Privacy Policy

1. Introduction
This statement explains how In4Matic handles personal data relating to our applicants, candidates, consultants, and other relevant individuals. It outlines the rights of these individuals under the General Data Protection Regulation (GDPR). In this statement, such data is referred to as personal data.This statement applies to applications, candidacies, and profiles submitted via job boards, LinkedIn, our own website, or through third parties. It also applies to applications submitted by other means, such as by post or email.

‍2. Core Principles of Data ProtectionFairness and transparency: Informing individuals how their personal data is processed.

‍Lawful processing: Ensuring there is always a valid legal basis for processing personal data.
‍Purpose limitation: Collecting personal data only for a specific business need of In4Matic. If the data is reused for a different purpose, new consent will be requested from the candidate.
‍Data minimization: Processing only the amount of data necessary for the intended purpose.
‍Accuracy: Keeping personal data accurate, complete, and relevant.
‍Storage limitation: Personal data is not kept longer than necessary. When no longer needed, it is deleted or anonymized.
‍Security: Protecting personal data from loss or theft. In4Matic’s service providers and data processors comply with the GDPR.
‍Individual rights: Candidates and consultants have the right to access, correct, or delete their data. They may also request that certain data not be used for specific purposes.
‍Data transfers: Data is handled securely and in accordance with the GDPR.
‍Accountability: In4Matic ensures that personal data is processed in line with its privacy policy.

‍3. Personal Data
In4Matic collects only the data necessary to assess you for the position you applied for or for which your profile is relevant. Candidate and consultant data may be obtained through:

- Information you provide when creating an account on public job platforms.
- Information you submit when applying for a job with In4Matic, including your name, contact details, nationality, qualifications, employment history, personal interests, experience, motivation, and a copy of your CV.
- Data collected by In4Matic during the recruitment process (e.g., assessments, interviews, references).
- Data related to your use of our website, such as IP address. This may be collected using cookies — see our cookie policy for more info.
- Data related to criminal convictions or medical information will only be requested if allowed under local law.

In4Matic will clearly indicate which data is required and which is optional.

‍4. How Is the Data Processed?
In4Matic uses your data for purposes including:Supporting and processing your application, such as assessing your suitability, creating a shortlist, and checking references and qualifications.

- Improving our recruitment process to ensure a user-friendly experience with accurate and relevant information.
- Ensuring compliance with our code of conduct and values.
- Performing background checks as needed, including verification of qualifications, directorships, financial history, and criminal records, where appropriate.

Before conducting background checks, you will be informed which data will be reviewed and how. Criminal or medical data will only be collected from authorized sources and in accordance with applicable law.

If you indicate you are not eligible to work in the relevant country, your application will be automatically declined. However, you can contact us to clarify your circumstances — our contact details are available on our website.

‍Legal Basis for Processing
In4Matic will only process your personal data where a legal basis exists. Data may be processed because:
- It is necessary to decide whether to enter into an employment contract with you.
- You have given consent (which you may withdraw at any time).
- There is a legal obligation.
- It serves In4Matic’s legitimate business interests (e.g., enabling effective recruitment).

‍5. Who Has Access to the Data?
‍
5.1 Internal Access
Only authorized In4Matic staff with a legitimate need will have access to your personal data.

‍5.2 External Sharing
In4Matic may share your data with authorized third-party service providers for recruitment-related services, such as background checks and qualification verification.Data will only be shared when:Required by law.Requested by law enforcement.Necessary for obtaining legal advice or involved in legal proceedings.

‍6. Data Retention
Your data is retained in accordance with In4Matic’s internal policies. If your application results in employment, your data will be stored for the relevant employment duration.If no opportunity is available, your data will be deleted within 6 to 24 months (depending on jurisdiction), or you will be informed if we wish to retain it longer for future opportunities.This allows us to fulfill legal obligations and potentially contact you about future roles. For more information, contact: privacy@i4m.be

‍7. Where Is the Data Stored?
Your data may be transferred and stored outside your country of residence, possibly in jurisdictions with less strict data protection laws. It may also be processed by staff working outside your country (e.g., for support services).In4Matic will take all required legal measures to ensure your data is transferred and stored securely and in compliance with this privacy statement. You can contact In4Matic to learn more about these measures.Data is stored in In4Matic’s Application Tracking System (ATS), which is fully GDPR compliant. In4Matic, as the data controller, assumes full responsibility for GDPR compliance.

‍8. Exercising Your Rights
You have the right to access, correct, or delete your data. You may also object to or restrict certain types of processing, and request a machine-readable copy of your data.You can update your contact info via your In4Matic online profile. Where available, In4Matic may provide access to a portal for managing your data directly.Requests will be reviewed on a case-by-case basis. There may be legal exceptions preventing us from fulfilling some requests, depending on your jurisdiction.

‍9. Contact
You can contact In4Matic’s Data Protection Officer at privacy@i4m.be for questions about this statement or to exercise your rights under Article 8.If you have concerns about how In4Matic has handled your data, you may lodge a complaint with the relevant data protection authority. However, we prefer you contact us first so we can resolve the issue directly.