Candidate Privacy Notice

Proximus Group (hereinafter referred to as “Proximus”, “we”, “us” or “our”) is committed to protecting your personal data. As the Data Controller for the processing of your data, we are responsible for deciding how and why we process personal data about you. To this extent, we will only process your personal data as described in this Notice and in accordance with the General Data Protection Regulation (“GDPR”).

This Notice is for candidates including any person who has either applied for a position at Proximus or has been identified through a selection process or talent search for a current or future vacancy at Proximus (“you”). This Notice aims to inform you about our use of your personal data for the purposes of recruitment. 

Please note our recruitment process is managed by Randstad Sourceright. In this context, Randstad, as Data Processor, processes your personal data for and on behalf of Proximus. If you want further information on how Randstad processes your data, please check their Notice.

1. PURPOSES AND LEGAL GROUNDS. 

We process personal data about you for the following purposes: 

2. CATEGORIES OF PERSONAL DATA. 

We only collect personal data in connection with your application. To this end, we collect the following data: 

• Contact details: full name, phone number, email address, postal address. 

• Professional-related information: job title, employment history, qualifications, education and background, soft and hard skills, languages, professional social media account. 

• Data derived from the recruitment process: results of tests (if applicable), outcomes and notes of interviews. 

We only intend to process non-sensitive data about you. However, in some specific situations, we may process sensitive data you provided directly to us (e.g., health-related data for eventual accommodation, nationality with regards work permits). 

Please note that in case of a successful outcome, additional data necessary to formalize the employment relationship will be processed (e.g., bank account, social security number…). 

The provision of this information is a prerequisite for the conclusion of your employment contract. Failure to provide this information will make it impossible for you to participate in the recruitment process.

3. SOURCES OF YOUR DATA. 

We mainly collect personal data directly from you. However, we can also collect data from your referees when you proactively provide their contact details (e.g., your previous employer), the person who would recommend you for a specific role (e.g., via our program “bring a friend”) and from publicly accessible sources such as LinkedIn. 

4. DISCLOSURE OF YOUR DATA. 

We process your personal data confidentially. A access is only granted to those who strictly need the information to perform their tasks. To this end, we share your personal data with the following recipients: 

• With our subsidiaries including Scarlet, BICS, Proximus Luxembourg… 

• With our providers including but not limited to our AI-platform provider (Phenom), the hosting provider of our recruitment portal (Cornerstone), our recruitment agencies (Start People,…) but also our providers of tests and surveys. 

5. INTERNATIONAL DATA TRANSFERS. 

We process and store your data mainly within the European Economic Area (“EEA”).

However, where applicable, your data can be transferred outside either to our subsidiaries (e.g., India) or to our providers (e.g., US). 

In such case and in the absence of an adequacy decision, we will ensure the implementation of appropriate safeguards such as Standard Contractual Clauses. 

6. DATA RETENTION. 

In case of a successful outcome, we will further retain your data as part of your administrative file as an employee for up to 5 years after the end of the employment relationship, unless a longer retention period is required by law. 

In case of an unsuccessful outcome, we retain your data for a period of 2 years as from your application date. This enables us to contact you in case of future vacancies and to serve as evidence to protect us in case of legal claims. Afterwards, your data are either further kept based on your explicit consent or are anonymized to enable us to analyze and improve our recruitment process. 

7. YOUR RIGHTS. 

You have the following rights in connection with your personal data: 

• Access. This enables you to receive a copy of the personal data we hold about you. 

• Rectification. This enables you to rectify any incomplete or inaccurate data about you.

• Erasure. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it. 

• Restriction. This enables you to ask us to suspend the processing of your personal data. 

• Data portability. This enables you to ask us for the transmission of your data to another party. 

• Withdrawal. In case you give your consent for specific processing, you can withdraw it at any time. This withdrawal will have no negative consequences for your (present and future) recruitment process. 

Be aware your rights (except for the withdrawal) are not absolute. Hence, your request will be subject to a case-by-case analysis. 

You can exercise your rights as follows:  

• By contacting our HR department at talent@proximus.com; 

• By contacting our Data Protection Officer at privacy@proximus.com or via our webform available here.

If you think that we process your data in a way that infringes the GDPR, you have the right to lodge a complaint to the data protection authority of your habitual residence, place of work or place of the alleged infringement. 

8. UPDATE OF THIS NOTICE. 

We reserve the right to update this Notice from time to time to reflect changes in our practices. To this end, please refer to this Notice on a regular basis. The version published on this website is the current version. 

9. CONTACT US. 

In case of any question about the use of the platform, please contact Randstad at rsrdpo@randstad.com. 

In case of any questions or requests about this Notice or the way Proximus handles your data, please contact us:

• By mail at privacy@proximus.com. 

• By post at Bd du Roi Albert II, 27 - 1030 Brussel.

• By our web form: here.