PRIVACY STATEMENT for Candidate Data
1. Introduction
This is J-Club International b.v.'s Privacy Statement for processing personal data of candidates or job applicants of J-Club International b.v. and its group companies, hereafter J-Club, we or us.
At J-CLUB we take your privacy very seriously. We developed this J-CLUB Candidate Data Privacy Statement (“Privacy Statement”) to inform you of how we will use your personal data in relation to applications for roles with J-CLUB.
This Privacy Statement was last updated on 12 October 2022 and may be changed over time. You are advised to regularly review the Privacy Statement for possible changes.
2. When does this privacy statement apply?
This Privacy Statement is applicable to J-CLUB’ processing of all personal data of potential candidates or job applicants (candidates) processed in relation to our recruitment activities.
This Privacy Statement does not apply to employee data or data of our customers.
3. Who is responsible for your personal data?
J-Club International b.v., based at Fort Ruigenhoek 7 in Almere and its corporate affiliates (collectively, “J-CLUB”) and/or its group companies are the data controller for the processing of your personal data.
4. For which purposes do we process your personal data?
4.1 To find suitable candidates
(a) What does this purpose entail?
We collect your personal data from public profiles on LinkedIn or other social networks and other publicly-available websites if you reacted to the J-CLUB’ recruitment initiatives on such social networks and websites, or signed up via integrated functionality of such social networks, recruitment websites or our own websites. We also collect your personal data from such sources when you provided a link to your profile on any such site as part of your job application or curriculum vitae submitted with your job application.
(b) On what legal basis do we process personal data for this purpose?
For this purpose, we process your personal data based on our legitimate interest. We process your personal data to find suitable candidates for vacancies at J-CLUB.
(c) Which personal data do we process for this purpose?
For this purpose, we process the personal data you have made public through your public profiles on LinkedIn or other social networks and any correspondence between you and our internal recruiters. This includes your name, contact details if made available, current and past job titles, employment history, educational information, skills, recommendations, and curriculum vitae if you made it available.
(d) How long do we retain your personal data for this purpose?
For this purpose, your personal data will be retained for as long as the purpose for which we collected it continues, unless a longer retention period is necessary to comply with legal requirements or protect our interests. If you submit a job application and become our employee, we will retain the information obtained during the recruitment process for the duration of your employment. If you applied for a job and were unsuccessful, J-CLUB may retain your personal data for a period of: twelve months from our final communication to you for future job opportunities. After this period, your personal data will be anonymised within our ATS (Applicant Tracking System).
4.2 To receive, review and reply to your job application
(a) What does this purpose entail?
If you apply for a vacancy or register through J-CLUB careers website, we include the personal data you provide us in our recruitment database. We will also process your personal data to manage and update our recruitment database.
(b) On what legal basis do we process personal data for this purpose?
We process your personal data for this purpose as a preparatory step to possibly entering into an employment contract with you. You are not obliged to provide us with any personal data for this purpose. However, if we don’t receive sufficient information from you to consider your eligibility and to communicate with you, we won’t be able to consider you for a role at J-CLUB.
(c) Which personal data do we process for this purpose?
For this purpose, we process your name, contact details, address, country of residence, the role you apply for, and any recruitment information you provide to us, such as a link to your public social media account (for instance, LinkedIn), your curriculum vitae, employment history, education history, skills, motivation, gender, current compensation, and whether you are subject to a non-solicitation agreement. Also, we process your correspondence with J-CLUB with regard to job applications.
(d) How long do we retain your personal data for this purpose?
We will retain your personal data for this purpose as long as the application procedure for this position is open, unless a longer retention period is necessary to comply with legal requirements or to protect our interests. If you submit a job application and become our employee, we will retain the information obtained during the recruitment process for the duration of your employment.
If you applied for a job and were unsuccessful, J-CLUB may retain your personal data for a period of: twelve months from our final communication to you for future job opportunities and in order to match your skills with future job opportunities with J-CLUB. After this period, your personal data will be anonymised within our ATS (Applicant Tracking System).
4.3 To verify your job application information, check your references and assess your suitability for the role you applied for and to make you a job offer.
(a) What does this purpose entail?
Depending on the role you apply for, the job application process may include virtual or phone interviews and/or on-site interviews to screen your fit for the job and J-CLUB’ culture. We will process your personal data to manage and execute this process and to process the feedback received about you. The hiring manager will inform you about the specific job application process for the role you have applied for. In addition, with your consent, our hiring managers could check your references.
If you have successfully completed a job application procedure, we will prepare and email you an offer letter. This letter will include the employment conditions we would like to offer you at J-CLUB
(b) On what legal basis do we process personal data for this purpose?
We process your personal data for this purpose as a preparatory step to possibly entering into an employment contract with you.
You are not obliged to take part in any element of the job application process or otherwise provide us with any personal data for this purpose. However, if you do not engage in our job application process, we are not able to consider or offer you for a role at J-CLUB.
(c) Which personal data do we process for this purpose?
For this purpose, we process the information you provided to us following 4.1 and 4.2, feedback received from the interviewers who spoke with you and any communications between us.
(d) How long do we retain your personal data for this purpose?
In this case we will keep your data for a period of twelve months. After this period, your personal data will be anonymised within our ATS (Applicant Tracking System).
5. Who has access to your personal data?
5.1 Access to your personal data within J-CLUB
Your personal data can be accessed by relevant J-CLUB departments such as HR, hiring managers, J-CLUB employees directly involved in your job application process. If your application indicates interest in working internationally, we may provide your personal data to our global affiliates, in connection with possible opportunities at those affiliates. If J-CLUB employs you within any of its affiliates, it will retain your personal data and may use it and disclose it to others for personnel, administrative, or other purposes related to your job application or employment with J-CLUB.
5.2 Access to your personal data by third parties
The following third parties have access to your personal data where relevant for the provisioning of their products or services to J-CLUB:
- Recruitment agencies or head hunters
- Travel agencies
- IT suppliers
- Financial, tax or legal advisors
If the ownership or control of all or part of J-CLUB changes, we may transfer your personal data to the new owner.
We may also provide your personal data to federal, state, local, or other government agencies that have jurisdiction over matters related to employment. J-CLUB will not provide your personal data to other third parties unless it is required to do so by a valid court order, governmental agency order or information request, or unless it has a legitimate business purpose for doing so and the third party agrees to similar restrictions on disclosure and use of your personal data.
In other cases, your personal data will not be supplied to third parties, except when required by law.
5.3 The use of your personal data by data processors
When a third party processes your personal data solely following J-CLUB’ instructions, it acts as a data processor. We enter into agreements with such data processors, relating to the processing of personal data. In this agreement we include provisions to safeguard that your personal data are solely provided to the data processor to provide services to us in accordance with the applicable regulations.
6. How are your personal data secured?
J-CLUB has taken adequate safeguards to ensure the confidentiality and security of your personal data. J-CLUB has implemented appropriate technical, physical and organisational measures to protect personal data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access, and against all other forms of unlawful processing (including, but not limited to unnecessary collection) or further processing consistent with applicable data protection and privacy laws.
For example, when we share your personal data with external suppliers, we may put in place a written agreement which commits the suppliers to keep your information confidential, and to put in place appropriate security measures to keep your information secure.
7. Your rights
Under applicable data protection and privacy laws, you may have rights to:
8. Contact information
If you have any questions regarding the processing of your personal data, send a request relating to any of your data protection rights, please contact our HR department at HR@J-Club.com.
