ELIA JOBS PRIVACY POLICY 
________________________________________

1.    About our Elia Jobs Privacy Policy
Elia (“we”, “our”, “us” or “Elia”) is committed to respecting and protecting your privacy.
The Elia Jobs Privacy Policy (“Policy”) explains how Elia processes personal data (“data”; “personal data”) of its (prospective) jobs applicants for permanent or temporary roles, candidates, users (“you”, “your”, or “job applicant”) that we collect from you or that you provide to us when you are applying for a job at Elia.
This Policy supplements our existing Privacy Policy https://www.elia.be/en/privacy-policy which gives you the information on how we process your personal data when you are visiting our website.

2.    Scope of the Policy
In application of the applicable data protection laws, such as General Data Protection Regulation 2016/679 and national data protection laws, Elia wishes to inform you which data are gathered from you as a job applicant, how your data will be used, and with whom your data will be shared. This Policy also states your rights as a data subject.
This Policy applies to:
•    Prospective jobs applicants for permanent or temporary roles, candidates applying on the “Jobs” section of the website Elia jobs (https://jobs.eliagroup.eu/) (“Website”);
•    all other job candidates who enter into contact with Elia in the context of a job application by phone, e-mail, intranet, social media such as LinkedIn, through internal communication channels if the candidate is already an employee of Elia, or otherwise.

3.    Who is responsible for the collection and use of your personal data and who can you contact?
The controller of your data is, depending on the company which will be your employer (i) Elia Transmission Belgium SA, a public limited company incorporated under Belgian law with its registered office at Boulevard de l’Empereur 20, 1000 Brussels, Belgium, registered in the Crossroads Bank for Enterprises under number 0731.852.231, (ii) Elia Asset SA, a public limited company incorporated under Belgian law with its registered office at Boulevard de l’Empereur 20, 1000 Brussels, Belgium, registered in the Crossroads Bank for Enterprises under number 0475.028.202, (iii) Elia Group SA, having its registered office at Boulevard de l’Empereur 20, 1000 Brussels, Belgium, a public limited company under Belgian law, registered in the Crossroads Bank for Enterprises under the number 0476.388.378, or (iv) Elia Engineering SA, a public limited company incorporated under Belgian law with its registered office at Boulevard de l’Empereur 20, 1000 Brussels, Belgium, registered in the Crossroads Bank for Enterprises under number 0471.869.861You can contact the Data Protection Officer (DPO) at the same address as above, or by e-mail at: privacy@elia.be.

4.    Which personal data will be collected? 
Through the application and recruitment process, we may collect, use, store and transfer your personal data. 
We collect such data either directly from you (e.g. by filling in forms on our Website or by corresponding with us by phone, e-mail, intranet or otherwise) or (where applicable) indirectly from another entity, such as an employment agency, or other referral sources, or through our internal file regarding your actual job within Elia, and/or through publicly available sources (such as LinkedIn). It includes: 

•    Identity information and related identifiers (e.g. first and last name, date of birth, gender (including no selection),…);
•    Contact information (e.g. your address, phone number, and email address);
•    Data relating to your professional background and/or included in your Curriculum Vitae (CV) (e.g. academic curriculum; data relating to your studies and/or trainings; qualifications obtained (rank, classification, title); skills and competencies; transcripts; free fields and comments; reference person(s) data); 
•    Information on compliance with any immigration or legal requirements related to your employment or the performance of any service to Elia, including in particular any proof of registration such as, but not limited to, copies of the work permits, and visas concerned; 
•    Details on how you as a job applicant heard about the position you are applying for ( this is not mandatory);
•    Financial data (e.g. current and/or expected salary package);
•    Information gathered from (virtual) interviews, face to face meetings, assessments (some jobs application include an assessment)    
•    Reference checks if you have provided them in your application and with your authorization ;  
•    If you are already an employee of a company of the Elia Group, personal data from your current HR file or feedback from your manager;
•    Technical data (including the IP address used to connect your computer to the Internet, browser type and version, time zone, browser plug-in type and version, operating system and platform, your device identifier) when visiting our Website for the implementation of our IT support, the detection and prevention of fraud and IT security breach;
•    Data relating to your use of our Website (e.g. pages visited, links you clicked, time you spent on a page), processed in an aggregated manner and solely for the purpose of improving the user experience on our Website and ensuring that the content is presented in the most effective way for you and for your computer/device;
•    Any other data that you voluntarily choose to provide us during the application process.
Elia does not seek to collect personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, or genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. 
We may however collect sensitive data for specific functions within Elia and within the framework provided for by law and its implementing decrees concerning security investigations to examine and assess your job application.

5.    Why do we collect and use your personal data? 
Personal data may only be collected and processed for specified and lawful purposes and may not be processed in a manner incompatible with those purposes. We use the data we hold about you in the following ways:

To perform recruitment process
•    To process and track your application through the recruitment process;
•    To communicate with you within the recruitment process;
•    To verify your information;
•    To contact your references with your authorization;
•    To assist you with obtaining/renewing an immigration visa or work permit, if applicable;
•    To conduct research about your educational and professional background, where required;
•    To undertake any relevant security and criminal record checks as permitted by applicable law;
•    For internal analysis purposes to understand the applicants who apply to Elia and to improve our recruitment process;
•    To answer any of your questions/queries regarding your job application;
•    To contact you in if another vacancy could be of interest to you. In that case, when an offer of employment has not been made or is not accepted by you, you will be informed that your personal data will be stored with a view to a further job opportunity and you will be informed that you have the opportunity to request the destruction of your personal data.

To protect Elia
•    When we may be required by law enforcement authorities or courts to disclose your data;
•    For the exercise or defense of legal claims, and to exercise and protect the rights of Elia;
•    For the management of legal disputes with job applicants.

6.    What are the legal bases for our use of your personal data?
Elia will only use and process your data if at least one of the following applies:
        A.    The necessity for the performance of our contract or to take steps at your request prior to entering into a contract
We process your data as this is necessary for us to perform the recruitment process and, where applicable, to enter a contract with you in the future. 
        B.    Our legitimate interests
If it is necessary for pursuing our legitimate interests, considering these interests are not overridden by your fundamental rights and freedoms (e.g. for internal analysis purposes to understand the applicants who apply to Elia and to improve our recruitment process, or to answer any of your questions/queries regarding your job application).
        C.    Our legal obligations
We process your data if this is necessary for us to comply with our legal obligations, including for instance for specific functions within Elia and within the framework provided for by law and its implementing decrees concerning security investigations, or to assist you with obtaining an immigration visa or work permit, if applicable. 
        D.    Consent 
If you are unsuccessful in obtaining employment, we may seek your consent to retaining your data in case other suitable job vacancies arise within Elia for which we think you may wish to apply. 

7.    What about cookies?
Our website uses cookies and/or other similar technologies. These cookies help us to provide you with a pleasant browsing experience and to improve our website. For detailed information about the cookies, we use and the purposes for which we use them, please refer to our Cookies Policy (https://jobs.eliagroup.eu/elia/content/Cookie-Policy-EN/?locale=en_GB).

8.    Who are the recipients of my data?
We will share your data to the following types of entities or in the following circumstances (where applicable):
•    Internally: with our affiliated companies e.g. any company of the Elia Group
•    Legal compliance: where we are required by public authorities (e.g. law enforcement or regulatory authorities) and courts to disclose your data to them;
•    Litigation purposes: with our professional advisers if reasonably necessary in connection with a dispute in which we are or may become involved;
•    Service providers: with human resources suppliers (e.g. for assessment or testing purposes, …), supplier of IT or storage services, .
We will also disclose information to third-parties under the following circumstances:
•    In the event of the purchase or sale of a business or assets, we reserve the right to disclose your data to the vendor or purchaser of the business or assets. During such transactions, if Elia or all of its assets were to be purchased by a third party, your information may be part of the assets transferred;
•    Where we are required to disclose or share your information to comply with a legal obligation or to protect the rights, property, or security of Elia, or of others. This includes the sharing of information with public authorities in the event of, for example, a cyber incident.

9.    How long will you keep my personal data?
We ensure that your data is only retained for a period that does not exceed that which is necessary having regard to the purposes for which they are processed.
If your application is unsuccessful, Elia will hold your data or file for 12 months after the end of the relevant recruitment process for other job opportunities. If you are an internal candidate, the data specifically collected for the new job will also be deleted within 12 months. You can always ask for the deletion of your data (see Section 11 hereunder).
At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims). 
Elia may also use the following criteria to determine the retention period for data depending on the context and purposes of each processing activities: 
•    Limitation periods under applicable laws;
•    The sensitive nature of the data;
•    Security reasons (for example, the security of our information systems);
•    In connection with any ongoing or future legal proceedings, including any request for disclosure made by a court or competent authority;
•    Guidelines issued by competent authorities (e.g. European Data Protection Supervisor, Belgian Data Protection Authority, etc.);
•    Our contractual rights and obligations in relation to the data concerned;
•    Our legitimate interest in processing when we have carried out balancing tests;
Unless:
•    the processing of your personal data is necessary in connection with any actual or potential dispute (e.g. we need this information to establish or defend legal claims), in which case we will keep your personal data until the end of such dispute; and/or
•    the retention is necessary for us to comply with any legal or regulatory obligation (e.g. for tax purposes), in which case we will keep your personal data for as long as required by that obligation.

10.    Will my personal data be transferred to other countries? 
We may transfer your data to a destination outside the European Economic Area (“EEA”), if that is appropriate (i) to achieve any of the purposes set out under section 5 and/or (ii) to disclose your personal to third party service providers, which may include supplier of IT or storage services such as service providers or software-as-a-service providers (some of which may be located outside EEA zone).
If your data is being transferred to countries located outside of the EEA, we will ensure that appropriate safeguards are taken, such as:
•    The transfer falls within the scope of an adequacy decision taken by the European Commission;
•    Standard data protection contractual clauses, as approved by the European Commission or a data protection authority have been established and additional measures have been taken, if necessary.
For further information about how transfers of personal data outside of the EEA are regulated, please consult the following link: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu_en.
For further information on how we implemented the appropriate safeguards, you can contact the DPO (see Section 3). 

11.    What are my rights in relation to my personal data? 
Depending on and subject to applicable data protection laws, you have certain rights regarding the data that we hold about you through the application and recruitment process. Please note that you may exercise the abovementioned rights only in relation to the data we hold about you. 
These rights include the following:
•    The right to be informed: You have the right to be provided with clear, transparent, and easily understandable information about how we use your data and your rights related thereto. This is in part why we are providing you with the information in this Policy;
•    The right of access: You have the right to obtain access to your data. You may wish to access your personal data to confirm our use in accordance with applicable data protection laws;
•    The right to rectification: You are entitled to have your personal data rectified if they are inaccurate or incomplete;
•    The right to erasure: This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your data where there is no compelling reason for us to keep using it. Please note that this is not an absolute right and exceptions apply;
•    The right to restrict processing: You have rights to block or prevent further use of your data. When processing is restricted, we can still store your data, but our use of your data will be restricted;
•    The right to data portability: you have the right to receive, in certain cases, your personal data in a structured, commonly used and machine-readable form so that you can reuse it for your own purposes in other services. For example: if you want to work with a different service provider, this enables you to move your personal data easily and in a secure manner to this new service provider;
•    The right to object to processing: Where the processing is based on our legitimate interest, you have the right to object to such processing unless we have a compelling and legitimate reason to continue processing your data;
•    The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your data with the Belgian data protection authority. The competent supervisory authority for Belgium can be contacted at: Data Protection Authority, 35 Rue de la Presse / Drukpersstraat, 1000 Brussels, Belgium, +32 (0)2 274 48 00, contact@apd-gba.be;
•    The right not to be subject to automated-decision making: You have the right not to be subject to a decision that is based solely on automated processing (including profiling) and that produces legal effects for you or similarly significantly affects you.

To exercise the above-mentioned requests, please send us an email to privacy@elia.be with “data protection request” in the subject line and include a copy of your identity card or another proof of your identity (e.g. your driving licence) to help us prevent unauthorised individuals from accessing, changing or deleting your personal data. 
We will respond to your request as soon as practically possible. If we need more than one month (from receipt of your request) to respond to your request, we will come back to you and let you know.

12.    Is my personal data secured?
Elia will implement appropriate technical and organizational security measures to protect your data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure, or access, and against all other unlawful forms of processing. 

13.    Changes to our Policy
We keep our Policy under regular review to reflect any (potential) legislative or regulatory changes.
This version was last updated on 17/11/2022. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to the extent required by law. 
It is important that the data we hold about you is accurate and current. Please keep us informed if your data change during our relationship with you.

You can find the details of our Online Privacy Policy on https://www.elia.be/en/privacy-policy respectively on https://www.50hertz.com/en/Dataprivacystatement.