Privacy Policy Applicants

Effective date: 29 July 2024

Purpose

This privacy policy explains how QbD Group and its affiliates handle the personal data of their (potential) job applicants.

• Application of this privacy policy.
• What personal data do we collect?
• How do we use your personal data?
• The legal grounds we use for processing your personal data.
• Who do we disclose your personal data to?
• Protection of your personal data.
• How long do we keep your personal data?
• Where are my data stored?
• Your rights.
• Right to complain.
• Changes to this privacy policy.

Scope

This privacy policy applies to:

Quality for You BV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgium (hereinafter referred to as “Quality for You”);

QbD Growth BV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgium (hereinafter referred to as “QbD Growth”);

QbD Flanders NV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgium (hereinafter referred to as “QbD Flanders”);

QbD Wallonia BV/SRL,  a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk BIOTECH 3, Avenue Jean Mermoz 32, 6041 Gosselies, Belgium (hereinafter referred to as “QbD Wallonia”);

QbD Clinical NV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgie (hereinafter referred to as “QbD Clinical”);

Quality by Design BV, a company organized under the laws of The Netherlands, with registered office at Verlengde Poolseweg 46, 4818 CL Breda, Nederland (hereinafter referred to as “QbD Nederland”);

Quality by Design France SRL, a company organized under the laws of France, with registered office at 3 Boulevard De Belfort, 59000 Lille, France (hereinafter referred to as “QbD France”);

QbD Group UK Ltd, a company organized under the laws of The United Kingdom, with registered office at 59a Monument Park Chalgrove, Oxfordshire, United Kingdom (hereinafter referred to as “EUDRAC UK”);

QbD PharmaProjects Spain SL, a company organized under the laws of Spain, with registered office at Av Via Augusta 15 – 25, Edificio 2, Ofician 16, 08174 Sant Cugat del Vallés, Barcelona, Spain (hereinafter referred to as “QbD PharmaProjects Spain”);

QbD Austria GmbH, a company organized under the laws of Austria, with registered office at Niederhofstraße 37/4.2, 1120 Vienna, Austria (hereinafter referred to as “QbD Austria”);

QbD Foundation, a company organized under the laws of Belgian, with registered office at Groenenborgerlaan 16,  2610 Wilrijk, Belgium (hereinafter referred to as “QbD Foundation”);

Qarad BV, a company organized under the laws of Belgium, with registered office at Cipalstraat 3, 2440 Geel, Belgie (hereinafter referred to as “Qarad”);

Qarad EC-REP BV, a company organized under the laws of Belgium, with registered office at Pas 257, 2440 Geel, Belgie (hereinafter referred to as “Qarad EC-REP”);

Qarad UK Ltd, a company organized under the laws of the United Kingdom, with registered office at 8 Northumberland Av, Westminster, WC2N SBY London, (hereinafter referred to as “Qarad UK”);

Qarad Suisse SA, a company organized under the laws of Switzerland, with registered office at World Trade Center, Av. de Gratta-Paille 2, CH 1018 Lausanne, Switzerland (hereinafter referred to as “Qarad Suisse”);

AZIERTA LIFE SCIENCES & HEALTH CONSULTING FIRM, S.L, a company organized under the laws of Spain, with registered office at Vía de las Dos Castillas, 33, Edificio 7, 28224 Pozuelo de Alarcón, Spain (hereinafter referred to as “Azierta”).

BPF part of the QbD Group SA de CV, a company organized under the laws of Mexico, with registered office at Sur 114,  #106 Colonia Cove, Alcaldía Álvaro Obregón, Cp 01120 Ciudad de México, México (hereinafter referred to as “BPF”);

Healthtomarket BV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgium (hereinafter referred to as “Healthtomarket”);

Monkeys not Donkeys BV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Wilrijk, Belgie (hereinafter referred to as “Monkeys not Donkeys”);

QPRO – Part of QbD, a company organized under the laws of Colombia, with registered office at Calle 50 Norte, #4A Norte – 29 Cali Valle del Cauca, Colombia (hereinafter referred to as “QPRO”);

Quercus Labo BV, a company organized under the laws of Belgium, with registered office at Wijmenstraat 21P, 9030 Mariakerke, Belgium (hereinafter referred to as “Quercus Labo”);

Turnstone Communications BV, a company organized under the laws of Belgium, with registered office at Groenenborgerlaan 16, 2610 Antwerpen, Belgium (hereinafter referred to as “Turnstone Communications”);

We are committed to protecting your privacy and handling your information in an open and transparent manner.

When we refer to “our Website” or “this Website” in this policy we mean the specific webpages with a URL commencing https://qbdgroup.com/, https://qarad.com, https://ifucare.io, https://azierta .com, https://turnstone.be, https://at.qbdgroup.com, https://www.simabs.com, https://healthto market.com, https://quercus.be, https://www.eudrac.com, https://monkeysnotdonkeys.agency, https://qbd. digital, https://www.qbd.lat.

For the purposes this privacy policy, your information is referred to as “personal data”. We collectively refer to handling, collecting, protecting and storing your personal data as “processing” such personal data.

What personal data do we collect?

When you apply for a specific role or apply on a spontaneous manner, we collect and process the persona data that you provided to us. This includes information provided through an online job site, via email, in person during interviews and/or by any other method. We may keep a record of that correspondence. We will only collect and retain what is allowed as per local legislation.

The personal data that we collect or obtain may include:

• your first name;
• your last name;
• your date of birth;
• your email address;
• your telephone number;
• your resident address;
• your qualifications;
• your skills and experience;
• your employment history;
• your resume.

How do we collect your personal data?

We use your personal data in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of current and/or future recruitment processes.
• To enhance any information that we receive from you with information obtained from third party data providers.
• To find appropriate candidates to fill in our job openings now or in the future, building up a recruitment reserve.
• To start-up the onboarding process on successful recruitment.

What are the legal grounds for processing your personal data?

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

By applying to our job site you give your explicit consent to be retained in the QbD Group talent pool, where we store your personal data in order to fill in any future vacancies that would match your profile, and for which we can re-contact you.

Who do we disclose your data to?

We may share your personal data with any member of the QbD Group and other trusted third parties who perform functions in relation to recruitment on our behalf and provide services to us such as professional advisors. We require minimum standards of confidentiality and data protection from such third parties.

How do we protect your data?

We use a range of physical, electronic and managerial measures to ensure that we keep your personal data secure, accurate and up to date. These measures include:

• education and training to relevant staff to ensure they are aware of our privacy obligations when handling personal data;
• technological security measures, including fire walls, encryption, anti-virus software and restricted access to recruitment information;
• physical security measures, such as staff security badges to access our premises and locked cabinets for recruitment information in paper format.

Although we use appropriate security measures once we have received your personal data, the transmission of data over the internet (including by e-mail) is never completely secure. We endeavor to protect personal data, we will endeavor to protect this information to the best of our ability.

How long do we keep your personal data?

If you apply directly to QbD Group via our Job Page or our dedicated LinkedIn page, then we retain your personal data for as long as necessary for the recruitment process:

• If your application is successful, your information will be retained as part of your employment record. In the employment record, your personal data will be kept as long as the employment contract is ongoing, and a minimum of 5 years thereafter depending on the types of documents, which are subject to legal terms and our Privacy Policy Employees (HR-POL-001) that will be made available to you.
• If your application is denied, QbD Group will only retain your personal data after we acquire your explicit consent to maintain a talent pool for a period of 5 years. After those 5 years, we will re-contact you to check if your personal data are still accurate and ask whether or not you want QbD Group to withhold you in our talent pool. If you revoke your consent after we re-contact you or at any given time, your personal data will be deleted.

If you do not consent with your personal data being held in the talent pool, your personal data will be deleted after the recruitment process is finished.

Where are your personal data stored?

The personal data that we collect from you are stored within the European Economic Area (“EEA”), however in some specific cases it may be transferred to and stored outside the European Economic Area (“EEA”).  It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers, in which case the third country’s data protection laws will have been approved as adequate by the European Commission or other applicable safeguards are in place.

Your rights?

You have various rights in relation to your personal data. In particular, you have a right to:

• obtain confirmation that we are processing your personal data and request a copy of the personal data we hold about you;
• ask that we update the personal data we hold about you, or correct such personal data that you think is incorrect or incomplete;
• ask that we delete personal data that we hold about you, or restrict the way in which we use such personal data;
• withdraw consent to our processing of your personal data (to the extent such processing is based on consent);
• receive a copy of the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and to transmit such personal data to another party (to the extent the processing is based on consent or a contract);
• object to our processing of your personal data.

To exercise any of your rights, or if you have any other questions about our use of your personal data, please email dpo@qbdgroup.com.

You may also use these contact details if you wish to make a complaint to us relating to your privacy.

Right to complain

If you believe that your rights regarding your personal data have been violated, you have the right to lodge a complaint with the responsible data protection supervisory authority. As QbD Group’s HQ is located in Belgium, you as an employee may wish to seek out the Belgian Supervisory Authority at your convenience (contact details below). However, you are free to lodge a complaint at another supervisory authority if the QbD entity you are active within is located in another Member State of the EEA or if you live in one of said Member States. A comprehensive overview of contact details of each supervisory authority can be found at:  

https://edpb.europa.eu/about-edpb/about-edpb/members_en  

The Belgian Data Protection Authority is supervisory authority for QbD Group and all Belgian Affiliates

Belgian Data Protection Authority Gegevensbeschermingautoriteit (GBA)

Rue de la Presse 35 / Drukpersstraat 35

1000 Bruxelles / 1000 Brussel

Tel.:  +32 2 274 48 00

e-mail:  contact@apd-gba.be  

Website:  https://www.gegevensbeschermingsautoriteit.be/

                  https://www.dataprotectionauthority.be/

The English Data Protection Authority is supervisory authority for UK Affiliates (United Kingdom) and can be contacted via:

Information Commissioner’s Office (ICO)

Wycliffe House Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel.: +44 30 31 23 11 13

Fax: +44 16 25 54 58 60

e-mail: icocasework@ico.org.uk

Website: https://www.gov.uk/data-protection/make-a-complaint

The Federal Data Protection and Information Commissioner is the supervisory authority for Qarad Suisse S.A. can be contacted via:

Federal Data Protection and Information Commissioner

FDPIC

Feldeggweg 1

CH – 3003 Bern

Tel.:  +41 (0) 58 462 43 95

Email: see online submission form on below website

Website: https://www.edoeb.admin.ch/edoeb/en/home/deredoeb/kontakt.html

Changes to this privacy policy

The Privacy Policy Applicants may be updated from time to time to reflect changes in laws and regulations or our privacy policy. To let you know when we made changes to this privacy policy, we will amend the implementation date at the top of this page. The new modified or amended Privacy Policy Applicants will apply from that revision date. Therefore, we encourage you to periodically review this privacy policy available on our company websites to be informed about how we are protecting your information.

Archiving

Not applicable.

References

Internal references

Not Applicable

External references

Regulation (EU) 2016/679 – General Data Protection Regulation (GDPR)

History

Approval

Appendixes

Not applicable.