General Information

This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.

The Controller

The controller under data protection law is:

Company name: Phenospex B.V
Company Address: Jan Campertstraat 11 NL-6416 SG Heerlen
Phone: (+31) 457 111 693
Commercial register entry number: 54212677
Registration Court: Maastricht

Data Protection Contact

For all questions regarding the processing of your personal data or to assert your rights as a data subject, please contact our designated HR department:

Email: jobs@phenospex.com
Address: Phenospex B.V, Attn: HR Department, Jan Campertstraat 11 NL-6416 SG Heerlen

Personal Data Collected as Part of the Application Process

Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.

Fundamentals and Purposes of Processing Personal Data Collected

If you apply to us electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the sole purpose of executing the application process and preparing a potential employment contract.
By submitting an application, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.
In particular, the following data is collected during this process:

Name (first and last names)
E-mail address
Phone number
LinkedIn profile (optional)
Furthermore, you can choose to upload expressive documents such as a cover letter, your CV, and reference letters. These may contain additional personal data such as date of birth, address, etc.

Only authorized HR staff and/or staff involved in the application process have access to your data.

Legal Basis for Processing

The legal basis for the processing of your personal data is:

Preparation and Execution of a Contract: The processing is necessary to take steps at your request prior to entering into a contract, pursuant to Article 6(1)(b) of the GDPR.
Compliance with Legal Obligations and Defense of Legal Claims: We may store data to fulfill legal requirements (e.g., non-discrimination laws) and for the establishment, exercise, or defense of legal claims, pursuant to Article 6(1)(f) of the GDPR (legitimate interest).
Consent: The optional inclusion of your data in our Talent Pool is based on your explicit consent, pursuant to Article 6(1)(a) of the GDPR.

Data Retention and the Talent Pool

The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.

Standard Retention Period: Your data will be stored for a period of 365 days after the application process has been concluded. This duration is maintained to comply with potential legal requirements and to allow us to defend ourselves against any claims arising from legal provisions, such as those related to anti-discrimination law. After this period, we are obligated to delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis.
Talent Pool (Optional Consent): If you provide us with your separate, explicit consent, we reserve the right to store your data for an additional 365 days after the standard retention period has concluded (a total of up to 730 days) for the purpose of including it in our Talent Pool. This allows us to contact you regarding other future vacancies that may be of interest to you. You may withdraw this consent at any time, for any reason, by contacting our Data Protection Contact above.

Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

Disclosure of Data to Third Parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution [see Personio legal notice].
In this context, Personio is our processor under Article 28 of the GDPR. The processing is based on a legally binding agreement for the processing of orders between us as the controller and Personio, ensuring your data is handled securely and only according to our instructions.

Rights of Data Subjects

If we as the controller process your personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR). These rights, depending on the legal basis and the purpose of the processing, include:

Right of Access (Article 15 of the GDPR)
Right to Rectification (Article 16 of the GDPR)
Right to Erasure (Article 17 of the GDPR)
Right to Restriction of Processing (Article 18 of the GDPR)
Right to Data Portability (Article 20 of the GDPR)
Right to Object (Article 21 of the GDPR): You have the right to object to processing based on legitimate interests (e.g., the 365-day retention for legal defense).
Right to Withdraw Consent: If your data is processed with your consent (e.g., for the Talent Pool), you have the right to withdraw this consent at any time (Article 7 III of the GDPR).

To assert any of your rights as a data subject, please refer to our Data Protection Contact listed above. You also have the right to lodge a complaint with a supervisory authority.

Concluding Provisions

We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.

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