What personal data do we collect about you? Why do we need your personal data? How long do we keep your personal data?

What personal data do we collect about you?

When you start to work for one of the company of the Randstad group  we may process personal data about you such as:

  • Identification information – your name, contact information (including home address, home phone number and mobile phone number), citizenship and country of residence, title, date of birth, (in exceptional cases) gender and digital signature.
  • Professional information – we may process personal data related to your work including (without limitation) your job title, description and location, your department, professional email address, reporting levels, languages spoken and employment status (full-time/part-time/etc.).
  • mandatory information related to employment - diplomas, certificates, driving licence,...
  • Financial information – financial information including (without limitation) your bank account number, bank details, VAT number.
  • Salary information – we may process salary information including (without limitation) recurring payments and benefits, your bonus.
  • Performance-related information – performance-related information including (without limitation) information on your performance reviews.
  • Disciplinary information - information relating to disciplinary measures taken against you, if any.
  • Grievance information – In order to assist in the reporting of grievances and (suspected) misconduct within the Randstad Group of companies, we have established dedicated channels through which stakeholders may voice concerns, either through local reporting mechanisms in place at the level of the local Randstad Group companies or, for serious misconduct (including whistleblowing), through our Integrity Line, the Randstad Group reporting facility. Whenever we receive a grievance report or a report about (suspected) misconduct we may process personal data related to the complainant, the other individuals mentioned in the complaint and the person(s) that is/are subject of the complaint and/or of the investigation into the complaint. 
  • Government issued identifiers – government issued identifiers including (without limitation) the national identification number and social security number, as legally required. Identity documents, labour permissions, …. 
  • CV/resumes and other recruitment information – your CV/resume and other relevant information (such as your photograph, interview notes and information included in the cover letter or as part of the application process). 
  • Travel and expense data – travel and accommodation information and expenses including (without limitation) travel itineraries, hotel and travel reward cards.
  • Information you choose to share with us – information you choose to share with us, including (without limitation) information you share when using IT support or calling the helpline, and information about you that may be conveyed by your use of a webcam in communicating with us.
  • Vehicle information – information about your personal or company car including (without limitation) your license plate, parking tickets and driving fines.
  • Photographs and video footage – when participating in events, meetings, conferences etc. related to our services, we may process photographs or videos of you via different media.
  • Family and dependent information – information related to your family and dependents including (without limitation) details regarding family composition (names, genders, ages), any "special needs" or education requirements for children or dependents, special needs of elderly parents, emergency contact information. 
  • Information related to identification/access control cards – employee identification and access control cards may contain your name, photograph, employee number and may be linked to other details on record (department, phone number, license plate).
  • CCTV footage – we may process footage of you obtained through our use of CCTV surveillance systems.
  • Survey results – we may process your responses to questions in employee surveys.
  • Information related to your usage of Randstad devices, software and access to Randstad’s network (including the information necessary to give you access to the various IT tools and applications made available by Randstad or third parties that are necessary for the performance of your work) – we may process information related to your use of our devices, software and access to our networks, including (without limitation) your browsing history, your use of email, internet and social media, your user access information (password and username) whether at the workplace, on our equipment or otherwise through our networks. 
  • Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
  • Special categories of data, such as: 
    • Health-related information – health-related information including (without limitation) injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, as legally required.
    • Extract of criminal record - as legally required 

To the extent we process these special categories of data, we will protect, secure and use that information in a manner consistent with this notice and applicable laws.

  • Trade sanctions information relating to you - we may verify whether you are a politically exposed person, a specially designated national or otherwise subject to sanctions under applicable laws or regulations.

Why do we need your personal data?

Randstad processes your personal data only for the purposes specified below:

General HR management and administration purposes (including workforce management)

  • The processing is necessary for the performance of the (employment) contract ; and/or processing is necessary for compliance with employment and social security legal obligations


Compensation, payroll and expense reimbursement (including reporting and billing to clients)

  • The processing is necessary for the performance of the (employment) contract and/or processing is necessary for compliance with employment and social security/tax legal obligations


Insurance, pension and other benefits

  • Processing is necessary for the performance of the (employment) contract; and/or Processing is necessary for compliance with employment and social security legal obligations


Performance management, performance review, career development and training

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the development and training of employees


Fleet management

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets


Disciplinary and grievance management, investigations, appeals (including managing complaints)

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes

Dispute management, litigation and handling any reports through Randstad's misconduct reporting procedure"

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests, managing legal claims/disputes and handling reports of potential misconduct within or relating to Randstad”


Health and safety management

  • The processing is necessary for the performance of (employment) contract; and/or processing is necessary for compliance with employment and social security legal obligations. If not based on the above grounds: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of its employees, company assets, protecting its legal interests and managing legal claims/disputes; or protection of the vital interests of the Data Subjects


Managing holidays, leaves and other absences

  • Processing is necessary for the performance of the (employment) contract; and processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business


Compliance with labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)

  • Processing is necessary for compliance with employment and compliance with our legal obligations under labor, tax, social security and other laws and regulations


IT support

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems


Facilities, security and contingency planning purposes

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding and securing our assets, our facilities, our information systems and our people


Network and device usage optimization and related security controls (including company network access and authentication)

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems


Participation in market research carried out by specialised organisations (eg. salaries  market research)

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad as an HR specialist and one of the largest employers in Belgium to participate to researches over topics related to the labour market and HR policies (eg. the determination of correct salary policies). In this context, your data is pseudonymised  to limit as far as possible the possibility of identifying you


Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals  and screening against sanctions lists)

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; and/or processing is necessary to comply with our legal obligations (including when authorities or administrations ask information about a worker)


Emergency and disaster management

  • Based on a legitimate interest pursued by Randstad, which includes ensuring the safety of talent; and where the above ground is not possible because local mandatory law requires so, only in those limited cases may this be based on a consent

Relocation, mobility and travel management

  • Processing is necessary for the performance of the (employment) contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business

To monitor and enforce compliance with Randstad policies and procedures

  • For the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems


To monitor and enforce compliance with legal obligations applicable to us (including the requirements set out in your contract with us)

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes


Recruitment and employment 

  • (pre)contractual necessity for our services when matching (e.g. via Terms & Conditions on the website) or when we enter into an (employment) contract with you we require some data to be able to draw up this contract and to then be able to execute it correctly;


Employee surveys

  • Based on our legitimate interest to survey our workers so as to better understand their needs, to improve our services and to build and maintain a good relationship with our workers and with the clients our workers work at

 

To perform analyses to gain insight into our services and functioning, and this in relation to our candidates, workers and business relations

  • Based on our legitimate interest to improve our services and functioning. We have taken the necessary measures to limit the privacy impact. For example, we anonimise (where possible) the information


Approach you for commercial offers, newsletters and promotions/marketing campaigns of Randstad (e.g. invitations to take part in competitions, information about events organised by Randstad, etc.) that may be of interest to you

  • Based on your consent you have given for this (via your online profile or via your consultant at your Randstad office


To manage memberships of employees to professional associations

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business


To perform internal and external audits

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business, including compliance with laws and regulations


To conduct corporate transactions (including mergers, acquisitions and divestments)

  • Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include Randstad’s interest in developing its business through mergers, acquisitions and divestments


Photographs and video footage

  • Based on our legitimate interest to promote our services, we may process photographs and video footage of you at our events, meetings, conferences, etc. via different forms of media.

How long do we keep your personal data?

We keep your employment data (identification, services, salary data, multifunctional declaration to the National Social Security Office, tax declaration, etc.) for a period of 10 years after the end of your (employment) contract. We do this to meet all kinds of social, fiscal and other legal obligations and limitation periods.