When you apply for a job at Flexas.com B.V., we process personal data about you as a data controller (or such other equivalent role as applicable in the country of the position you are applying for).  

It is important to us that your personal data that we process is treated with care and that you are well informed about the way we process your data.  

1. When, why and how do we process your data when you apply to Flexas.com B.V.?

When you apply via our website: When you apply via our website, you will be asked to fill out a form and provide information such as your name, contact details, and resume. The fields are optional and you may fill them out if you wish. 

When you apply via LinkedIn: When you apply via LinkedIn, you will be asked to apply through LinkedIn Easy Apply. All your personal data information is saved in LinkedIn in this instance, please refer to LinkedIn’s Privacy Policy. Should we decide to move forward with you in the interview process, your personal information such as name, email, phone number & resume are pulled and input into Notion, our ATS to be able to track progress throughout the interview process.  

When you have received an offer: If we choose to make you an offer, we will ask you to send us a copy of your ID, because we have a legal obligation to verify the identity of the people we would like to hire.  Where we choose to make you an offer, we will also ask you to send us your telephone number and potentially also your home address (if not already provided), to be added to your employee contract. If we offer you a role within our France operations, we will share a photocopy of your ID, your legal full name, your address, and any additional personal information you have shared with our payroll partner, CTN, to be able to create a French employment contract on behalf of Flexas.com France. 

When you work as a freelancer: If you come to work at Flexas.com B.V. as a freelancer, you will be asked to sign an agreement with us. For this agreement we need to process personal data such as your contact details and bank account information for Flexas.com B.V.’s legitimate interest in making sure that the fiscal aspects of our relationship are well arranged, and to comply with our legal obligations. 

When you travel for interviews: If you live in a different country from the location of the open position, or we need you to come to a specific city for an interview where you do not live, we may arrange flights or trains for you to be able to attend interviews in person. If you would like us to book your flight, we will ask you for the information required to book the ticket, among which the dates on which you are available and the expiration date and the number of your identification document (but never any national identification numbers or social security numbers). For processing this data we use a third party services provider. The data is processed for the sole purpose of booking tickets. 

Data we collect from other sources than you yourself: We sometimes process data about you from other sources than you yourself, for example from the references you include in your resume/CV.   Occasionally, we use third parties such as recruitment agencies, sourcing tools and headhunters, to find candidates. If you (are) approach(ed by) one of these third parties and you decide to apply, these third parties will share your application data with us. Also, when you apply via a referral, the person referring to you will upload your contact details and CV (and possibly other data you have provided to this person) through our Careers Website. We will always notify you via email after we have received such data from referrals or third parties and will then send you this Privacy Statement. We will also always notify you if we need any more information from you to be able to progress your application. We process this data we collect from these sources to assess your suitability for relevant positions with us and therefore for our legitimate interests of being able to administer and manage our recruitment process and to make sure that the right people end up in the right positions.  

2. How long do we keep your information?

We will only keep data for as long as we reasonably need it for the purpose. We usually do not keep any data we process during the application phase for longer than one year following the recruitment decision. We generally keep your data for one year due to the fact that we receive a large number of applications and we need to be able to recognize applications which recur within short periods of time and to be able to refer back to such applications.  Therefore, we keep your data for our legitimate interest of being able to administer and manage our recruitment administration and optimize the efficiency of our recruitment process. 

If your application was not successful, we may contact you about possibly relevant vacancies which may become available in the future, but only if you have given us permission to do this.  We will then delete the information in your application file one year after the recruitment decision, except your name and contact details. We will keep your name and contact details to be able to contact you for future vacancies until you inform us that you would no longer like to receive these updates. 

The retention terms can be longer if we are required to keep data for longer on the basis of applicable law or to administer our business. If we need to keep any information longer for our legitimate interest of protecting our legal rights, we will keep the necessary information for this purpose until the relevant claim(s) has/have been settled.  

If your application is successful and you become a member of our team, we will transfer the data we have gathered during your application phase to your personnel file, for the purpose of administration of your employment.  

3. Whom do we disclose this information to?

Sometimes, we need the help of third parties to be able to manage and administer our recruitment process. 

Where necessary we disclose your information with our service providers and professional advisers (e.g. recruitment agencies, our French payroll provider). We have concluded agreements with our service providers to protect your personal data, if it is used in this manner. 

If our business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business. 

We may disclose information to third parties, such as law firms, in connection with legal claims. 

Otherwise we will not “sell” or “share” your information with any third party, as those terms are defined under certain privacy laws, unless we have your permission (for example if we wish to share your details with another group company for their recruitment purposes), where this is necessary in connection with the purposes above, for protecting our legal rights or when we have a legal obligation to do so. 

4. Your Rights

You may have the following rights with respect to your personal data, subject to applicable exceptions: 

  • Right to access. You may be entitled to request that we disclose to you the specific pieces of your personal data that we have collected about you in a portable and, to the extent technically feasible, readily usable format. 
  • Right to know. You may have the right to confirm that we have collected personal data about you and know what personal data we have collected about you, including, as applicable, the categories of personal data we have collected, the sources from which we collected that personal data, the business or commercial purposes for which we collected, that personal data, the categories of personal data that we  disclose to third parties for business purposes and the categories of third parties to whom we disclose personal data. Where we process your data for our legitimate interests, you can contact us if you want more information about these. 
  • Right to deletion. You may be entitled to request that we delete the personal data that we have collected from you. We will use commercially reasonable efforts to honor your request, in compliance with applicable laws. Please note, however, that we may need or be required to keep such information, such as for our legitimate business purposes or to comply with applicable law. 
  • Right to object to processing of your personal data. You are entitled to object to us processing your personal data, including profiling. In some cases, you may object to the processing of your data and, where we have asked for your consent to process personal data, you can withdraw this consent at any time. Please note that Flexas.com B.V. maintains a record of withdrawals of consent to ensure that we do not contact you in the future. 
  • Right to correct your personal data. You may also have the right to update inaccurate information that we process about you.  
  • Right to exercise rights without discrimination. You have the right not to receive discriminatory treatment if you exercise the rights conferred to you by applicable privacy law.

Please note that these rights may be limited under applicable laws and are subject to technical feasibility. For example, it will not be possible for us to delete your data if we are required by law to keep it or if we hold it in connection with a contract with you. Similarly, access to your data may be refused if making the information available would reveal personal information about another person or if we are legally prevented from disclosing such information. 

Please note that we may require additional information from you to verify your identity and process your request. You can also submit a request via an authorized representative using the contact methods described below. If you use an authorized representative, we may request a copy of the representative’s signed permission to act, verify your identity directly, and ask that you confirm the representative’s authority. 

If you wish to exercise any of these rights, please contact us using the details below. 

5. Contacting us, questions and complaints

Questions, comments, requests or complaints concerning this privacy notice and the way we process your personal data are welcomed and can be addressed to our Privacy Officer at d.bril@flexas.com or Overschiestraat 63, 1062 XD Amsterdam. 

If you have a complaint about the way we handle your personal data, you also have the right to address this with the data protection authority of the country in which you live or work or the country in which we are located.