what personal data do we collect about you? why do we need your personal data? how long do we keep your personal data?

what personal data do we collect about you?

If, for example, you are temporarily employed by one of our customers, we may process the following personal data of yours:

  • Identification data – Your name, contact information (including home address, home and mobile phone number), nationality and country of residence, your date of birth, gender and digital signature, and the languages you speak.
  • Professional information – We may process personal data in connection with your professional activity, including (but not limited to) your job title, job description and place of work, your department, your professional email address, your reporting levels and your employment status (full-time/part-time/etc.).
  • Financial Information – Financial information, including (but not limited to) your account number, bank details.
  • Salary data – We may process salary data, including (but not limited to) recurring payments and benefits, your bonus.
  • Performance information – Performance information, including (but not limited to) information about your performance ratings
  • Information about disciplinary actions – Details of disciplinary actions taken against you, if applicable.
  • Information about complaints – In order to simplify the reporting of complaints and (alleged) misconduct within the Randstad Group, we have established dedicated channels through which stakeholders can raise their concerns, either through local reporting mechanisms at the level of the local Randstad Group companies or, in the event of serious misconduct (including whistleblowing), via our Integrity Line, which is reporting office for the Randstad Group. When we receive a complaint or report of (alleged) misconduct, we may process personal data relating to the complainant, the other persons named in the complaint and the person(s) who is the subject of the complaint and/or the investigation of the complaint. 
  • Official identifiers – Official identifiers, including (but not limited to) passport and identification card number and  social security number, where required by law.
  • CV and other application information – Your CV and other relevant information (e.g., your photo, interview notes and information contained in your cover letter or involved as part of the application process).
  • Travel and expense date – Travel and accommodation information and expense information, including (but not limited to) travel itineraries, hotel and travel bonus cards.
  • Information that you voluntarily provide to us – Information that you voluntarily provide to us, including (but not limited to) information that you provide to us when you use IT support or call our helpline, as well as information about you that may be transmitted through the use of a webcam when communicating with us.
  • Vehicle information – Information about your private or company vehicle, including (but not limited to) licence plate number, tickets and fines.
  • Photo and video material – When participating in external or internal events, meetings, conferences or other events, we may process photos or videos of you.
  • Information about your family and relatives – Information about your family and relatives, including (but not limited to) details of the composition of your family (name, gender, age), any special needs or upbringing requirements of children or relatives, and emergency contact information.
  • Information related to ID cards/access control cards – Employee ID cards and access control cards may contain your name, a photo of you and your employee number and may be linked to other stored data (department, phone number, licence plate no.).
  • Survey results – We may process your answers to questions in employee surveys.
  • Information relating to your use of Randstad devices, software and access to the Randstad network – We may process information relating to your use of our devices, software and access to our networks, including (without limitation) your browsing history and your use of email, the Internet and social media, whether at the workplace, on our devices or otherwise through our networks.
  • Visitor information – When you access our buildings, we may collect your name, contact details, car licence plate number, ID card, etc., for security reasons. If we are legally obliged to do so, we may also ask you to disclose information about your health (including information about viral infections, flu, etc.) for health and safety reasons.
  • Special categories of data, such as:
    • Health information – Health-related information, including (but not limited to) injuries and exposures, reports of incidents, disabilities, illness and incapacity for work, and information relating to maternity rights, where required by law.

Insofar as we process these special categories of data, we will protect, secure and use this information in accordance with this Policy and the applicable laws.

  • Information about trade sanctions affecting you – We may verify whether you are a politically exposed person, a Specially Designated National, or otherwise subject to sanctions under applicable laws or regulations.

why do we need your personal data?

Randstad processes your personal data only for the purposes specified below:

- General HR management and administration purposes (including workforce management): The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations;

- Compensation, payroll and expense reimbursement (including reporting and billing to clients): The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security/tax legal obligations;

- Insurance, pension and other benefits: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations; 

- Performance management, career development and training: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the development and training of employees; 

- Fleet management: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets;

- Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Randstad’s misconduct reporting procedure: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes;

- Dispute management and litigation: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; 

- Health and safety management: The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations. If not based on the above grounds: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of its employees, company assets, protecting its legal interests and managing legal claims/disputes; or protection of the vital interests of the Data Subjects;

- Managing holidays, leaves and other absences: Processing is necessary for the performance of the temporary worker’s employment contract; and Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business;

- Compliance with labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements): Processing is necessary for compliance with employment and compliance with our legal obligations under labor, tax, social security and other laws and regulations;

- IT support: Processing is necessary for the performance of the temporary worker’s employment contract; and/or

Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems;

- Facilities, security and contingency planning purposes: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding and securing our assets, our facilities, our information systems and our people;

- Network and device usage optimization and related security controls (including company network access and authentication): Processing is necessary for the performance of the temporary worker’s employment contract; and/or

Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems;

- Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals  and screening against sanctions lists): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; and/or Processing is necessary to comply with our legal obligations (including when authorities or administrations ask information about a temporary worker);

- Emergency and disaster management: Based on a legitimate interest pursued by Randstad, which includes ensuring the safety of talent; and Where the above ground is not possible because local mandatory law requires so, only in those limited cases may this be based on a consent; 

- Relocation, mobility and travel management: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business; 

- To monitor and enforce compliance with Randstad policies and procedures: For the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems;

- To monitor and enforce compliance with legal obligations applicable to us (including the requirements set out in your contract with us): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes;

- Recruitment and staffing: based on the legal grounds of (a) As a (pre)contractual imperative for our services in mediation (e.g., via the General Terms and Conditions on the website) or when we conclude an employment contract with you, we need some data in order to be able to set up that contract and then correctly execute it;

(b) If and only if the local process would not result in a legally binding contractual relationship pursuant to (a), or if applicable law prescribes otherwise, an exception could be based on our legitimate interest in establishing and maintaining a relationship;

(c) If (a) and (b) are not possible or if so required by local mandatory law, these may only be carried out in these limited cases, based on consent;

- Employee surveys, statistical purposes: Based on our legitimate interest to survey our temporary workers so as to better understand their needs, to improve our services and to build and maintain a good relationship with our temporary workers and with the clients our temporary workers work at;

- Events: Based on our legitimate interest to organise events so as to better build and maintain a good relationship with the community of temporary workers and with the clients our temporary workers work at;

- To manage memberships of employees to professional associations: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business;

- To perform internal and external audits: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business, including compliance with laws and regulations;

- To conduct corporate transactions (including mergers, acquisitions and divestments): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include Randstad’s interest in developing its business through mergers, acquisitions and divestments.

how long do we keep your personal data?

Your personal data will generally be stored for 10 years after termination of the employment relationship, in accordance with the statutory retention obligation, if this is necessary and provided there is no special law that provides for any longer retention obligation.

We may retain your personal data for a longer period of time, if this is necessary in connection with any actual or potential litigation (for example, if we need this personal data to establish or defend legal claims); in this case, we will retain your personal data until the end of such litigation; and/or if we are required to comply with a legal or regulatory obligation (for example, for tax or social security purposes); in this case, we will retain your personal data for as long as this obligation so requires.]