Privacy policy

Privacy statement Merito HR Solutions BV

Merito HR Solutions collects, records and processes personal data of its clients and of candidates applying for a position to be filled by Merito HR Solutions. Certain data must be explicitly communicated by the client or candidate, necessary for a correct service.

Merito HR Solutions also collects data by automated means, such as anonymous or aggregated data of a non-personal nature, such as browser type or IP address, the operating system or domain name of the website through which the user surfs to our website. This is for the purpose of optimizing the website for users.

All data collected are recorded in the database of Merito HR Solutions, Jan Emiel Mommaertslaan 20A at 1831 Diegem with VAT number BE 0707.806.822. Merito HR Solutions is responsible for the processing of personal data. All employees of Merito HR Solutions who need access to personal data in the context of the proper execution of their employment contract, have access to the personal data in the database (recruiters, HR staff, responsible for sales, responsible for communication).

Why does Merito HR Solutions collect personal data?

Merito HR Solutions collects and processes personal data in the context of its business activity. This means that Merito HR Solutions searches for suitable candidates for open vacancies of clients (via secondment or recruitment and selection).

The personal data provided by the client in the context of a performance of an agreement and where Merito HR Solutions acts as a processor of those personal data, are not included in the database of Merito HR Solutions. These personal data remain the property of the client, who acts as a processor. In that context, a processing agreement is always concluded between Merito HR Solutions and the client in which specific provisions are included.

The personal data covered by this privacy statement are the personal data of Merito HR Solutions' professional contacts, which are necessary for the development of Merito HR Solutions' client base.

Why are personal data shared with Merito HR Solutions subsidiaries?

Merito HR Solutions specializes in Human Resources profiles. Candidates with broader knowledge or experience are in some cases also considered for other positions filled by the subsidiaries. In this way, more job opportunities can be presented to the candidate.

In what way does Merito HR Solutions collect personal data?

Personal data is collected at different levels:

Directly:

  • through an email directly from the individual (e.g., forwarding a resume by email);
  • through a completed form on the Merito HR Solutions website or the website of one of its subsidiaries;
  • through social media (form completed by the user).

Indirectly:

  • through the referral program (employees can refer candidates or clients);
  • through an application via another channel (such as the VDAB website, Stepstone, etc.);
  • through public information (such as a public profile on social media);
  • through databases that are purchased (the individual has given their consent for their personal data to be resold).

What personal data does Merito HR Solutions collect and process?

Initially, Merito HR Solutions records the following information:

  • name and first name
  • gender
  • address information (street, house number, zip code, city)
  • phone number
  • email address

This information is used to identify and contact the person (by phone, text or email).

In addition, other personal data are collected and recorded in order to find a suitable position for the candidate. All data mentioned on the candidate's CV may be stored in the database of Merito HR Solutions and its subsidiaries. The candidate's application history is also stored in the systems of Merito HR Solutions in order to best match the needs of the candidate and the client.

The provision of personal information is absolutely necessary to ensure proper service. The provider of the information is responsible for the accuracy and completeness of the data provided.

Why are personal data processed (purpose)?

Personal data are processed for the following purposes:

  • prospecting the market in the context of compiling and expanding a customer base;
  • finding (potential) customers and compiling a customer database (legitimate interest);
  • matching the knowledge and skills of candidates with the requirements of open vacancies;
  • contacting candidates in the context of an interesting job opportunity;
  • introducing candidates to clients in the context of filling open vacancies;
  • drawing up contracts in the context of filling open vacancies;
  • preparing contracts in the context of a sale of a service;
  • executing a contract involving a processing agreement;
  • sending mailings (direct marketing); provided that an explicit opt-in was obtained when providing the personal data.

Personal data are processed on the basis of Article 6.1 of the General Data Protection Regulation. The legal basis of processing depends on the purpose of processing.

  • explicit consent (this can always be revoked by sending an email to info@merito.be);
  • need for the performance of a contract;
  • necessity to fulfill a legal obligation;
  • necessity in the context of our legitimate interest in doing business.

If an express opt-in is required for the processing of personal data, this consent is automatically assumed to remain valid for one year. After the expiration of that period, Merito HR Solutions will contact you whether or not to renew the opt-in. This can be done by e-mail, by text message or by phone.

Are personal data passed on to third parties?

Only if it is necessary to transfer personal data for the realization of the proposed purposes, the personal data will be shared with third parties outside Merito HR Solutions. These third parties are always located within the European Economic Area and are directly or indirectly linked to Merito HR Solutions through a processing agreement. Merito HR Solutions guarantees that these recipients will take the necessary technical and organizational measures to protect the personal data.

How long will personal data be kept?

Merito HR Solutions will not keep personal data longer than allowed by law. Indicatively, this means:

  • personal data linked to non-rejected candidates for which no explicit consent for processing was obtained, will be deleted four weeks after the completion of the application process;
  • personal data collected indirectly and for which no explicit consent for processing has been obtained will be deleted 30 days after the data collection;
  • personal data of retained candidates will be retained and processed on the grounds of:
    • necessity for the performance or preparation of the contract,
    • legal obligation (social and tax declaration for example),
    • legitimate interest (evaluations for example).
  • personal data of active customers will be kept and processed as long as necessary for the execution of the agreement;
  • personal data of passive customers and prospects will be kept for one year subject to the express opt-in of the person in question;
  • personal data of passive customers and prospects for which no opt-in was obtained will be deleted 30 days after the last contact.

Legal provisions

In accordance with applicable regulations, any person always has the right to:

  • access (information on the processing of data and a copy of the registered personal data);
  • rectification (in case the data are incorrect or incomplete);
  • erasure (the personal data will be permanently deleted from the database);
  • restriction (the data will no longer be used for all the above purposes);
  • objection to the processing of personal data;
  • withdrawal of consent for processing and use of personal data;
  • data portability, as far as legally applicable and as far as technically possible.

To do so, the person in question should write to info@merito.be. Proof of identity should be attached. Merito HR Solutions undertakes to comply with each request within 30 days.

Any person also has the right to file a complaint with the data protection authority in Belgium if he does not receive a response to any of the above requests (Press Street 35, 1000 Brussels - e-mail: commission@privacycommission.be, website: https://www.privacycommission.be/nl).

Cookies

A cookie is a text file stored on the user's computer (or other device such as tablet or smartphone) with the aim of optimizing the user experience and enabling certain website functions. Cookies cannot be used to identify individuals, a cookie can only identify a computer or other device. The user can always adjust the browser settings himself regarding the acceptance of cookies. If cookies are not accepted, certain functionalities on the website may not work properly.

In addition, cookies are used by Merito HR Solutions to consult statistics on the use of the website via Google Analytics. This data is anonymized; Merito HR Solutions can not identify the user based on how the user uses the website. If the user wishes not to be included in Google Analytics statistics, they can disable this themselves via the Google Analytics Opt-out Browser Add-on.

On our website, we also link to social media channels or other external parties. These parties may set cookies to determine through which channel the user arrived at the website.

Controller contact details

For all additional questions and inquiries, please contact Merito HR Solutions.

Merito HR Solutions B.V.

Lambroekstraat 5 A

1831 Diegem

E-mail: info@merito.be

Phone: 02 486 71 00