Candidate Data Privacy Statement
General Information
This Data Privacy Statement explains how Helin Data B.V. processes personal data submitted as part of the online application process. It applies exclusively to recruitment-related data processing.
Controller
The controller under data protection law is:
Helin Data B.V.
Patrijsweg 48, 2289 EX Rijswijk, The Netherlands
Email: privacy@helindata.com
Telephone: +31 880 185 185
Chamber of Commerce number: 69210594
Categories of Personal Data
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual.
As part of the application process, we may collect and process the following personal data:
- Identification and contact details (name, email, phone number, date of birth and place, IP address, IP address, bank account number, identity card details (passport photo and citizen service number (BSN))
- Professional data (CV, cover letter, qualifications, work experience)
- Public professional profiles (e.g., LinkedIn, if provided)
- Application-related data (interview notes, assessments)
Source of application
You may voluntarily provide additional data through uploaded documents such as a cover letter, your CV and reference letters.
Purpose of Processing
Your personal data is processed for the following purposes:
- Managing and accessing your application
- Communicating with you during the recruitment process
- Making hiring decisions
- Preparing an employment contract (if applicable)
- With your consent, retaining your application details in our talent pool and contacting you regarding future employment opportunities that may be relevant to your skills, qualifications, and experience.
Legal Basis
Processing is based on:
- Art. 6(1)(b) GDPR – pre-contractual measures
- Art. 6(1)(f) GDPR – legitimate interest (efficient recruitment process)
- Art. 6(1)(a) GDPR – consent (only for talent pool inclusion)
Data Access
Access to your data is restricted to:
- Authorized HR personnel
- Staff involved in the recruitment process
Data Retention
Without consent:
Your data is retained for up to 4 weeks after completion of the recruitment process. This is usually done to fulfil legal requirements and/or defending ourselves against any claims arising from legal provisions.
With consent (Talent Pool):
With your explicit consent your data may be retained for up to 12 months to consider you for future opportunities. Before your consent expires, we will contact you to ask whether you wish to remain in our database. If you renew your consent, your data may be retained for additional 12 months. If you do not provide renewed consent or do not respond, your data will be securely deleted or anonymized in accordance with our retention policy.
Talent Pool (Optional):
If you provide explicit consent, your data may be stored in our talent pool:
- for future job opportunities
- for a maximum of 12 months
- with the right to withdraw consent at any time
Providing consent is optional and does not affect your application.
Data Sharing
We use Personio GmbH (https://www.personio.com/legal-notice/) as our applicant tracking system:
- Personio acts as a data processor (Art. 28 GDPR)
- A Data Processing Agreement is in place
Data is stored securely and transmitted via encrypted connections (TLS).
Data Security
We implement appropriate technical and organisational measures, including encryption and access controls, to protect your personal data.
Your Rights
If we as the controller process personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular
Right of access to your personal data (Article 15 GDPR)
- Right to rectification of inaccurate personal data (Article 16 GDPR)
- Right to erasure (“right to be forgotten”) (Article 17 GDPR)
- Right to restriction of processing (Article 18 GDPR)
- Right to data portability (Article 20 GDPR)
- Right to object to processing (Article 21 GDPR)
- Right to withdraw consent at any time (Article 7(3) GDPR)
- Right to lodge a complaint with a supervisory authority (Article 77 GDPR)
Concluding provisions
We may update this Privacy Statement from time to time. Any changes will apply to future visits to our career's website and future job applications.
Please also refer to our General Privacy Statement at https://www.helindata.com/company-about/privacy-cookies/.
Contact: privacy@helindata.com
Updates
We may update this statement to reflect legal or operational changes.
Processing of (personal) data by the operator of the recruitment website
General information
This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (
https://www.personio.com/legal-notice/).
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio.
In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.
The controller
The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact:
privacy@personio.com
Access logs (“server logs”)
Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual.
Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web.
These access logs are stored for a period of up to 7 days. There is no right to object to this.
Error logs
So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected.
These error logs are stored for a period of up to 7 days. There is no right to object to this.
Use of cookies
So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”).
On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR).
Period of storage: up to 1 month or until the end of the browser session
Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.
Rights of data subjects
If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR.
To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).
Concluding provisions
Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.