Applicant Privacy Notice Template for Belgium

This document is a comprehensive privacy notice designed for job applicants in Belgium, complying with both the EU General Data Protection Regulation (GDPR) and Belgian data protection laws. It outlines how organizations collect, process, store, and protect personal data during the recruitment process, including the legal bases for processing, data subject rights, and data retention policies. The notice provides transparency about data handling practices and ensures compliance with Belgian privacy legislation while maintaining clear communication with job applicants about their data protection rights.

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What is a Applicant Privacy Notice?

The Applicant Privacy Notice is a mandatory document required under both EU GDPR and Belgian data protection laws for organizations recruiting in Belgium. It must be provided to job applicants before or at the time of collecting their personal data. The document serves as a transparent communication tool explaining how the organization processes applicant personal data throughout the recruitment cycle. It includes essential information about data collection purposes, legal bases for processing, data recipient categories, retention periods, and applicant rights. This privacy notice should be regularly reviewed and updated to reflect any changes in data processing practices or relevant legislation. It forms a crucial part of an organization's GDPR compliance program and helps build trust with potential employees while meeting legal obligations under Belgian law.

What sections should be included in a Applicant Privacy Notice?

1. Introduction: Overview of the privacy notice purpose and its scope regarding job applications

2. Data Controller Information: Identity and contact details of the organization and Data Protection Officer (if applicable)

3. Types of Personal Data Collected: Comprehensive list of personal data categories collected during the application process

4. Purposes of Processing: Detailed explanation of how and why applicant data is processed

5. Legal Bases for Processing: Explanation of the legal grounds for processing personal data under GDPR

6. Data Retention: Information about how long application data is kept and when it is deleted

7. Data Sharing and Recipients: Information about third parties who may receive the applicant's data

8. International Transfers: Details about any transfer of data outside the EEA and safeguards in place

9. Data Subject Rights: Explanation of applicants' rights under GDPR and how to exercise them

10. Security Measures: Overview of measures to protect applicant data

11. How to Contact Us: Contact information for privacy-related queries and complaints

What sections are optional to include in a Applicant Privacy Notice?

1. Automated Decision Making: Required if automated processing or profiling is used in recruitment

2. Background Checks: Include if background checks are part of the recruitment process

3. Special Categories of Data: Required if collecting sensitive personal data like health information or diversity data

4. Social Media Screening: Include if social media screening is part of recruitment process

5. Video Interview Processing: Include if video interviews are used in recruitment

6. Employee Referral Processing: Include if there is an employee referral program

7. Recruitment Agency Data Sharing: Include if external recruitment agencies are used

What schedules should be included in a Applicant Privacy Notice?

1. Data Retention Schedule: Detailed retention periods for different types of application data

2. Third Party Processors List: List of data processors involved in the recruitment process

3. Cookie Policy for Careers Website: Specific information about cookies used on the recruitment website

4. Position-Specific Data Requirements: Specific data collection requirements for different job categories

5. Security Measures Detail: Detailed description of technical and organizational security measures

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Jurisdiction

Belgium

Publisher

Genie AI

Document Type

Privacy Notice

Cost

Free to use

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