What personal data do we collect from you?

We process personal data that is necessary for our services; some of these data are mandatory in order to use our services. Without these data, we cannot perform our services.  Additional data may be desirable in order to better tailor the service to your wishes, qualities or availability or to meet more specific questions or obligations regarding the position and/or from clients. We ask that you only provide us with information that is accurate and relevant.

We may also collect (contact) data from you if you have posted it on public resources only if we have a justified reason to believe that you would be interested in work or our services. In that case, we will contact you to ask whether you are interested in registering with us in accordance with our terms and conditions and subject to this Privacy Statement. You are personally responsible for any personal data that is available from you on/via the internet. Tip: check this regularly and if you do not want information to be available to third parties, protect this properly.  

More specifically, it concerns - among other things - the following (documents with) personal data:

Upon registration;

·         Name, address and other contact details

·         Birth details, age, gender;

·         Curriculum vitae (CV), information about education, internships and work experience;

·         Details of training and education and/or tests that you have followed or taken yourself or through us;

·         Details on availability and leave; other information that is (or may be) important in assessing your suitability as a candidate, such as references and testimonials;

·         Passport photo and video (introduction) - on a voluntary basis.

A copy of your ID may be stored and checked during the recruitment and selection process in order to verify whether you are allowed to work in the Netherlands.  If you do not start working for us , your ID will be removed within four weeks,

We are committed to an inclusive labour market, where everyone who can, is allowed to participate.  We request information such as your gender to communicate with you, information about your age to identify you in our systems and to determine whether we have certain obligations (such as relating to wages and whether we need consent from parents or guardians).

At the time you can start working/have worked for Codeminded;

·         Nationality, BSN (citizen service number) number, ID, work permit (if applicable);

·         Other data that are related to the personnel-, salary- and absence/leave registration;

·         In addition, for certain positions we sometimes process data in the context of a pre-employment screening.  If you are hired through us to be outsourced to a client;

·         Data necessary for the limitation of the hirer liability (such as NAW (name - address - city), date of birth, citizen service number, kind of ID-card, number and period of validity, if any: residence permit, A1 statement, work permit).

Codeminded records special personal data only, if this is necessary to comply with its legal obligations, or if this is permitted otherwise by or under the law. "Special personal data" means: data about race or ethnic origin, political views, religion or philosophical belief, genetic and biometric data, health, sexual life, membership union, criminal law personal data and/or personal data about illegal or disruptive behaviour.    

Why we collect your personal data

We collect and process your data for the execution of our services, including mediation, staffing, secondment, payroll, recruitment & selection, in- and outsourcing, personal development and employability, reintegration, career counselling, coaching and outplacement, planning, personnel and salary administration.

·         More specifically, your personal data is processed in order to:

·         Communicate with you (correctly and clearly):

·         Make you offers and/or provide you with information about our services and other activities and to align these better to your wishes and qualities, this is done by our staff and partly automated (e.g. in the case of a vacancy alert);

·         To approach you for commercial offers, newsletters, events and promotional actions that may be of interest to you, only if you have registered for them (opt-in);

·         To process or respond to your feedback or complaints in order to improve our services and resources or to serve you better;

·         Improve our services; for example; if we record conversations for training purposes, we will inform you in advance;

·         To be able to assess your suitability and availability in relation to the mediation of permanent or temporary work or an assignment, which may also include the use of test results, reference checks and social media (only if relevant to the position and indicated in the job advertisement);

·         Gain insight into companies where or through whom you may be employed or how we may support or advise you in your job search;

·         To introduce you to our clients, this can also be done by means of audio and/or visual material, in the case of videos or photos: only if you have provided these to us voluntarily;

·         To schedule you in the best possible way according to your wishes and availability and the possibilities with our client;  

·         To enter into and maintain an employee or staff/employment relationship with you and to carry out the relevant administration for this purpose;

·         Fulfil our reintegration obligations and comply with (government-imposed) targets to help people with a large(r) distance to the labour market find work;

·         To carry out the required actions and administration in the event that we are the owner-risk carrier;

·         To record an assignment with the client in an agreement and to maintain and fulfil the agreement with the client;

·         To process data for certain positions as part of a pre-employment screening.  For more information see: PES Protocol;

·         Promoting your personal development and employability, including through training, education and testing;

·         Guiding your career and helping you with outplacement;

·         For management purposes including: management information, taking care of internal controls and company safety and to carry out audits and accountancy control;

·         Quality purposes such as certification;

·         To be able to claim subsidies, premium discounts, wage costs benefits, etc;

·         If we have entered into an employee or staff/brokerage relationship with you, for compliance with legislation and regulations, including but not limited to identification, labour legislation, tax and social security legislation, pensions, fight against fraud and national and international sanctions legislation.

How long do we keep your personal data?

We determine the retention periods on the basis of laws and regulations and possible claim risks or other obligations, with the basic principle that your personal data is not kept any longer than necessary. For the purposes and target group mentioned above, this is generally a period of two, five or seven years.