Mentorprise, your boutique Executive Search firm with a global imprint.

GDPR-Policy candidates

GDPR-Policy Candidates

Privacy Policy
We value your privacy. Within our organisation, Mentorprise (MPIP – c.v.b.a.), we handle the personal data collected from all candidates in a secure and confidential manner.
This Privacy Policy describes which personal data we process, on what legal basis we process them, and for what purposes. Finally, we inform you about the security measures we take to protect your personal data.

 
Who to contact in case of questions?
Mentorprise (MPIP – c.v.b.a.), with registered office at Kardinaal Mercierplein 2 – 2800 Mechelen, and registered with the Crossroads Bank for Enterprises under number BE 0549.907.054, is the Data Controller responsible for processing your personal data.
Mentorprise (MPIP – c.v.b.a.) declares that, as Data Controller, it complies with Belgian privacy legislation as well as with the provisions of the General Data Protection Regulation (GDPR) as of its entry into force.

You may always contact us via email at:
[email protected]

 
What are personal data?
The General Data Protection Regulation defines personal data as:

any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Whenever this Privacy Policy refers to personal data, it refers to this definition as set out in the Regulation.

 
Special categories of personal data
Mentorprise does not collect or process special categories of personal data.
Special categories of personal data include:

personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a person, data concerning health, or data concerning a person’s sex life or sexual orientation.
 
Which personal data are processed?
We collect and process various personal data of candidates, including:

Curriculum vitae, motivation letters, and notes taken during interviews;
Photograph;
General information such as: address, previous employers and positions, marital status, family composition, date and place of birth, telephone number, mobile number, email address, education, and language skills;
Results and reports of completed personality questionnaires and the EQ-i questionnaire.
 
Why are these personal data processed and what is the legal basis?
All of this information (registered by us or by you via our website, in our databases, following a vacancy or open application) is collected for the purpose of offering employment opportunities.
The legal basis for this processing is the execution of a recruitment and selection procedure for one of our clients, whether or not linked to a specific vacancy.

Another purpose of processing is the execution and reporting of an assessment, at the request of your current or potential employer, of which you will always be informed.

Your CV, motivation letter and interview notes are processed for the purpose of conducting the recruitment process, based on our legitimate interest.

All information is collected to compile a candidate file in which these data are included, with the aim of presenting you as a potential employee to one of our clients.

 
Duration of processing
Personal data are stored and processed for as long as necessary in view of the purposes of processing.

Your personal data will in any case be retained in accordance with applicable legislation and statutory limitation periods that may require longer retention.

Within the scope of our core business, Search & Selection, your data will be retained for up to five (5) years after registration in our database, in order to inform you of relevant vacancies and job opportunities, or for up to five (5) years after the vacancy for which you applied has been filled or closed.

 
What are your rights as a candidate?
a) Right of access and inspection
You have the right at any time to access your personal data free of charge and to obtain information about how we use them.

b) Right to rectification, erasure and restriction
You are free to provide or withhold your personal data.
You also have the right to request correction, supplementation or deletion of your personal data, as well as to request restriction of processing.

c) Right to object
You have the right to object to the processing of your personal data for serious and legitimate reasons.

d) Right to data portability
You have the right to receive your personal data in a structured, commonly used and machine-readable format and/or to transfer them to another data controller.

e) Right to withdraw consent
Where processing is based on your prior consent, you have the right to withdraw that consent at any time.

f) Automated decision-making and profiling
The processing of your personal data does not include profiling, nor will you be subject to automated decision-making by us.

g) Exercising your rights
You may exercise your rights by contacting our personnel administration:

Herman Dits – Mentorprise (MPIP – c.v.b.a.)
Kardinaal Mercierplein 2 – 2800 Mechelen
+32 15 73 08 50
[email protected]

h) Complaints
You have the right to lodge a complaint with the Belgian Data Protection Authority:
Commission for the Protection of Privacy, Drukpersstraat 35, 1000 Brussels,
Tel. +32 (0)2 274 48 00, Fax +32 (0)2 274 48 35,
Email: [email protected].

This does not prejudice the possibility of bringing a claim before a civil court.
If you suffer damage as a result of the processing of your personal data, you may claim compensation.

 
Transfer to third parties
Certain personal data are transferred to third parties, namely to our clients when Mentorprise presents you for a position or in the context of an assessment conducted on behalf of a client.

This includes:

Your name, address, email address, mobile phone number, CV data such as education, previous employers, language skills and hobbies, included in a candidate file to prepare a personal meeting with the client;
If you complete a DISC personality questionnaire or EQ-i® 2.0 Emotional Intelligence questionnaire online, the following data are registered with the providers:
DISC: name, email address, questionnaire results (report)
EQ-i® 2.0 (MHS): name, age, gender, questionnaire results (report)

For both providers, these data are used anonymously for norm development only and are not otherwise processed or exploited.

Mentorprise uses these results in candidate files and/or assessment reports.

All third parties process personal data on our behalf under data processing agreements, and we ensure they implement adequate security measures. Their privacy policies can be provided upon request.

Your personal data will not be sold, rented or commercially disclosed to third parties, except as described above or with your explicit consent.
In rare cases, disclosure may be required by law or court order.

 
Security and confidentiality
We have implemented appropriate technical and organisational security measures to prevent destruction, loss, alteration, unauthorised access or disclosure of personal data, as well as any other unauthorised processing.

Technical measures
Antivirus software and firewalls
Regularly updated passwords
No unsecured hard drives
Encrypted emails
Access control to data
Data encryption
No unsecured backups
Secure storage devices
Secure communication lines (VPN)
Organisational measures
Restricted access on a need-to-know basis
Incident management procedures
Internal policies for employees and independent consultants
Training for employees and consultants
Confidentiality clauses
You may also consult our general Privacy Statement.

 
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