Recruitment Privacy Notice Template for Belgium

The Recruitment Privacy Notice is a mandatory document under both EU GDPR and Belgian data protection law, required whenever organizations process job applicants' personal data. It must be provided to candidates at the time their personal data is collected, whether directly or from third parties. The notice ensures transparency in data processing activities during recruitment and helps organizations meet their legal obligations under Belgian and EU law. It covers essential information such as the types of data collected, purposes of processing, data sharing, retention periods, and candidates' rights. This document is particularly important in the Belgian context due to specific national requirements regarding language use in different regions and additional data protection provisions under the Belgian Data Protection Act.

1. Introduction: Overview of the document's purpose and scope, identifying the data controller and explaining when this privacy notice applies

2. Types of Personal Data We Collect: Detailed list of personal data categories collected during recruitment, including CV data, interview notes, assessment results, and background check information

3. How We Collect Your Personal Data: Sources of personal data: direct from candidates, recruitment agencies, referees, public sources, social media

4. How We Use Your Personal Data: Purposes of processing and legal bases, specific to recruitment context (e.g., evaluating suitability, background checks, communication)

5. Data Sharing and Recipients: Information about third parties who receive candidate data (e.g., assessment providers, background check companies, group companies)

6. International Transfers: Information about any transfers outside the EEA and safeguards in place

7. Data Retention: How long recruitment data is kept for successful and unsuccessful candidates

8. Your Rights: Explanation of GDPR rights and how candidates can exercise them

9. Contact Information: Details of DPO/privacy team and how to raise queries or complaints