Privacy

Privacy

Our Privacy Statement 

Welcome to Anankei!

As a company, we help passionate IT professionals in the search for their dream job or the project that suits them and we help our clients find people with a passion for IT. 

To achieve this, we collect and use information about you. 

We do this fairly, sincerely and as transparently as possible. We also want to explain to you what we do and what we do not do with this personal information. Before we explain how we apply the new rules, we would like to give you some general information.

In this Statement, ’you’ are referred to as ‘the Client’ or ‘you or your’, and when we refer to ‘we or us’ or the ‘Company’ we mean Anankei bvba (Anankei).

Anankei bvba with VAT number BE0871527281 is registered at Grauwmeer 1-46 box 44, 3001 Heverlee. We can be reached by telephone on 016/38 10 14 or by email info@anankei.com.

Anankei also uses the name ITjobs4you. The same rules apply to this.

Anankei provides IT services such as secondment, recruitment & selection and consultancy. 

We use various IT systems and personal data to carry out our business activities. 

Anankei is committed to protecting and respecting your privacy. This Privacy Statement describes your privacy rights in relation to your data that we process, as well as the steps we take to protect your privacy. Within our organisation, your data is only accessible to responsible employees who need access to it for the performance of their duties.

Anankei has chosen to draw up both a short and readable privacy statement and one with more legal explanation.  

Since 25 May 2018, a lot has changed with regard to your privacy. What impact does this have on the way we handle your data?

 

 

 

Our Privacy Statement: the short version

Why do we use your personal data?

Usually we obtain your data because you have either sent an open application to us, or you have applied for one of our jobs or posted your CV on a job site.

We use and process the data to: 

  • help you to find a new project or a new job;

  • assist you in the application process or to invite you for a first interview;

  • introduce you to one of our clients or one of our projects;

  • if you consent, we may also use your contact details to keep you informed about new jobs or projects in the future via email, text messages or telephone.

Important to know!

  • We never change or modify a CV under any circumstances. If a certain item on your CV needs more explanation or details, we will ask you to add this.

  • We never present your CV to a client without your permission.

  • We never let clients call you without you being informed.

  • We will never propose you for an assignment or project without first discussing this with you. It is important that you can judge for yourself whether you can handle a certain job or not. 

What personal data do we collect and use as a Company?

In principle, anyone looking for a new assignment or a new job distributes or sends their CV and thus their data to Companies to make themselves and their capacities and availability known. In principle, we only collect those data that are relevant to Anankei. 

Personal data that Anankei usually collects include (without limitation):

  • your name, first name, contact details, language, LinkedIn profile, etc.;

  • your CV, your working experience, wage details, job preferences and any references;

  • interview reports, letters of recommendation, personal statements, photographs, etc.;

  • for which of our jobs you have applied;

  • test results, notes taken during an interview or contact, etc.;

  • when you contact us, we keep that correspondence (email, letter, etc.).

What does the law say about this (legal basis)?

The law states that there must always be a legal basis for processing data that we have about you. 

  • Your open application to Anankei or an application for one of the jobs Anankei has advertised;

  • the consent that you have given us to retain your data;

  • the performance of an agreement to which you are an involved party, as an employee or freelance consultant, for instance;

  • the processing is required in order to comply with obligations under laws or regulations. 

Do you have to provide us with the personal data that we ask you for?

You are not obliged to provide us with your personal data, but it is more or less impossible for us to work with you and offer you our services without your personal data.

Do we process your personal data without involving people?

Yes, sometimes. If you are looking for a new challenge, we can, based on your technical knowledge, language skills, location, experience, job, salary expectations, availability etc, perform a search in our database so that we can contact you to discuss an open vacancy or to send you our open vacancies.

How long do we retain your personal data?

This depends on how we have obtained your data or CV:

-      if we have obtained your CV from third parties, other companies, on CV platforms or elsewhere, we will keep your data for 1 month. This gives us the necessary time to contact you and check whether you are interested in a collaboration and we will then ask you whether we can keep your data for longer than 12 months. We might be able to be of service to each other in the future.

 

Do we pass on your data to third parties?

Your personal data will not be made commercially available to third parties in any way. 

In some cases we do disclose your data to third parties. We do that in the following circumstances:

  • To our clients: but only with your consent. So we will never forward your CV without your knowledge. 

 

  • To our suppliers: if you are one of our employees or if you have a project with us as a freelancer, we have to pass on your data to some other companies. These might be:

- Social security administration

- Financial services provider such as accountant and financial institutions

- Insurance company, pension fund, child benefit fund, medical service, leasing companies, etc.

 

Do we send your personal data to locations outside the European Union? 

No.

What rights do you have?

  • The right of access to and to obtain a copy of your personal data

  • The right to correct your personal data

  • The right to be forgotten or have data erased

  • The right to object

 

If you want to exercise one of your rights, please send an email to privacy@anankei.com

If you contact us via email to exercise your rights, Anankei will ask you to identify yourself before acting on your request. Finally, you also have the right to lodge a complaint with the data protection authority where you live or work, or where you believe that a problem has arisen with regard to your data. In Belgium, this is the ‘Privacy-commissie’.

What about data security and confidentiality?

At Anankei we make every effort to keep your data safe. To this end, we have taken appropriate technical and organisational measures to properly protect your personal data.

Contacting us

Nobody is infallible. If you have any questions or comments about this Statement or if you would like further information about how we protect your personal data and/or if you would like to contact Anankei's DPO, please email us at dimitri@anankei.com.

How do we manage changes in this Statement?

The conditions in this Statement may change from time to time. We will post any material changes to this Statement by providing appropriate notices on this Website or by contacting you through other communication channels.

The Anankei team

(Version date of this privacy policy: 22 May 2018)

Our Privacy Statement for applicants: the long version

What are personal data?

The General Data Protection Regulation defines personal data as follows:

all information about an identified or identifiable natural person; an identifiable person is a natural person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more elements characteristic of the physical, physiological, genetic, psychological, economic, cultural or social identity of that natural person.

Anankei does not process any special categories of personal data. Processing special categories of personal data is understood to mean:

The processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying an individual, or health data, or data related to a person's sexual behaviour or sexual orientation.

Why do we use your personal data?

Anankei collects and processes your personal data for the following reasons:

  • to help you find a new project or a new job, for instance;

  • to assist you in the application process or to invite you for a first interview;

  • To propose you to one of our clients or for one of our projects, based on your approval;

  • if you consent, we may also use your contact details to keep you informed about new jobs or projects in the future via email, text messages or telephone, for instance;

  • to further develop and improve our website/Portal or other existing or new systems/processes in order to better serve you; this mainly happens in the context of new IT systems and processes so that data about you can be used in testing the new IT systems and processes where dummy data cannot fully simulate the operation of that new IT system;

  • to pass on data to third parties (see below);

  • to comply with legal obligations where required;

  • we can also process your data for the following reasons: 

    • to promote the security and protection of people, company buildings, systems and assets;

    • to ensure compliance with internal policies and procedures;

    • to investigate and respond to incidents and complaints;

    • to comply with obligations and cooperate with investigations by the police, government or regulators. 

What personal data do we collect and use as a Company?

Personal data that Anankei usually collects include (without limitation):

  • your name, first name, contact details, language, LinkedIn profile, etc.;

  • your CV, your working experience, wage details, job preferences and any references;

  • interview reports, letters of recommendation, personal statements, photographs, etc.;

  • for which of our jobs you have applied;

  • test results, notes taken during an interview or contact, etc.;

  • when you contact us, we keep that correspondence (email, letter, etc.);

  • feedback about you from our staff and third parties; if you give feedback to others, we usually keep this too. This is also your personal data;

  • we may also collect information about your visits to our website/Portal such as (without limitation) your IP address, browser, timestamp, location, national traffic data, location data, weblogs and other communication data, and the resources you use. 

What does the law say about this (legal basis)?

The law states that there must always be a legal basis for processing data that we have about you.

When you work with or via Anankei, the processing of personal data for all stated purposes is based on processing grounds such as: 

  • Your open application to Anankei or an application for one of the jobs Anankei has advertised;

  • the consent that you have given us to retain your data;

  • the performance of an agreement to which you are an involved party, as an employee or freelance consultant, for instance;

  • the processing is required in order to comply with obligations under laws or regulations; 

  • processing is required in the legitimate interests of Anankei and its staff in order for them to conduct business in a way that does not unduly prejudice your interests or fundamental rights and freedoms. 

Do you have to provide us with the personal data that we ask you for?

You are not obliged to provide us with your personal data, but it is more or less impossible for us to work with you and offer you our services without your personal data.

Do we process your personal data without involving people?

Yes, sometimes. Anankei may use automated systems/processes and automated decision-making to contact you for certain jobs or to forward certain unfilled vacancies to you.

If you are looking for a new challenge, we can, based on your technical knowledge, language skills, location, experience, job, salary expectations, availability etc., perform a search in our database so that we can contact you to discuss an open vacancy or to send you our open vacancies. If you have indicated that you are looking for a Project Management position with knowledge of Scrum and a Prince 2 certificate, we can contact you by means of a search in our database and the information in your CV (place of residence and technical knowledge), to discuss this job with you. 

How long do we retain your personal data?

This depends on how we have obtained your data or CV:

  • If we have obtained your CV from third parties, other companies, on CV platforms or elsewhere, we will keep your data for 1 month. This gives us the necessary time to contact you and check whether you are interested in a collaboration.  

    • If you are indeed searching and are interested, we will ask if we can keep your CV longer (12 months or longer).

 

  • If you are not searching but would still like to be informed about possible future opportunities, we will ask if we can keep your CV longer (12 months or longer). 

 

  • If you are not interested and you do not allow us to keep your data, these will not be entered in the database and your CV will be deleted. In that case there will be no trace that you have already been contacted by us and it may therefore happen that this scenario repeats itself if you post your CV on a CV platform. 

We can offer a solution for this by entering a ‘not to contact before date xyz’.

 

  • In some cases, we are legally obliged to keep your data for a number of years after you have worked for us. The retention periods of your personal data depend on the purpose for which your data are processed and the tool in which these personal data are processed. The criteria applied for determining the retention period is that we will retain the personal data described in this policy for as long as  

    • is necessary for the purpose, 

    • is necessary to conduct business with you, 

    • you have consented to this and/or consent is required in accordance with retention rules laid down by law. In general, we keep information about tax and financial data (including payroll data and data about your salary, etc.) in accordance with legally required periods and any applicable limitation periods.

Do we pass on your data to third parties?

Your personal data will not be made commercially available to third parties in any way. 

In some cases we do disclose your data to third parties. We do that in the following circumstances:

  • To our clients: Anankei is committed to respecting your privacy.   

So we do not pass on your data automatically.                                                       

There are several rules that we adhere to strictly:

  • Your personal data, such as a CV, will only be passed on/forwarded to the client after your approval. So we will never forward your CV without having received approval from you in one way or another.

  • Each job that you are eligible for and that you are interested in will be discussed with you in advance. It is important for all parties (Client, you, Anankei) that there is an agreement regarding the location, the term, the job description, the company and the remuneration.

  • We only pass on the data that are important for the performance of the job;

 

  • To our suppliers: each supplier is bound by contractual and other legal obligations to keep your information confidential and respect your privacy, and they have access only to the information they need to perform their work. 

Relevant suppliers are companies that provide services such as: 

- Social security administration

- Financial services provider such as accountant and financial institutions

- Insurance company, pension fund, child benefit fund, medical service, leasing companies, etc.

 

  • We will share your information with the government, the police, regulators or law enforcement authorities if we, in our opinion, believe we are legally required to do so, have the right to do so, or if it would be prudent for us to do so.

  • When as part of due diligence in relation to a merger, acquisition or other business transaction, we need to disclose your information to the prospective buyer or seller or their advisers.

Do we send your personal data to locations outside the European Union?

No.

What rights do you have?

  • The right of access to and to obtain a copy of your personal data

You have the right to request confirmation as to whether we process your personal data. If we do, you have the right to request access to your personal data and certain information about how it is processed. In some cases you can ask us to send you an electronic copy of your data.

  • The right to correct your personal data

If you can demonstrate that the personal data we hold about you are incorrect, you can ask us to update or otherwise correct these. 

  • The right to be forgotten or have data erased

In certain circumstances you have the right to ask us to restrict the processing of your personal data and/or to erase your personal data. You can make such a request at any time and we will assess whether your request should be complied with; this right is subject to legal rights or obligations that we may have with regard to the retention of data. In situations where we determine in accordance with the law that your request to erase your personal data must be granted, Anankei will do so without undue delay. Remember that Anankei may no longer be able to be of service to you once your data has been deleted. If you are interested in one of our jobs or projects again, you will have to re-enter your personal data.

  • The right to object

To the extent that the processing of your data is based on Anankei's legitimate interests (and not on other processing grounds) or relates to direct marketing, you have the right to object to Anankei's processing of your data based on your personal situation.

If you want to exercise one of your rights, please send an email to privacy@anankei.com

If you contact us via email to exercise your rights, Anankei will ask you to identify yourself before acting on your request.

Finally, you also have the right to lodge a complaint with the data protection authority where you live or work, or where you believe that a problem has arisen with regard to your data. In Belgium, this is the ‘Privacy-commissie’.

What about data security and confidentiality?

At Anankei we make every effort to keep your data safe. To this end, we have taken appropriate technical and organisational measures to properly protect your personal data.

Contacting us

If you have any questions or comments about this Statement or if you would like further information about how we protect your personal data and/or if you would like to contact Anankei's Data Protection Officer (DPO), please email us at dimitri@anankei.com.

How do we manage changes in this Statement?

The conditions in this Statement may change from time to time. We will post any material changes to this Statement by providing appropriate notices on this Website or by contacting you through other communication channels.

The Anankei team

(Version date of this privacy policy: 22 May 2018)

Our Privacy Statement for clients and suppliers:

 

Which personal data are processed?

 

Data that we collect directly:

  • Identification data: your name, job title, company name, company number, sector, etc.

  • Contact details: work address, telephone number, mobile number, email address, Skype name, etc.

  • For invoicing: bank account number, bank details, payment term, etc.

  • Notes on collaboration and feedback.
     

Public data and data we collect indirectly:

Anankei sometimes processes public data. This may concern information, such as the publication of your appointment as director of a company, or information that you have made public yourself, such as information on your website. 

It might also concern data that is publicly known or has been published in one way or another. 
 

Why are these data processed?

 

We need some personal data to provide our services.  Depending on the situation, we will use your data.

  • If you are a contact at our client or at a prospective client: we collect your data when you contact Anankei. Your data are necessary to correctly perform the agreement you conclude with us. Because you enter into a contract with us, we must have the necessary personal data to be able to offer our services, which are included in the contract.

    This is mainly the sending of information regarding:

    • communication in the context of current assignments

    • quality follow-up regarding the completed assignments

    • invoicing and payments

    • information about our services

 

  • Prospective contacts by handing over a business card or other identification. We assume that on handing over your card or ID you also give your explicit consent to be included in our database.

    In addition, we also store the publicly accessible information that we find about you in our database. We assume that we may also retain this personal data, provided you have made it publicly available.

 

  • For suppliers: the personal data necessary for the performance of the agreement are collected. This mainly concerns contact details to enable easy communication.
     

Who receives my data?

 

Only the employees within our organisation who need your personal data in the performance of their job will be able to consult them.

In principle, your personal data will not be passed on to other parties except to:

-       The external accounting for the follow-up or clarification of invoices and payments

-       External companies that we hire to organise our events or other

-       Prospective applicants that we introduce to you as part of our business objectives. This could be, for example, when organising an interview with an applicant at your office. 

 

How long are my data retained?

 

Your personal data will be kept for as long as necessary to achieve the business goals.

In any case, we store your personal data in accordance with legally required periods and any applicable limitation periods. For example, this is 7 years for invoices.
 

What are my rights as a client or a supplier?

 

Accessing your data
If you want to see what personal data we process about you, you can do this by exercising your right of access and you can obtain a copy of the personal data that has been collected.
Anankei will provide you with as complete an overview as possible of the personal data held about you. We can confirm now that no special categories of personal data are kept (such as race, ethnic origin, health data, data on sexual orientation, etc.).
 

Having your data corrected
If there are changes to your personal data (such as contact details, job title, etc.), you can always have these corrected or completed.
 

Having your data deleted
If you believe that we are processing certain personal data on an unlawful basis, i.e. without a correct purpose, you can request that your personal data be deleted.
 

You can request that the processing of your personal data be restricted
If your data is incorrect and you have asked for it to be adjusted or you believe that we are processing your personal data on an unlawful basis, you can request that the processing of this data be restricted.

This means that we may only continue to process your personal data with your permission. We may continue to store your personal data, but are not allowed to carry out further processing without your consent, except in the context of legal proceedings, for the protection of natural or legal persons or for important reasons of public interest.
 

Transferring your personal data directly to a third party 
If you wish, you can ask us to transfer the data that you have provided to us yourself to you or directly to a third party. The General Data Protection Regulation provides a number of restrictions on this right, so that it does not apply in all cases. This will be looked at on a case by case basis.
 

You can refuse to have your data processed fully automatically
We do not use this with regard to the processing of your personal data.

You can withdraw your consent 
When your personal data is processed on the basis of consent, you can withdraw this consent at any time. We will then have to delete your personal data.
 

If you want to exercise one of your rights, please send an email to privacy@anankei.com

 

In addition, we inform you that you can at any time submit a complaint to the supervisory authority if you believe that we are not complying with your rights as stated above.
 

Could you receive other communications from us?

 

For contacts at our clients

  • communication in the context of current assignments

  • quality follow-up regarding the completed assignments

  • invoicing and payments

  • information about our services
     

For contacts at prospective clients

  • information about our services

  • quotations
     

For contacts at suppliers

  • payments

  • requests for quotations

  • information about our services

 

(Version date of this privacy policy: 22 May 2018)

Officenter, Grauwmeer 1, bus 44
3001 Heverlee

number016/38.10.10

fax016/38.10.19

email info@anankei.com