, (collectively referred to hereinafter as “Data”) for the purpose of processing your application to roles across any and all of our locations or remote positions.
  2. The categories of Data collected and used for the processing operations are typically as follows:
    1. During the selection phase:
      1. Personal Data allowing identification of the candidate: title, surname, first name, date and place of birth
      2. Information provided by the candidate to contact the candidate and to allow practical organisation of admission tests: such as street, postcode, place, country, telephone number, email address.
      3. Information provided by the candidate to allow the verification of the eligibility and selection criteria as laid down in the vacancy notice: nationality, education and training (diploma awarded), professional experience (job title, length, company name, company type and web address of company, main tasks and responsibilities), linguistic and job-related skills and competencies.
      4. Motivation letter of candidate / Answers to motivation surveys
      5. In case of an admission test: results of written and oral online and/or offline tests.
    2. During the recruitment phase:
      1. Diplomas, certificates and complementary training
      2. Proof from previous employment and written/verbal references
      3. Registration place of residence
      4. Financial Identification of a bank account in the country of desired role
    3. Special categories of data (such as for example your ethnicity/race, political preference or religion) are not collected on purpose during the recruitment process (unless required by law). Any collection of this data will occur as a by-product of the normal selection process (e.g. a photo on identification or your CV). These special categories of data do not play a role in the selection process.
  3. Collection of mandatory & optional Data:
    1. All replies to the questions in the candidate profile of the e-Recruitment tool Workable are obligatory, except for the replies to any skills and competences not related to work (examples: social, artistic, optional personality tests).
    2. Applicants not answering any mandatory questions related to their eligibility criteria during their application will be unable to continue the process and apply.
    3. The lack of reply to the other questions will not block the application but may be taken into consideration by the members of the hiring team at any point during the recruitment process.
  4. Use of your Data beyond a specific application:
    1. Your Data may be forwarded to fill alternative open positions within any of Studyportals’ offices worldwide; both within and outside your country of residence.
    2. A candidate being considered for a position other than the one they applied for will be notified hereof and can at any time indicate that they are not interested in the alternative position.
  5. Data storage
    Your Data is collected and stored on Servers of the Applicant Tracking System: Workable.

    1. Your Data is protected against unauthorized access through encrypted transmission and storage, a role and authorization concept, a Data backup concept and physical security measures for the servers.
      1. Workable is deployed on Heroku (a cloud application platform used by organisations of all sizes to deploy and operate applications throughout the world) and Amazon Web Services (AWS). Heroku’s physical infrastructure is hosted and managed within Amazon’s secure Data centres and utilizes the AWS technology. Find out more about Heroku’s Data safety and continuous protection.
      2. AWS’ Data centre operations have been accredited under: ISO 27001; SOC 1 and SOC 2/SSAE 16/ISAE 3402 (Previously SAS 70 Type II); PCI Level 1; FISMA Moderate; Sarbanes-Oxley (SOX).
      3. All traffic between Studyportals and Workable servers is encrypted via SSL. Workable also uses HSTS policy to protect against protocol downgrade attacks and cookie hijacking. Workable adheres to the recommended security policies provided by Amazon ELB. For more information please refer to the official page of AWS ELB security policies.
  6. Data access
    1. Your stored Data in Workable can only be accessed by those people at Studyportals in charge of recruitment.
    2. To ensure the proper operation of the Workable platform, other selected employees of Studyportals (e.g. IT/MT) may have access to the Data.
    3. Additional relevant employees in the Finance or People & Culture Team of Studyportals may also be given selected information from candidate applications when necessary to make an employment offer.
    4. Passwords needed to access Workable and your Data are stored hashed and never logged, stored or transmitted as plain text
  7. Storage Period
    1. Your Data deleted will remain stored for a period of 3 years after the application process has been completed to enable Studyportals to match you to relevant future career opportunities.
    2. For Studyportals to comply with its legal obligations, the mentioned retention period(s) can be adapted without prior notice
  8. Data Subject Rights
    1. Candidates are considered Data Subjects under the GDPR, and therefore have several rights, including the right to data portability, correction, objection, access and erasure.
    2. In order to exercise any of your rights as a Data Subject under GDPR please contact: talentconnectors@studyportals.com
  9. Studyportals Data Protection Officer
    1. Studyportals has appointed a Data Protection Officer (DPO) who can be reached directly via GDPR@studyportals.com.
    2. You have the right to submit a complaint or request regarding the processing of your Data by the Controller to the DPO.
    3. If you do not feel that your request and/or complaint was handled correctly, you can submit a complaint to the Dutch Data Protection Authorities (AP) via their website.