This Privacy Policy is effective from 25th of May 2018.

We are Octagon Professionals Internationals B.V. (“we”, “us”, “our”,). We are committed and see it as our responsibility to protect your privacy. This means we collect and process information in accordance with the new General Data Protection Regulation (GDPR) (effective from 25-05-18). We will ensure that information controlled by us remains private and is used only for purposes set below. In this Privacy Policy, we would like to inform you about what information we collect, how we collect this information, why and when we collect this information and how we protect this information. By using our website and sending us information, you consent to the processing of your personal information in accordance with this Privacy Policy.

Why and when we collect information

We collect and process your information for the execution of our recruitment services. This means recruitment & selection, personnel management, administration, employment, and payroll. Collecting and processing this information is necessary to be able to carry out our services properly.
We collect the information you choose to submit on our website or information that you choose to send to us in some other way. We may also collect information that is publicly available on Social Media platforms (LinkedIn & Facebook) that indicates that you would be interested in recruitment & selection, personnel management, administration, employment, and payroll.  In this case, we will approach you if you are interested in registering with us in accordance with this Privacy Policy.

How we collect your information

  1. Dealing with a recruiter via phone, letter, email or internet
  2. Registering with us via our website
  3. Submitting a CV via our website
  4. Subscribing to any other communication form used by us
  5. Submitting any information via website in connection with an application
  6. Submitting any information via job board in connection with an application
  7. Information that is publicly available on Social Media platforms

What information we collect

Personally Identifiable Information we collect from candidates & applicants. 

What information do we collect?

  • First and last name
  • Address
  • Date of birth
  • Contact information (Email address and telephone number)
  • CV
  • Job preferences

You may choose not to provide us with certain personal information. In that case, you may not be able to take full advantage of our services.

Purpose of processing

  • Comply with valid laws and regulations
  • Recruitment services purposes
  • Start and execution of an employment contract
  • Execution and fulfillment of agreements with clients
  • Informing applicants and candidates about suitable vacancies
  • Informing applicants, candidates and clients about our services

Data retention period
We will keep your personal information no longer than necessary. The retention periods we use depend on the applicable statutory retention periods.  We reserve the right to retain the information you provide up to 12 months after it has been issued.  You will receive an automatic reminder within 12 months that we are in possession of your personal information. When receiving the automatic reminder, you will be given the opportunity to opt-out. Information of rejected applicants for a job will be deleted within a month of fulfilling the vacancy.

Personally identifiable information we collect from companies and company contacts

What information could we collect

  • Name
  • Contact information (email address and telephone number)
  • Job title

Purpose of processing

  • Comply with valid laws and regulations
  • Recruitment services purposes
  • Informing companies, clients & company contacts about our services

Data retention periods
We will keep your personal information no longer than necessary. The retention periods we use depend on the applicable statutory retention periods. We reserve the right to retain the information you provide up to 24 months after it has been issued. You will receive an automatic reminder within 24 months and that we are in possession of your personal information. When receiving the automatic reminder, you will be given the opportunity to opt-out.

Where is our data stored

We will store your information in our Customer Relationship Management (CRM) System. This internal system is only accessible to our employees who need your information to perform a specific job. The use of CRM system ensures that your information is securely stored. Our employees can search and process this information in order to provide you with the best possible service. The data stored in our CRM System is located on servers in the Netherlands and the United States.

Cookies

If you visit our website, we may track the visits using cookies. Cookies are packages of data that are sent to your computer from a web server. Our website uses cookies to distinguish you from other users on our website. It helps us to record user-specific information such as page visits, time on page and pages viewed. Using cookies helps us to provide better service to our visitors and gives information that is used to manage our website. Read more about cookies in our Cookie Policy.

Legal Basis of processing

When we process your personal information we do this on the basis of Art. 6 I a), b) or f) EU Data Protection Regulation. If we process your personal information on the basis of Art. 6 I lit f) the legitimate interests we pursue are to enable us to offer customers the most suitable candidate for the respective position and to offer the best possible position to the candidates.

When to get in touch with us

Accessing your information: You can get in touch with us at any time to request access to any personal information we hold about you and to be informed whether we process your personal information

Making sure your personal information is up to date: To ensure that your personal information is precise, complete and up to date you can get in touch with us to request rectification. We may also get in contact with you to check if the information you provided to us is still up to date.

To request removal of personal information you provided us: You can get in touch with us to request removal of your personal information at any time

For a Data portability request: You may request a transmission of your personal information to another controller.

To request restriction or object: To ensure that we only process your information with your consent you can request restriction of, or object to, processing your information. Collecting and processing information is necessary to be able to carry out our services properly. Keep in mind that restriction or objection can mean that you won’t be able to take advantage of our services.

For an ‘accessing information request’,  please send the filled ‘Access Request form’ to datasupport@octagon.nl. You can download the form here.

You may be asked for further details in relation to your request. Upon receiving your request, we have 30 calendar days to identify you and to identify the information you requested. We may extend the response time by up to two months. Octagon Professionals International B.V. does not charge a fee to process an access request. Contact us at datasupport@octagon.nl for any of the other above requests.

Transfer of data

If Octagon Professionals Internal B.V. is involved in a sale, liquidation or merger of the company we may disclose and transfer your personal information to a third party as part of that transaction. This happens on the condition that the third party only uses your personal information for the purposes you provided it to us. You will be notified in the event of any such transfer and you will be given the opportunity to opt-out.

Sharing information

We will share your information with customers and only for the purposes that are described in this Privacy Policy. We will not share, sell or otherwise distribute your information to third parties.

Legal authorities

When legally obliged,  Octagon Professionals International B.V. personal information may be disclosed to the government or law enforcement agencies.

Security Measures

Octagon Professionals undertakes substantial efforts to take appropriate organizational and technical measures to protect your personal information against unlawful processing and/ or loss. All Octagon employees are bound by our internal privacy policy to work in compliance with the applicable data protection law. Only employees who need information to perform a specific job are granted access to personal information. All Octagon employees who have access to this information, are bound by a confidentiality clause.

Liability

Liability of Octagon Professionals International B.V. for indirect damage, including consequential loss and loss of income, is in all cases excluded. We are not liable for any personally identifiable information sent to us not needed for the purposes mentioned in this Privacy Policy.

Furthermore, our site may contain references and/or hyperlinks to one or more websites of third parties. Octagon Professionals International B.V. is in no way liable for the way in which these third parties deal with the privacy legislation. Therefore we strongly recommend that you review the privacy policy of these websites so that you are aware of how these third parties deal with Personal information.

Changes to this Privacy Policy

This Privacy Policy may be changed by us at any time. If we decide to change our Privacy Policy, we will post the changes we made here so that you are always informed about the information we collect and how we use this information. This privacy notice is in accordance with the latest data protection laws in force. From the 25th of May 2018 this will be the General Data Protection Regulations.

Questions and complaints

If you have any questions, comments or complaints about the protection of your personal information by Octagon Professionals, you can contact us by email at: datasupport@octagon.nl

Data Breach

In case of a suspected data breach, we ask you to report this immediately by sending us an email to datasupport@octagon.nl

Data Protection Officer

Attn: Data Protection Officer
datasupport@octagon.nl
Laan Copes van Cattenburch 62, 2585 GC Den Haag