Dear applicant,

We would like to welcome you to Baltimore Aircoil Company and look forward to receiving your application.

You will be giving us your personal data when you submit your application to us via Jobs on our website. We will use your information exclusively for processing your application and for the recruitment process. This notice sets out what we do with your personal data and what rights and options you have in this regard. You can rely on Baltimore Aircoil Company to treat your information with the greatest possible care, diligence and confidentiality.

CONTROLLER

Any personal data you provide us with during the recruitment process will be controlled by the Baltimore Aircoil Company recruiting group entity (referred to hereinafter as “us” or “BAC”), who is responsible for the security and integrity of your personal data.

Furthermore, other BAC affiliates may control your personal data if the law obliges or permits us to share your personal data for the purposes described hereinafter or if you have given us permission to do so.

HOW WE USE YOUR PERSONAL DATA

We will process your personal data exclusively for processing your application and the

recruitment process specifically for the following purposes:

  • Processing your application, including

  1. checking and assessing your suitability for the post for which you have applied,

  2. confirming your references and educational background,

  3. communicating with you,

  4. carrying out assessments by assessment centres and any other assessment methods,

  5. reimbursing expenses and organising any travel required;

  • Security purposes,

  1. whenever you visit or use our facilities,

  2. guaranteeing the integrity and security of and controlling access to our premises and sites, facilities, IT and communication systems, platforms and secure websites and application websites and other systems or facilities,

  3. investigating, preventing and detecting security threats, fraud, theft or other criminal or malicious activities;

  • Statutory documentation purposes, ensuring compliance with statutory obligations with regard to documentation and document retention;

  • Dispute resolution, enforcing agreements we have concluded and establishing, exercising or underpinning legal action.

We may also use your personal data for the following purposes if you have expressly given us your permission:

  • your inclusion in our applicants’ database, including

  1. assessing your suitability for our current or future vacancies

  2. providing you with information by e-mail or telephone or via other communication channels which you have authorised us to use about vacancies of interest at BAC

  3. storing and processing any personal data provided with your application and sharing it with BAC Group affiliates in this respect.

  • Sending BAC information and updates to you, via updates by e-mail with news, announcements and invitations to BAC programmes, surveys or other events including those of our affiliates.

We will not use your personal data to make automated decisions which have consequences for your or to create profiles other that those set out above.

Personal data will be stored in a cloud environment on servers which are located in Germany. Access to your personal data will be granted to a strictly limited group of BAC Group members of staff such as your Hiring Manager, HR Business Partner and other members of staff involved in recruitment, but strictly limited on a need-to-know basis as required for the recruitment process.

TYPES OF PERSONAL DATA

Unless agreed otherwise with you, we only collect personal data required in connection with your application for the above-mentioned purposes. This comprises any information you provide us with directly in your application and any information collected or generated in the course of your application process.

This usually comprises the following data categories:

  • Application data: Any personal data you provide us with during the recruitment process, including name, contact details, photo, educational background, work background, answers to questionnaires or answers given in interviews.

  • Assessment and test data: Any personal data stemming from assessments and tests, including comments and assessments by interviewers, logical, psychological and other test results in accordance with applicable data protection laws.

  • Background screening data: Any personal data stemming from background screening carried out to the extent that it is necessary or required for the post you have applied for.

  • Results of reference checks: Any personal data stemming from checks on work references you have provided us with during the recruitment process.

HOW WE COLLECT YOUR PERSONAL DATA

We will primarily collect your personal data directly from you whenever you interact with us during your application, for instance:

  1. when you fill in applicants’ questionnaires

  2. when you visit our intranet, website or other communication or work platforms

  3. when you communicate with us about your application.

Moreover, we will collect personal data about you during your application for the above-mentioned permitted purposes, for instance:

  1. assessment centres and other performance assessments

  2. recording and controlling your access to and use of our facilities, and communication and IT systems

  3. reimbursing expenses.

HOW WE PROTECT YOUR PERSONAL DATA

We have adopted physical, technical and procedural precautionary measures in compliance with the requirements for the statutory protection of your personal data against unauthorised access or breaches. These precautionary measures comprise implementing specific technologies and procedures which are intended to protect your privacy, such as secure servers, firewalls and SSL encryption. We will comply with the applicable legislation and regulations on the confidentiality and protection of your personal data at all times.

SHARING YOUR PERSONAL DATA

We may share your personal data with affiliates within the BAC Group if it is required for the recruitment procedure. Accordingly, we will share your personal data with an affiliate if your Hiring Manager responsible was employed by that affiliate or if the HR Business Partner responsible was in another BAC company. A transfer of this kind is to take place in strict compliance with the requirements of the applicable data protection laws. These affiliates will in turn use the personal data for the same purposes and on the same terms and conditions as those set out in the privacy notice.

We may also commission service providers (known as data processors) within or outside the BAC Group, at home and abroad, to process personal data on our behalf and solely in accordance with our instructions for the recruitment procedure. Furthermore, we may also share your personal data with judges, supervisory authorities, law enforcement services or other competent authorities or legal advisors, if it is lawful and necessary to comply with a legal obligation or to establish, exercise or underpin legal action.

We retain control of and remain fully responsible for your personal data and will use suitable precautionary measures as required by the applicable legislation on ensuring the integrity and protection of your personal data when calling on these service providers.

WHERE WE PROCESS YOUR PERSONAL DATA

BAC is a company that operates worldwide. In the course of our business activities, we may also transfer your personal data to recipients in countries outside the European Economic Area (“third countries”) in which the applicable legislation does not offer the same level of data protection as the laws at home. If we do so, we will comply with the applicable data protection requirements and take suitable precautionary measures to guarantee the security and integrity of your personal data, specifically by adopting the EU standard contract provisions. These provisions can be looked up by appointment in our offices.

You can contact us at any time via the contact details below if you would like to receive more information about these precautionary measures.

YOUR DATA PROTECTION RIGHTS

You can exercise various rights under the GDPR. You can find all the information about this at

https://ec.europa.eu/commission/sites/beta-political/files/data-protection-overview-citizens_en.pdf

More information about GDPR is available at

https://ec.europa.eu/commission/priorities/justice-and-fundamental-rights/data-protection/2018-reform-eu-data-protection-rules_en

RETAINING YOUR PERSONAL DATA

Your personal data will be retained as long as necessary for the permitted purposes, unless required otherwise

by law or to protect the legitimate interests of BAC, i.e.:

  • If you enter into an employment relationship with BAC, we will retain your personal data for the duration of your employment.

  • Otherwise we will retain your personal data for 6 months after completing the recruitment process and all your personal data will be deleted thereafter.

  • The statutory periods for retaining, deleting and restricting will be observed.

OBLIGATION TO PROVIDE PERSONAL DATA

As a general principle it holds that you provide us with your personal data on an entirely voluntary basis.

If, in certain circumstances, you do not provide relevant personal data, it may be that we will be unable to process your application correctly or allow you to take part in activities or services connected with your application.

AMENDMENTS TO PRIVACY NOTICE

This privacy notice may be amended from time to time in order to comply with applicable legislation on data protection. The date of the latest update is shown above.

QUESTIONS

If you have any questions about protecting your personal data, please contact us by e-mailing Privacyoffice@baltimoreaircoil.be. We will deal you your request immediately.