Privacy statement recruitment

In this privacy statement we explain why and how we use your personal information in the context of our recruitment processes, your rights regarding this data, as well as the protections we have in place to safeguard it. Financierings Maatschappij voor Ontwikkelingslanden  N.V. (FMO) is the data controller of the personal data processed as described in this statement. Once you are successful in your application, this statement will no longer apply. Employees and externals working for FMO are informed of the processing of their personal data by us via the Privacy Statement Employees and Externals.

In this privacy statement you can read:

1. What personal information we collect
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2. Why we use your personal data and our legal basis for processing
   . 2
3. How FMO collects the information
   . 3
4. How long FMO keeps your information
   . 3
5. With whom FMO shares your information
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6. How we protect your personal data
   . 3
7. What privacy rights you have
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8. How and when we update this privacy statement
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1. What personal information we collect

If you apply through our website, we will store the information that you provided us, such as your name, contact details, information in your cv and motivation letter. We may collect, store and use the following personal information about you for the purposes described below:

Personal details

Your prefix, name, previous or maiden name, gender, nationality, civil/marital status, date of birth, place and country of birth, age, personal contact details, eligibility-to-work information, emergency contact information.

Talent information

Skills and experience, qualifications, references as provided in a CV and application documentation, interview and assessment data, background and verification information related to the outcome of your application, screening report, VOG, details of any offer made to you.

Position, compensation and payroll

Position of interest, title, location, full-time, part-time, possible terms of employment, possible salary, bonus, benefits, compensation type, salary step and other awards, currency pay frequency, effective date of compensation.

Immigration status

Citizenship, passport data and identity card data and details of residency or work permit.

Sensitive data

FMO may need to process certain data that is categorised as ‘sensitive data’ or may be perceived by you as ‘sensitive’, as this data is of a particular personal nature. This data could include:

• your photo or video image for site access and security reasons, including the pre-employment screening.
• passport copies, passport number, social security number, details of any disability and any reasonable adjustments required as a result.
• criminal data, including data relating to criminal behavior, criminal records or proceedings regarding criminal or unlawful behavior, which may be processed by FMO as part of the pre-employment screening as part of the decision on your eligibility for a specific position within FMO. Such sensitive data shall be used by FMO only within the strict limits set out by applicable local law. Where required, your explicit consent will be sought before the processing of any such sensitive information. FMO may also process this information on legal grounds other than consent.

2. Why we use your personal data and our legal basis for processing

Subject to applicable law, your personal data may be stored and processed by us or one of our dedicated partners for the following purposes:

Recruitment and selection

• To evaluate applications for employment, to verify the information received via the application or as otherwise publicly available on you (including your public profile on social media) and to make decisions in relation to selection of employees.
• For pre-employment screening including, where relevant and appropriate, identity check, right to work verification, reference checks, sanctions, Politically Exposed Persons (PEP) and adverse media checks, criminal record check.
• To make job offers, providing contracts of employment or engagement and preparing to commence your employment or engagement where you accept an offer from us.
• To contact you should another potentially suitable vacancy arise that is suitable to your career aspirations and skills and capabilities.
• To deal with any query, challenge or request for feedback received in relation to our recruitment decisions.
• To monitor programs to ensure equality of opportunity and diversity.

We process the above personal data to enter into a contract with you ( (e.g. for making a proper assessment of the eligibility of a candidate, for collecting your banking details), to comply with legal obligations we are subject to (keeping a copy of your passport and social security number for tax purposes) or on the basis of your consent (e.g. to retain your CV for future positions). We may also process personal data because it is in our legitimate interests to do so without your right to e.g. privacy prevailing.

3. How FMO collects the information

We usually collect your personal information from you, e.g. because you provide us with your CV or with information during a job interview. We may also obtain your personal data form public data sources and social media like LinkedIn. With your consent, we will obtain personal data from your references such as previous employer, or pre-employment screening agencies, third parties carrying out background checks.

4. How long FMO keeps your information

We will store your personal information only for as long as is required or reasonably necessary for the purposes for which it was collected, as explained in this Privacy Statement. The criteria we use are the following:

• If your application is successful, we will retain your personal data as further set out in our Privacy Statement Employees and Externals.
• If your application is unsuccessful or for other reasons not completed, we will retain your personal data for a period of 4 weeks after the end of the application process.
• We will only retain your personal data for longer with your consent, e.g. if you wish to be considered for future positions.
• If you submit your application online via www.fmo.nl/careers, you may choose for your information to be retained 28 days after the closing of the job application or to be retained for 1 year after the day of the application has been submitted.

5. With whom FMO shares your information

Within FMO, only those employees that are involved directly in the recruitment process, have access to the personal data. For the above purposes, personal information may be transferred within or outside of the jurisdiction where you apply from or where the position is, either within FMO or to third parties, including, but not limited to:

• certain third parties including suppliers and service providers that manage the (online) employment application process. This provider will not be allowed to use any information relating to candidates for its own purposes. We have agreed additional safeguards to protect your information and have agreed data processing agreements with these suppliers.

Examples of third parties with whom we share your personal data (not a limitative list) include Ubeeo (recruitment), Validata (screening), LTP (assessments).

• FMO may disclose personal information when required by law or court order, or as requested by any government or regulator or law enforcement authority or agency.

Where FMO transfers personal information internally within FMO or to any third party between different jurisdictions, including, but not limited to, transfers outside of the European Economic Area (EEA), and to other jurisdictions that have not been deemed to offer adequate protection, for the purposes outlined in this document, it will take appropriate steps to ensure that there is an adequate level of protection for personal information in place in accordance with applicable legal requirements. Such as concluding additional contracts or (technical) measures in case of transfers outside the EEA.

6. How we protect your personal data

Personal data held by us will be kept confidential in accordance with data protection laws and applicable FMO policies and procedures.

We will take appropriate security measures to protect personal data and to keep it secure and safe from loss or unauthorized disclosure or use.

7. What privacy rights you have

You have a number of legal rights in relation to the personal data that we hold about you

These rights include:

• the right to obtain information regarding the processing of your personal data and access to the personal data which we hold about you.
• the right to withdraw your consent to our processing of your personal data at any time.
• in some circumstances, the right to receive some personal data in a structured, commonly used and machine-readable format and/or request that we transmit those data to a third party where this is technically feasible.
• the right to request that we correct your personal data if it is inaccurate or incomplete.
• the right to request that we erase your personal data in certain circumstances.
• the right to request that we restrict our processing of your personal data in certain circumstances.
• when we are processing on the grounds of legitimate interest, the right to object to the processing and we must stop unless we have an overriding reason which will be communicated to you.
• you also have the right not to be subject to decisions which are based solely on automated processing, unless e.g. sufficient suitable measures have been implemented to safeguard your rights, including the right to obtain human intervention as required.

How to exercise your rights

If you would like to exercise any of these rights, or if you have any concerns about how your personal data is handled by us or wish to raise a complaint on how we have handled your personal data you may contact us via email at: DPO@FMO.nl.

If you have a complaint, we’d like to hear about it so we can try to find a solution first. You always have the right to lodge a complaint with the applicable data protection authority. For the Netherlands, this is the Autoriteit Persoonsgegevens (T: +31 88 - 1805 250 or https://autoriteitpersoonsgegevens.nl/nl/meldingsformulier-klachten).

To protect your privacy, we will take steps to verify your identity before fulfilling your request; this can mean that we ask you to meet us in person in the office or ask you to identify yourself first.

8. How and when we update this privacy statement

From time to time, we may make changes or amend this Privacy Statement for Employees and Externals as required to reflect any changes to the way in which we use personal data or as a result of changes in data protection laws. A new version will be published on the intranet.

Questions about this privacy statement can be directed to our Data Protection Officer: DPO@fmo.nl.

Version February 2024