PURPOSE
This Privacy Notice explains how GÉANT collects, uses, shares, stores and transfers personal data relating to individuals who apply to work for GÉANT (“you” or “candidates”), including information processed through our recruitment platform, Teamtailor.
This Privacy Notice does not cover the processing of personal data relating to GÉANT employees.
The Data Controller is GÉANT Vereniging (“GÉANT”, “we”, “us”, or “our”), with its registered office at:
GÉANT Vereniging
Hoekenrode 3
1102 BR Amsterdam
The Netherlands
GÉANT also has a registered UK establishment located at:
City House
126-130 Hills Road
Cambridge
CB2 1PQ
United Kingdom
GÉANT has appointed a Data Protection Officer, who can be contacted at GDPR@geant.org.
GÉANT processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable national data protection legislation.
We use Teamtailor as our recruitment platform. Teamtailor acts as a data processor on behalf of GÉANT and processes personal data only in accordance with our instructions.
Teamtailor AB
Östgötagatan 16
116 25 Stockholm
Sweden
support@teamtailor.com
Company Registration Number: 556936-6668
WHY WE COLLECT INFORMATION ABOUT YOU
GÉANT collects and processes personal data to assess suitability for employment, manage recruitment activities, and support recruitment-related administration and reporting.
“Personal data” means any information relating to an identified or identifiable living individual. Examples include your name, contact details, employment history, qualifications and application information.
“Processing” means any operation performed on personal data, including collection, storage, organisation, consultation, use, disclosure, transmission and deletion.
WHAT INFORMATION WE COLLECT ABOUT YOU
We only collect personal data necessary to manage your application, assess your suitability for employment, and fulfil our legal and regulatory obligations.
The personal data we process may include the categories below.
RECRUITMENT AND CANDIDATE ACCOUNT INFORMATION
• Name, address, email address, telephone number and date of birth
• Candidate account and registration details
• Recruitment preferences
• Application reference number
• Application responses and supporting information
• Position or positions applied for
• Availability for interviews
• Information you choose to provide during the recruitment process
PROFESSIONAL AND EMPLOYMENT INFORMATION
• Employment history
• Education, qualifications and certifications
• Professional memberships
• Skills and experience
• Compensation and salary expectations
• Publicly available professional information, such as LinkedIn profiles
ELIGIBILITY AND COMPLIANCE INFORMATION
• Nationality
• Visa and right-to-work information
• Passport, driving licence, NI, BSN or similar identification information, where required
• Information regarding reasonable adjustments or workplace accommodations
• Equality monitoring data, including gender information where permitted by applicable law
RECRUITMENT PROCESS INFORMATION
• Interview notes and interview feedback
• Assessment and test results
• References and referee feedback
• Recruitment-related correspondence
• Travel expense claims and supporting information
• Information relating to future recruitment opportunities where permission has been provided
• Source of application, for example a job board, referral or social media platform
INFORMATION COLLECTED FOLLOWING A CONDITIONAL OFFER
Where an offer of employment is made, we may also process:
• Proof of identity
• Proof of address
• Evidence of right to work
• Reference information
• Background verification results
• Criminal records information, where legally permitted and required for the role
• Information required to prepare onboarding and employee records, including records held in Humaans and other approved people systems
CANDIDATE FEEDBACK
We may invite candidates to provide feedback through surveys or candidate experience questionnaires. Participation is entirely voluntary and responses do not affect recruitment decisions.
HOW WE COLLECT YOUR INFORMATION
We collect personal data directly from you when you:
• Create a candidate profile
• Join our Talent Community through Teamtailor Connect
• Apply for a vacancy
• Participate in interviews or assessments
• Contact us during the recruitment process
We may also collect limited information about potential candidates from:
• Public professional sources such as LinkedIn
• Recruitment agencies and search providers
• Professional contacts
• Referrals from GÉANT employees, partners or other individuals
Candidate information may also be stored in secure paper records, electronic systems and recruitment databases.
GÉANT may engage trusted third-party providers to support recruitment activities, such as:
• Recruitment agencies
• Assessment providers
• Video interview providers
• Background screening providers
All providers are required to implement appropriate security and data protection measures.
HOW COLLECTED INFORMATION WILL BE USED
Your personal data will only be used for recruitment-related purposes, including candidate management and future opportunities where permission has been provided.
LAWFUL BASES FOR PROCESSING
We process personal data when processing is:
• Necessary to comply with a legal obligation
• Necessary for our legitimate interests
• Necessary for reasons of substantial public interest, where applicable
• Necessary to take steps at your request before entering into an employment contract
• Based on your consent, where required
If you do not provide required information, we may be unable to process your application.
HOW WE MAY USE YOUR INFORMATION
We may use your information to:
• Communicate with you regarding your application
• Manage recruitment activities and candidate records
• Assess qualifications, skills and experience
• Arrange and conduct interviews
• Provide recruitment accommodations where required
• Conduct assessments and verification activities
• Maintain recruitment records and reports
• Identify potential future opportunities
• Manage candidate talent pools and Talent Community memberships
• Process travel expense claims
• Verify identity, qualifications and employment history
• Verify right-to-work status
• Conduct background checks where applicable
• Conduct criminal record or VOG checks where required and legally permitted
• Improve recruitment processes and candidate experience
BACKGROUND CHECKS
GÉANT may conduct background verification checks, including verification of identity, qualifications and addresses, where appropriate for the role.
Such checks are proportionate to the position applied for and conducted in accordance with applicable law.
Background checks are typically conducted only after a conditional offer has been made.
CRIMINAL RECORD CHECKS
For roles involving specific risks or regulatory requirements, GÉANT may request:
• A Dutch Certificate of Conduct, known as a VOG
• An appropriate criminal records check in the United Kingdom
Checks are performed only where necessary for the role and permitted by applicable law.
TRANSFERRING PERSONAL DATA WITHIN GÉANT AND INTERNATIONALLY
As an organisation operating in both the Netherlands and the United Kingdom, GÉANT may transfer personal data between its offices and authorised service providers.
Where personal data is transferred outside the European Economic Area or the United Kingdom, appropriate safeguards will be implemented in accordance with applicable data protection laws.
WHO WE SHARE YOUR INFORMATION WITH
We may share personal data with trusted third parties where necessary to support recruitment and employment-related activities.
This may include:
• Recruitment service providers
• Assessment providers
• Background screening providers
• IT service providers
• Payroll and benefits providers
• Professional advisers
• Auditors
• Regulatory bodies
• Government authorities
• Referees and previous employers
We may also disclose personal data:
• To comply with legal obligations
• To protect legitimate interests
• During mergers, acquisitions or organisational restructuring
• Where authorised by you
All third parties are required to maintain appropriate security and confidentiality standards.
AUTOMATED DECISION-MAKING AND AI
GÉANT does not make recruitment decisions solely through automated decision-making.
We may use approved recruitment technologies, including Teamtailor, Microsoft 365 and AI-supported tools, to assist with:
• Recruitment administration
• Drafting documentation
• Creating interview materials
• Organising recruitment information
• Summarising recruitment notes
• Managing recruitment workflows
AI-supported tools are used only to support administrative and operational activities.
AI tools are not used to make final hiring decisions or to independently evaluate, rank or compare candidates without human review.
All recruitment decisions are made by the recruitment team and/or hiring managers.
Where GÉANT uses interview recordings, transcripts or summaries, these will only be used where appropriate for the recruitment process and where the required notice or consent has been provided.
HOW WE PROTECT YOUR INFORMATION
GÉANT uses physical, technical, organisational and procedural safeguards to protect personal data against loss, unauthorised access, misuse, disclosure or alteration.
Candidates are responsible for maintaining the confidentiality of any passwords associated with their candidate accounts.
We require equivalent levels of protection from all third-party providers processing personal data on our behalf.
HOW LONG WE KEEP YOUR INFORMATION
Unsuccessful candidates
Recruitment records will normally be retained for up to twelve months after a hiring decision has been made, unless a different retention period applies or you provide permission for longer retention.
Talent Communities and future opportunities
Where you have provided permission for future opportunities, your permission will generally remain valid for twelve months, after which we may request renewal.
Sourced and referred candidates
Where we obtain information through sourcing or referrals, permission may be requested before retaining information for future opportunities.
Successful candidates
If you join GÉANT, relevant information will become part of your employee record and may be retained for up to seven years after employment ends, unless a longer or shorter period is required by law.
You may request deletion of your recruitment data at any time, subject to legal or regulatory obligations.
YOUR RIGHTS
Subject to applicable law, you may have the right to:
• Access your personal data
• Correct inaccurate information
• Request deletion of personal data
• Restrict processing
• Object to processing
• Withdraw consent
• Request data portability
• Object to automated decision-making
You may exercise these rights through:
• Your Teamtailor candidate account
• The GÉANT careers site privacy tools
• recruitment@geant.org
• GDPR@geant.org
GENDER EQUALITY PLAN DATA
GÉANT operates a Gender Equality Plan.
To support monitoring and improvement of gender equality within recruitment, candidates may be asked an optional gender-related question when applying.
Providing this information is entirely voluntary and has no impact on recruitment decisions.
The information is used solely for equality monitoring and reporting purposes.
FURTHER ASSISTANCE AND COMPLAINTS
For questions or requests relating to your personal data, please contact:
Recruitment Team: recruitment@geant.org
Data Protection Officer: GDPR@geant.org
If you are dissatisfied with how your information has been handled, you may contact the relevant supervisory authority.
United Kingdom
Information Commissioner’s Office
Use the ICO website to contact the Information Commissioner’s Office.
Netherlands
Autoriteit Persoonsgegevens
Use the Autoriteit Persoonsgegevens website to contact the Dutch supervisory authority.
CHANGES TO THIS PRIVACY NOTICE
GÉANT may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, recruitment practices or systems.
Any updates will be made available through the GÉANT careers site and Teamtailor.