Privacy Policy for Job Applicants
Ace and Tate Holding B.V. and its subsidiaries ("Ace & Tate", "we", "us", "our") are committed to protecting the privacy of our job applicants ("you", "your", "yours"). This Privacy Policy for Job Applicants (the “Policy”) describes how we deal with the personal data that we process when you apply for a job with us. This Policy therefore applies to any application for a job with Ace & Tate.
All personal data processed by us will be handled in strict accordance with the European General Data Protection Regulation (Regulation (EU) 2016/679) (the "GDPR") and any other applicable laws.
Contact details Ace & Tate
The data controller of all personal data we process is Ace and Tate Holding B.V., located in Amsterdam at Stephensonstraat 19, 1097 BA, the Netherlands and registered at the Dutch Chamber of Commerce under number 56577710, including its group companies. If you have any questions regarding the Policy, please contact our HR Team (recruitment@aceandtate.com).
2. Collection of personal data
2.1 Your job application
We can process personal data that:
(i) you have provided to us yourself, for example by email, telephone or through https://aceandtate.com/careers (the "Website");
(ii) was provided to us by an employee of Ace & Tate or another business relationship, such as an employment agency or a recruitment agency with which you are registered; and/or
(iii) we have obtained from corporate social media platforms (such as LinkedIn).
We may process your personal data on the basis of one (or more) of the following legal grounds:
(i) consent (in accordance with Article 6(1)(a) GDPR); and/or
(ii) legitimate interest (in accordance with Article 6(1)(f) GDPR).
The processing of personal data involves one or more of the following data categories (or documents that (may) contain personal data):
a. First and last name;
b. Telephone number;
c. Email address;
d. CV;
e. Motivation; and/or
f. Portfolio
You can always contact our HR Team via email (recruitment@aceandtate.com) to request information. If you send us such an email, we may process the personal data and information provided in your email.
If you provide us with personal data about another person, you hereby declare that you are authorised to do so and that you allow us to use this information in accordance with this Policy.
2.2 Automatically generated data
When you visit our Website, we process and register your IP address. Your IP address will be stored in a temporary log file. We may share information regarding your use of our Website with our trusted subsidiaries, affiliates and partners as further described in Article 3.2 of this Policy.
Additionally, like many other websites, we use cookies and other technologies to ascertain which web pages are visited and how often. A cookie is a small file that is sent along with pages of a website and is stored by your browser on your computer's hard drive. For example, cookie-related techniques are the use of fingerprinting and scripts such as Google Analytics. Cookies allow personal data to be stored so that you can be recognized if you visit our Website again. For more detailed information on our use of cookies and similar technologies, please see our Cookie Policy.
3. Purpose of data processing
3.1 We process your personal data, as described in Clause 2.1 of this Policy, for the purpose of your application, to contact you and to maintain contact, to assess your suitability for a position within Ace & Tate, to answer your questions and/or to provide you with requested information. Personal data may also be processed by us to verify the information you provide and, if required for a specific position, to conduct antecedent checks and gather feedback from references.
3.2 We use automatically generated data, as described in Section 2.2 of this Policy, and your personal data, as described in Section 2.1 of this Policy, to perform aggregate analyses for internal research, statistical and strategic purposes. This aggregate information does not identify you. We use the aggregate information to optimise our Website and to learn more about the use of our Website in order to improve it.
4. Retention of data
4.1 If you are not selected for the position for which you applied, we like to retain your personal data for one (1) year after rejection, but only if we have received your prior consent for this.
4.2 If you do not give your consent, we will retain your personal data for four (4) weeks after you are not selected, you withdrew or you were removed from the job. If you apply for another position during that period, your profile and all related applications will be retained from the date of your last application.
4.3 Upon employment, we will retain the personal data you have provided for your application until three (3) months after the date you are hired. Upon signing your employment contract, you will be informed in more detail about what additional personal data we need, why we need it, how we will handle it, how long it will be kept and what your rights are.
4.4 If you request us to delete your personal data (by contacting us as described in Article 7 of this Policy), all your personal data will be deleted. We will not delete your personal data if we are required by law or for internal use to retain such data.
5. Data Protection
All processed personal data is treated confidentially. We will therefore take appropriate technical and organisational measures to secure and protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access or against any other processing of such personal data. Given the nature of the data and the risks involved in the processing of the data, these measures ensure an appropriate level of security.
6. Sharing of Personal Data
6.1 Without prejudice to Article 6.2 of this Policy, we do not disclose personal information or personal data to third parties without your express consent, unless we are required to do so by law or by order of the competent supervisory authority.
6.2 We will only share personal data with third parties that are involved in the process of your application. These third parties will process your personal data according to our instructions and their use will be under our responsibility. The personal data made available will be stored and if necessary, data processing agreements will be concluded with these third parties.
6.3 A third party that in any case will be involved in the execution of your application is Smartrecruiters, Inc. (https://www.smartrecruiters.com/). SmartRecruiters provides Ace & Tate with a recruitment platform. Your personal data will be processed by SmartRecruiters as soon as you apply for a job. For example because Ace & Tate enters your personal data on the recruitment platform or because you enter your personal data on the Website (after which those personal data will automatically be processed by SmartRecruiters).
7. Your rights
7.1 You can have a look at your personal data and change it if needed in the candidate portal of SmartRecruiters. You can also request erasure in the candidate portal. The administrator will review the request and will delete your profile.
You also have the right to send a request to our HR Team to have insight into, receive, transmit, correct or delete your personal data, or to withdraw your consent for the processing of your personal data altogether. For all such requests, please contact us at recruitment@aceandtate.com. We will process your request in accordance with the GDPR. We will also respond to you without undue delay, at least within one (1) month of receiving your written request.
7.2 Additionally, you have the right to file a complaint with the relevant personal data protection authority.
7.3 Finally, you also have the right to object to the processing of your personal data by us at any time. In the event of such an objection, we will no longer process your personal data unless we demonstrate that: (i) we have compelling legitimate grounds for processing which override your interests, rights and freedoms; or (ii) processing is necessary to establish, exercise or defend a legal claim(s). We will send you a response to your objection without undue delay, at least within one (1) month of receiving your written request.
8. Cross-border Transfer
8.1 Since Ace & Tate is an international company that operates worldwide, your personal data may be stored and processed in any country where we operate. By using our Website or by giving us your consent (if required by law), you agree that your data may be processed in countries other than your country of residence. Other countries may have different data protection laws than your country of residence. We have taken appropriate contractual and other measures to protect your personal data when it is transferred to our subsidiaries or to third parties in other countries.
8.2 Some countries outside the European Economic Area (EEA) are recognized by the European Commission as having an adequate level of data protection under the EEA standards (the full list of these countries is available here http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.html). For transfers from the EEA to countries that the European Commission deems to have insufficient protection, we have ensured that adequate measures are in place, including ensuring that the recipient is bound by the EU Standard Data Protection Clauses (i.e. EU Standard Contractual Clauses) or an EU-approved code of conduct or certification to protect your personal data. You may obtain a copy of these measures by contacting our HR Team (recruitment@aceandtate.com) as explained in Article 7 of this Policy.
9. Revisions to this Applicant Privacy Policy
Please note that this Policy may be revised from time to time. Any revision to the Policy will be posted on our Website, where the most current version will be available at all times. We encourage you to check our Website and the Policy on a regular basis. If we make an amendment to this Policy that would affect your privacy rights, we will either seek your consent for the amendment or continue to honour our prior Policy for information that we processed when this prior Policy was in effect. The last revision took place in April 2022.
Amsterdam, the Netherlands, October 2022.
