Privacy policy
PRIVACY CODE FOR APPLICANTS
XXL Nutrition and/or its affiliated companies (hereinafter: XXL Nutrition MALTA) attaches great importance to protecting the privacy of internal and external applicants. This statement serves to inform applicants about the manner in which personal data are processed by XXL Nutrition in the context of the recruitment and selection process and to draw applicants' attention to their rights. XXL Nutrition will at all times be guided by the General Data Protection Regulation and other relevant laws and regulations when processing personal data.
1. Responsibility
The processing of personal data in the context of the recruitment and selection process is under the responsibility of the management of XXL Nutrition and/or affiliated companies.
2. Purposes
XXL Nutrition processes personal data of applicants exclusively for the following purposes:
a. assessing the suitability of applicants for the position applied for and/or other positions within XXL Nutrition;
b. comparing the qualifications and other information of applicants with existing vacancies;
c. alerting applicants to other positions for which they may be eligible;
d. establishing and maintaining contact with applicants;
e. contacting specified referees and/or training institutes; f. being able to have an assessment take place, if this is part of the selection procedure;
g. the ability to comply with legal obligations;
h. If an applicant is hired, personal data obtained will be further processed for the execution of the employment contract, including drawing up the employment contract, for administrative purposes and introducing the applicant within the organization.
3. Basis
XXL Nutrition has a legitimate interest in processing personal data of applicants in order to assess whether an applicant is eligible for a position within the XXL Nutrition organization. In addition, XXL Nutrition processes personal data in order to comply with its legal obligations and, if an applicant is hired, to implement the employment contract. The basis for the processing of personal data by XXL Nutrition in the context of the recruitment and selection of employees is therefore Article 6, paragraph 1, points b, c and f of the General Data Protection Regulation (GDPR).
4. Data
XXL Nutrition only processes personal data that is relevant to the recruitment and selection procedure. This concerns both personal data provided to XXL Nutrition by the applicant himself, and personal data obtained by registers or by consulting social media. XXL Nutrition processes the following data:
a. general information (including name, gender, date and place of birth; nationality and address and contact details);
b. CV, motivation letter and other documents sent by the applicant; c. a possibly added photo;
d. data regarding training courses, courses and internships completed;
e. information regarding the nature and content of current and previous employment relationships as well as their termination;
f. data regarding registration of applicants in the BIG register and other professional registers;
g. data obtained from specified referees and/or training institutions; h. a copy of a valid ID, if the applicant is employed; i. a Declaration of Good Conduct (VOG);
j. a residence and/or work permit;
k. results of assessments and tests;
l. notes from job interviews;
m. contact details of the parents/guardians of minor applicants; n. other relevant data provided by the applicant;
o. data other than the aforementioned, the processing of which is necessary under a legal requirement.
5. Acknowledgment
XXL Nutrition will provide the applicant with an acknowledgment of receipt after receiving the application. The data processed by XXL Nutrition in the context of the application procedure is accessible to employees of the HR department and the manager (or his deputy) of the department where the position applied for is located.
6. Social media
XXL Nutrition reserves the right to obtain information about an applicant by consulting social media. The consultation of social media will be proportionate to the nature of the position being applied for and will be limited to data that is important to assess the applicant's suitability for the position being applied for. XXL Nutrition will not lose sight of the fact that the information that can be found on social media about an applicant is not always reliable, correct and accurate. If XXL Nutrition collects information about an applicant by consulting social media, XXL Nutrition will inform the applicant about this afterwards and discuss the results of consulting social media with the applicant, stating the source where certain information was found.
7. Security
XXL Nutrition ensures adequate security of the personal data obtained in the context of the application procedure by taking, periodically evaluating and, where necessary, adjusting appropriate technical and organizational security measures aimed at preventing loss and/or unlawful processing of personal data. XXL Nutrition regularly evaluates whether the technical and organizational security measures taken still provide an appropriate and adequate level of security or whether additional measures are required to ensure the protection of personal data.
8. Retention period
Data of applicants who join XXL Nutrition after completing the application procedure will be added to the personnel file. XXL Nutrition stores data about applicants who are not employed until four weeks after the end of the application procedure. If no later than four weeks have passed since the end of the application procedure, the data will be destroyed. Data may be retained for a longer period if the applicant has filed a complaint about the application procedure, in which case the data will be retained until the complaint has been finally resolved.
Only if the applicant has given written permission to do so, In that case, XXL Nutrition will keep the applicant's data for a maximum of one year after the end of the application procedure, after which the data will be destroyed. The applicant has the right to withdraw consent once granted at any time without giving reasons, in which case XXL Nutrition will immediately destroy the data.
9. Right of access
The applicant has the right to request that XXL Nutrition provide access to the data that XXL Nutrition processes about him. A request for access must be made in writing and does not need to be motivated. XXL Nutrition will decide on the request within four weeks of receipt. XXL Nutrition will in principle respond positively to such a request. However, XXL Nutrition may refuse access in whole or in part if the interests of XXL Nutrition or one or more third parties in not providing certain data should prevail over the applicant's interest in access. If access is granted, XXL Nutrition will provide a copy of the processed personal data to the applicant. There are no costs involved. If the applicant requires an additional copy, XXL Nutrition will charge a reasonable administrative fee. Before a copy is provided, the applicant must identify himself with a valid ID.
10. Right to correction
The applicant has the right to request XXL Nutrition to correct or supplement incorrect personal data concerning him. This right is limited to data that is factually incorrect and does not extend to data of a subjective nature. A request for correction must be submitted in writing and stating reasons. XXL Nutrition will decide on the request no later than four weeks after receipt. Before such a request can be complied with, the applicant must identify himself with a valid ID.
11. Right to erasure
The applicant has the right to request that be erased on the basis of a legal requirement, or if (iv) the applicant objects to the processing on other good grounds. A request for removal must be made in writing and must include reasons. XXL Nutrition will decide on the request no later than four weeks after receipt of such a request. Before such a request can be complied with, the applicant must identify himself with a valid ID.
12. Right to transfer
The applicant has the right to request that XXL Nutrition provide personal data concerning him or her in a structured, commonly used and machine-readable form to him or to a third party. A request for transfer of personal data must be submitted in writing and stating the reasons. XXL Nutrition will decide on the request no later than four weeks after receipt of such a request. Before such a request can be complied with, the applicant must identify himself with a valid ID.
13. Complaints
Complaints about the way in which personal data is processed by XXL Nutrition can be addressed to xxlnutritionmalta@gmail.com We request that you provide sufficient motivation for your complaint in order to provide an appropriate response. XXL Nutrition will respond to your complaint in writing as soon as possible, but no later than four weeks after receipt. If your complaint is not sufficiently answered, we will be happy to discuss a suitable solution with you. We would like to point out that you also have the right to file a complaint with the Dutch Data Protection Authority at any time. This is the supervisory authority in the field of privacy protection..