PRIVACY NOTICE TO JOB APPLICANTS OF AUDI BRUSSELS
Please read this Privacy Notice carefully. It explains why and how we collect information about you, how we protect it and for how long we retain it. We strive to process your personal data in accordance with applicable data protection legislation, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation - AVG or GDPR) and related Belgian legislation.
1 Who will process my personal data?
The data controller of your personal data is the following legal entity:
AUDI BRUSSELS S.A./N.V.
Brits Tweede Legerlaan 201
1190 BRUSSELS
Company number: 0407.687.238
Hereafter “AUDI BRUSSELS” or “we”
The recruitment process is run via a tool called Talentfinder.
2 Why are my personal data processed?
AUDI BRUSSELS wishes to ensure that the highest standards of compliance and integrity are respected in the context of its business activities when recruiting blue- and white-collar workers. Therefore, AUDI BRUSSELS must ensure that potential employees perform their duties in accordance with high ethical standards and conscientious adherence to company principles. This serves to reduce legal risks and prevent reputational damage.
AUDI BRUSSELS processes your personal data for the following purposes, and other purposes to the extent that they are compatible with the purposes set out below:
i) the processing of your application: AUDI BRUSSELS, or a third party instructed by AUDI BRUSSELS to do so, may contact you about a vacancy at AUDI BRUSSELS that matches your expertise, and possibly also about vacancies for which you did not initially apply;
ii) the processing in the context of any resulting appointment;
iii) the compilation of statistics and anonymized analyses of applications (with respect to residence, number of applications and other data requested);
iv) the preparation of a questionnaire for a satisfaction survey on the processing of job applications
3 What is the legal basis for processing your personal data?
Your personal data will be processed by AUDI BRUSSELS on the basis of the following legal grounds, among others:
i) The representation of the legitimate interest of AUDI BRUSSELS in the context of finding suitable and competent employee.
ii) In case of the conclusion of an employment contract: the preparation of the conclusion and execution of the employment contract.
iii) Your consent to participate in the recruitment process.
4 Which categories of your personal data will be processed?
Personal data is all information relating to you or on the basis of which you may be directly or indirectly identified.
i) Applicable to all candidates
For the purposes referred to above, the processing of personal data will include the following:
Mandatory information:
- Contact details (title, surname, first name, telephone number, email)
- RESUME
- Native language
- In case of a spontaneous application, the indication which job categories appeal to you
Voluntary Information:
- Letter of motivation or other additional information that is uploaded
- Automotivate Your Friends mention
- Other languages
- Highest degree
- Earnings
- Availabilty
You are never, in principle, required to disclose so-called sensitive information as defined by the GDPR, apart from when it is specifically required by law or authorised by a particular circumstance. This is why you are generally asked not to provide information of this type, in other words, details revealing your racial or ethnic background, political opinions, religious or philosophical beliefs or membership of a union, as well as genetic or biometric details, information about your health, or information about your sexual activities or orientation, criminal convictions and offences.
ii) Applicable to all candidates in the next part of the process (candidates to whom AUDI BRUSSELS will make a salary proposal)
The following personal data will be processed in addition to the above:
- a copy of the most relevant diplomas will be requested
- A copy of the passport or identity card will be requested for persons who do not have Belgian nationality. Candidates with Belgian nationality will be asked to present their identity card; no copy will be made.
- A copy of the relevant documents concerning work and/or residence permit will be requested.
- in the event of prior employment with AUDI BRUSSELS, any violations of company principles or regulations retained in the personnel file
In case of conspicuous findings with respect to the collected data, the results will be discussed in a panel. This panel includes a person in charge of HR compliance, the HR department and the hiring department. The results of the consultations are documented and kept in the personnel file at the time of recruitment.
5 How are your personal data obtained?
Your personal data processed by or on behalf of AUDI BRUSSELS are:
i) directly obtained from you, for example by entering your personal data on the website provided for this purpose or by writing letters;
ii) obtained through other information channels, such as headhunters, social media (e.g. LinkedIn) or others;
iii) obtained through acts or omissions of AUDI BRUSSELS themselves, for example through assessments, camera surveillance, access control measures, etc.
6 Who will have access to my personal data?
Your personal data may be disclosed to other departments and employees within AUDI BRUSSELS to the extent that these departments and employees need your personal data in order to assess and decide on a possible hiring.
Your data may also be communicated to third parties, such as third parties with whom an assessment center is organized or the webhost Talentfinder..
7 Will my personal data be transferred outside the European Economic Area?
Your personal data will not be processed outside the European Economic Area.
8 How long will my personal data be retained?
Your personal data will be kept for three calendar years, starting from the calendar year following the application.
You will receive an email 1 month before the end of the period of 3 calendar years (calculated from the last login) with the question whether you wish to delete your data or to keep it in the system. If you choose to keep your data further, the same procedure will be applied before the end of this new period.
If you have created an account, you can log in and delete your data at any time. This deletion does not affect the lawfulness of the data processing that took place before the time of deletion
Upon recruitment, the application documents will be placed in the personnel file and will be subject to the retention period applicable to them. Details on this can be found in the Privacy Notice for AUDI BRUSSELS employees.
9 Use of Cookies
This website uses cookies. Cookies are small text files that can be stored on your computer when you visit websites.
Information is saved in this text file, such as your choice of language on a website. When you visit the website later again, this cookie returns to the concerned website. In this way, the website recognizes your browser and can for example retain your choice of language.
Cookies usually have an expiration date:
Session cookies are automatically deleted from your computer’s hard disk or browser memory when you log out and/or close the browser.
Permanent cookies are stored on your computer’s hard disk or browser memory for a limited period (minutes, days or years) after logging off or closing the browser or until you manually delete them.
Which cookies do we use and why?
On this website, we use 2 types of cookies.
- Essential cookies;
- Functional cookies;
The above cookies are necessary to manage the content and for the proper functioning of the website. Therefore solely an information obligation applies. It is also not possible to refuse these cookies if you want to visit our website.
These are third party cookies. The webhost Talentfinder, a third party, is able to see the cookies we have placed on the website
List of essential cookies
These cookies are necessary for purely technical reasons for a normal visit of the website. These cookies are saved from the moment you access the website.
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Name of the cookie |
Content |
Purpose of the cookie |
Expiry |
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ASP.NET_Sessionid |
ID |
Automatically generated. This cookie is used to communicate with the server to post job offers and/or to log in to a profile. |
At the end of the user session |
List of functional cookies
These cookies allow us to save your connection details or to secure your connection to this website You cannot block these cookies if you want to access this website, but they are saved only after a choice is made concerning the placement of cookies.
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Name of the cookie |
Content |
Purpose of the cookie |
Expiry |
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pg_cookieconsent_status |
This cookie remembers the user's choice regarding the use of cookies. |
Good user experience |
1 year if the user accepts the use of cookies and 1 month if not |
Should you wish to know which cookies are saved on your browser or understand if you can or how to delete them, you will find more information on “how to” via the following links.
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Firefox (mobile) |
Chrome (mobile) |
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Safari (mobile) |
If you use another browser, you can check if the procedure for your browser is mentioned in the following website: https://www.allaboutcookies.org/manage-cookies/
10 What rights do you have?
You may exercise a number of rights with regard to your personal data at AUDI BRUSSELS, to the extent that you have these rights under applicable law.
The first point of contact for the exercise of these rights and for other comments, objections or questions relating to the processing of personal data is the Data Protection Officer (see Article 12). AUDI BRUSSELS will respond to your requests and whether or not to comply with them in accordance with the applicable legislation and, in principle, within a period of one month, also in accordance with the applicable legislation.
You also have the right to address or submit a complaint to the Data Protection Officer, Drukpersstraat 35, 1000 Brussel or by e-mail to contact@apd-gba.be.
i) Right of objection
You have the right to object, for reasons related to your specific situation, to the processing of your personal data based on the legitimate interest of AUDI BRUSSELS.
ii) Right of access and information
You have the right to access your personal data and to obtain a copy of your personal data. However, this right only concerns the personal data itself, and does not presuppose that you have access to a particular file or document containing the personal data, nor that you can access the files or systems containing the personal data.
In addition, you have the right to receive certain information concerning the processing of your personal data, including the purposes, categories of personal data, categories of recipients, the origin of the data and the retention period.
iii) Right of icorrection and addition
You have the right to have incorrect personal data corrected or to add incomplete personal data.
iv) Right to deletion of data
You have the right to have your personal data removed if and insofar as you wish:
- Your personal data are no longer necessary for the purposes for which they were collected or processed;
- You object to the processing and there are no overriding compelling legitimate grounds for processing by AUDI BRUSSELS;
- Your personal data have been unlawfully processed; or
- Your personal data must be deleted in order to comply with a legal obligation incumbent on AUDI BRUSSELS.
v) Right to restrict processing
You have the right to obtain the limitation of the processing of your personal data from AUDI BRUSSELS if and to the extent:
- You contest the accuracy of the personal data during a period enabling AUDI BRUSSELS to verify their accuracy;
- The processing is unlawful and you oppose the deletion of the personal data and instead request a restriction on their use;
- AUDI BRUSSELS no longer needs your personal data for the purposes set out in Article 2, but you need them for the institution, exercise or substantiation of a legal action;
- you have objected to the processing, pending the answer to the question whether the legitimate grounds of AUDI BRUSSELS outweigh your own.
However, in the event that the processing is restricted, the data may still be stored by AUDI BRUSSELS.
vi) Right to data portability
For the personal data that are (i) processed on the basis of your consent or within the framework of the execution of the agreement with AUDI BRUSSELS, (ii) provided by yourself and (iii) processed by automated means, you have the right to obtain them from AUDI BRUSSELS in a structured, common and machine-readable form, as well as to transfer them to another controller or have them transferred directly, if this is technically possible.
11 Security
AUDI BRUSSELS will take all necessary measures to ensure the security of your personal data in order to prevent any loss, destruction, falsification, manipulation and unauthorized access and publication.
During the application you can create a password, which will give you access to your data. It is therefore important that you do not share this password with third parties.
12 Declaration of consent
All personal data of minors must be provided together with a parental or guardian consent.
13 Data Protection Officer
Your contact person at AUDI BRUSSELS for any further information on the processing of your personal data and the exercise of the rights described in Article 9 is our Data Protection Officer, who can be contacted directly at any time via the following data:
dataprotection.audibx@audi.de.
14 Entry into force and amendments
This Privacy Notice comes into effect on, and is therefore applicable from, October 15, 2020 for an indefinite period of time.
We reserve the right to amend this Privacy Notice from time to time, for example in the light of new developments or new legislation, but always within the limitations of the applicable privacy and data protection regulations. AUDI BRUSSELS will notify you of any such changes in a timely manner. In any case, it is recommended that you consult this Privacy Notice regularly.
15 Applicable law and competent court
This Privacy Notice, as well as any dispute arising out of or in connection with this Privacy Notice, shall be governed by Belgian law. The courts of Brussels, Belgium shall have exclusive jurisdiction over any dispute arising out of or in connection with this Privacy Notice.
This Privacy Notice was last amended on 15 October 2020.