Dear Applicant,

We thank you for your interest in ORAC, and for your application.

Your privacy is important for ORAC and that is why we want to be transparent in how we process your personal data during the recruitment process.

By applying for a job within the company, the applicant acknowledges having read this policy and understanding how the company processes their personal data.

This information note applies to the following persons, regardless of their nationality or residence:

• any physical person who, for the purpose of a job offer, applies for a specific job in response to a vacancy  
• any physical person who applies spontaneously with the aim of having their CV included in the applicant tracking database
• any physical person whose CV or contact details were delivered to ORAC by a third party, a recruitment agency or upon referral or recommendation of someone else.

In the context of your application, ORAC will process, in particular, the following personal data:

• identification data, such as your name, first name, marital status, date and place of birth, age and gender, home address, email address, nationality….;
• data related to studies and training: education, training, diplomas, certificates; skills and competencies acquired;
• occupational information: current position and responsibilities, previous professional positions and experience, date of departure, reason for departure, working conditions and professional competencies and abilities; data related to mobility (driver's license, means of transportation; willingness to move); 
• financial or compensation information and expectations; 
• data resulting from knowledge and competency tests: these data are collected only if, after an initial analysis, your CV is considered suitable for a position; 
• data resulting from personality tests: this data is only collected if your CV is retained for further interviewing;  
• data resulting from individual interviews;
• our website uses cookies that may also process your personal data, such as IP address, website browsing, etc. For more information on the processing of your personal data using cookies, please see our Internet and Cookie Policy

ORAC aims to obtain all relevant information for recruitment directly from the applicant.

If necessary, ORAC will contact one or more previous employers to learn about you and your professional experience. This will only happen in the last stage of the process and after obtaining your consent. 

ORAC does not request a criminal record extract except for specific positions for which it is required by law.

ORAC will limit the collection and processing of your personal data to what is necessary for recruitment and selection, to check to what extent your motivation, knowledge, attitudes, competencies and experiences match the company culture and the profile of the position for which you are applying.

The processing of your personal data always has a legal basis, authorized according to its purpose, as for example: 

1. Consent: you have given your explicit consent to transmit your CV to take part in the recruitment process
2. Performance of a contract: we process your data necessary to take part in the recruitment process. In particular, we need this data to arrange interviews, meetings etc. between you and ORAC. We rely on the execution of pre-contractual measures and the establishment of the contractual relationship between you and ORAC to process this data.  
3. Legal obligations: the processing is necessary to comply with a legal obligation of the company, such as,  for the preparation of a certificate of attendance for VDAB, Actiris or Forem at the applicant's request; 
   preparation of a health evaluation form for a security position, a position requiring increased vigilance or an activity with a special risk (Art. I. 4-46 of the Law on well-being at work).
4. Legitimate interest: we process your data when it is necessary for ORAC’s legitimate interests. We do so with the aim of correctly evaluating your application, provided that your interests or fundamental rights and freedoms do not take precedence. Examples are, when we:
   • Communicate your personal data to centers that conduct personality assessments. These assessments will evaluate character traits, behaviours and attitudes through various techniques, most commonly through self-report questionnaires and extensive (interview-based) assessments. This data is processed only to evaluate your capability to occupy the job you applied for. No automated decision-making is used during this process.
   • Include your CV in our recruitment reserve. When you apply for a job and are not retained, we may keep your data in our recruitment reserve. This way, we can contact you when a position opens that you may be interested in.
     

ORAC may use different channels to find the right person for a job. This may be through websites, social media (LinkedIn, Facebook), specific websites for employment or through third parties such as recruitment and selection agencies. 

If the processing of your CV is done by these third parties or social media, it is advisable to read their terms and conditions and confidentiality policies to check how they process your personal data. ORAC cannot be held liable for the way third parties use your personal data, nor for the content they publish on their websites.

In the context of recruitment and selection, access to your personal data will be limited to the persons involved in the recruitment and selection process. Your personal data will be transmitted to recipients in charge of the various processing operations for the above purposes and on a need-to-know basis.

The HR department processes your personal data as part of your recruitment and selection procedure.

As part of the selection, the persons in charge of talent acquisition and involved in the process (e.g. as interviewer or hiring manager) have access to your personal data to evaluate suitability for the position.

ORAC may communicate your personal data to various external companies providing specialized services in recruitment and selection: for initial interviews, skill, personality and competency tests. We only make use of partners using recognized industry best practices and are directly subject to the legal provisions imposed by the AVG/GDPR. This implies that your personal data is protected by these organizations in accordance with the obligations required by the AVG/GDPR.

We do not transfer your personal data outside the European Economic Area.

We may share your data with other ORAC entities, including in the United Kingdom, outside the EU/EEA. ORAC entities have an Intragroup Agreement that ensures appropriate safeguards are in place for such transfers.

ORAC processes your personal data for as long as necessary for the purposes for which we need it.

If you apply for a job and are not retained, ORAC may keep your personal data for a period of 2 years counting from our last contact with you for possible future employment opportunities. We may keep your data after this period only if you give us your explicit consent to do so.  If we do not get your explicit consent after this period, your personal data will be anonymized. This means that your data will still be available for statistical reporting purposes but can no longer be identified.

In the case of a job offer, the processing of your personal data by ORAC is necessary for HR and payroll management, as well as for the execution of the employment contract and compliance with legal obligations. You will be informed in more detail about the processing by ORAC of your personal data within the framework of HR and payroll management at start of your employment with ORAC.

The AVG/GDPR provides that you have several rights, such as:

• the right to access your data,
• the right to correct it,
• the right to erase it (or the right to be forgotten),
• the right to object to processing, and
• the right to portability. 

Some apply to all processing of data relating to you, others depend on the type of processing applied and the legal basis on which the processing is done (contract, legal obligation, consent, legitimate interest, etc.).

In case you have provided consent, you are entitled to withdraw this consent at any time; you may ask us to stop contacting you about career opportunities and to anonymize your personal data in our systems. However, this may not affect the lawfulness of processing based on consent before such withdrawal. Be advised that notwithstanding withdrawal of consent, ORAC may still be processing or required to process (some of) your personal information that is based on another legal ground (e.g. legal obligation).  

In case you want to exercise one of the aforementioned rights, your request needs to include: 

• The right(s) you wish to exercise, AND
• The processing(s) to which your question relates AND
• Your personal identification information so that we can verify that you, the requester, are indeed the data subject of the mentioned processing.

You can exercise your right by sending the request form dated and signed

• by e-mail to: [email protected], or
• by post: Biekorfstraat 32, 8400 Oostende

The exercise of your rights is free of charge, but in the case of clearly unfounded or excessive demands, the AVG/GDPR provides the possibility of refusing the request and charging reasonable costs for the related administrative expenses.  

In any case, we will always inform you about the progress of your request as soon as possible and at the latest one month after receipt of your request.

If you believe that the employer has not protected or processed your personal data in accordance with the applicable regulation, you have the right to complain to the Data Protection Authority.

Data Protection Authority (GBA) 
Drukpersstraat 35 - 1000 BRUSSELS 
Telephone : 02/274.48.00 
E-mail : [email protected]
Website: https://www.autoriteprotectiondonnees.be

ORAC applies technical and organizational security measures to ensure confidentiality, integrity and availability of the information systems and services that process personal data.

These measures include physical and operational security measures, physical and system access controls, confidentiality clauses and continuous awareness-raising actions among the individuals and third parties involved in the recruitment and selection process.