Privacystatement Recruitment & Selection
For Job Applicants
TU Delft takes the utmost care of personal data and in doing so it acts within the law, including the General Data Protection Regulation (GDPR).
Information about the processing of personal data in the most common processes within TU Delft can be found in the general privacystatement of TU Delft. Below you will find a supplement to this general privacystatement in the context of recruitment and selection. Documents and information related to the recruitment process will become part of an employee's personnel file.
In this privacystatement you can find more information about the processing of your personal data in the above-mentioned process, and about how you can exercise your privacy rights.
The process of recruitment & selection within SAP SuccessFactors is an initiative of TU Delft's HR department. TU Delft is the controller for the processing of personal data related to this process in SAP SuccessFactors.
To whom does this privacystatement apply?
This privacystatement applies to anyone applying for a job at TU Delft.
Purposes and legal ground of processing your personal data
- TU Delft processes your personal data for the purpose of recruitment and selection of (new) employees. Your data are processed in order to assess your suitability for the position in question, but also, for example, to invite you for a job interview. In addition, your personal data are processed to make the recruitment and selection process as responsible, efficient and effective as possible. We process your personal data for these purposes on the basis of, performance of the (pre) employment contract.
- You may consent to the retention of your data for future vacancies. In that case, we may contact you should a relevant vacancy become available. You can also withdraw your consent at any time. You can do this by sending an e-mail to hrservices@tudelft.nl.
- If an assessment, such as a personality test, is part of your application procedure, you will be asked for permission to process your personal data for this purpose.
- TU Delft may process your personal data for the preparation of management reports. TU Delft has a legitimate interest in obtaining personal data that can be used for statistical and other overviews for internal business statistics and the development or implementation of (strategic) policy.
- A knowledge security check may be part of the application procedure. If this is the case, it will be mentioned in the vacancy. For more information on this check, please consult Chapter 8 of the National Knowledge Security Guidelines. We carry out this check on the basis of legitimate interest.
What personal data does TU Delft process?
In the process of employee recruitment & selection, TU Delft may process the following personal data about you in SAP SuccessFactors:
- Login data SAP SuccessFactors;
- Name, address and place of residence;
- Contact details such as e-mail address and telephone number;
- Employment history as indicated on your CV;
- Motivation letter;
- Data you mentioned in documents requested in the applications, such as diplomas, PhD abstracts or grade lists;
- Your photograph, if you have added it to your CV; - Any other personal data you have mentioned on your CV or in your cover letter;
- Personal data mentioned in the ‘offer letter’, such as salary grade and salary step, if a job offer is made by TU Delft.
You provide this data yourself to TU Delft when you apply for a job.
If you apply through a recruitment agency, TU Delft receives your information through that agency. Data related to the offer letter, including the salary grade and salary step, are provided by TU Delft.
In some application procedures, an assessment, internet research and/or a pre-employment screening (background investigation) is carried out in the final stage of the selection.
Who receives the data?
- Your personal data will be stored in SAP SuccessFactors. Agreements have been made and laid down in a data processing agreement with the supplier of SAP SuccessFactors. Among other things, this includes the careful and confidential handling of personal data.
- Employees of TU Delft and others who perform work on behalf of and under the direct supervision of TU Delft and who need access to your personal data for the execution of their tasks.
- If you are employed by TU Delft through FlexDelft Detacheringen, your data will be shared with FlexDelft.
- Suppliers of assessments. Suppliers of assessments will only have access to your data if conducting an assessment such as a personality test is part of your application process. You will be asked in advance for permission to share your data with these suppliers.
Location of processing
The above-mentioned personal data are being processed inside the European Economic Area (EEA).
How long will your personal data be stored?
TU Delft uses a retention period of four weeks after the end of the application process. This period is necessary to complete the administrative tasks.
With your permission, we will retain your personal data for 1 year after the end of the application process. TU Delft may then contact you for other vacancies. You can consent to this when creating a profile in SAP SuccessFactors. If you wish to withdraw your consent, you can do so via your own profile or you can contact us at hrservices@tudelft.nl.
It is also possible to delete the entire profile. You can do this by going to your profile in SAP SuccessFactors > Options > Setting > Password > Delete profile.
If you only want to withdraw your application, you can do so by going to Options > Candidate Profile > Jobs Applied > Withdraw application.
How is your personal data protected?
TU Delft takes appropriate technical and organizational measures to keep your personal data secure, which includes the use of the latest security technology. TU Delft reports any abuse or attempted abuse to the police.
Data security
Under the GDPR you have various rights you can exercise. If you wish to exercise your privacy rights, please send your request to TU Delft (privacy-tud@tudelft.nl) and clearly state which right you want to exercise. If you send a request, please be aware TU Delft is legally obliged to check your identity. This is to make sure that no-one else has access to your personal data.
Your privacy rights are:
a. Right of access: you can request TU Delft for access to the personal data that are being processed and/or information about the processing.
b. Right to rectification: if your personal data is inaccurate or incomplete, you can request TU Delft to rectify or complete the personal data
c. Right to erasure: you can request TU Delft to erase your personal data. Please be aware that in some cases TU Delft has legal obligations to retain personal data for a certain period. In that case TU Delft will deny your request.
d. Right to restriction of processing: in certain cases, you can request TU Delft to restrict the processing of your personal data.
e. Right to data portability: in certain cases, you can request TU Delft to transmit your personal data to another data controller.
f. Right to object: in certain cases, you can object to the processing of your personal data. In addition, you always have the option of submitting a complaint about the use of your personal data to the Authority for Personal Data (‘Autoriteit Persoonsgegevens’) if your complaint is not dealt satisfactorily by TU Delft.
More information about this can be found on the website of the Authority for Personal Data.
Databreach
Report a (suspected) data breach directly at databreach@tudelft.nl. Please include your contact details where the Privacy team can reach you quickly and easily if more information is needed.
Questions or complaints
If you have any questions or remarks after reading this privacystatement, you can send an e-mail to privacy-tud@tudelft.nl. The data protection officer (DPO) of TU Delft can be contacted at the email address fg@tudelft.nl.
If you have complaints about the processing of your personal you can send them to the DPO of TU Delft via the email address mentioned above but can also submit a complaint to the Dutch Data Protection Authority (https://www.autoriteitpersoonsgegevens.nl/).