Privacy policy

Your privacy is of utmost importance to us at Staffify. We understand the significance of protecting your personal information and ensuring that its security and transparency are maintained. We are committed to processing your personal data in a responsible and compliant manner, in accordance with all applicable data protection laws, regardless of the country in which Staffify operates.

This Privacy Statement outlines Staffify's general privacy policy regarding the collection, use, and exchange of personal data from our website visitors and users, applicants, candidates, flex workers, internal employees, employees of suppliers and clients, business partners, and other organizations with which we have or are considering a business relationship. This statement provides a clear explanation of how we handle your personal data.

Staffify is responsible for processing the personal data as outlined in this Privacy Statement.

WHOSE PERSONAL DATA DO WE COLLECT? We collect and process your personal data because you use our services or have provided it to us.

Personal data of the following individuals may be collected:

When you visit the Staffify website, non-identifying information is collected related to the device type, browser, and usage such as the date and time of access, source of referral, operating system, website sections and pages visited. This information helps us improve our website, provide better service, and enhance your experience.

We process the information:

with your consent (by allowing cookies) to properly execute the agreement and/or terms of use we have agreed upon with you We use cookies and web statistics through tools such as Google Analytics and Hotjar to optimize our website and understand how visitors use it. Cookies are files saved on your computer that can be recognized on future visits to our website.

If you provide us with personal information by filling out a form, applying for a job, or creating an account during registration, we process the data you provide. We request that you only provide accurate and relevant information.

We collect your personal data for the following purposes: to respond to inquiries, tips, feedback, applications, or requests received through forms or other means of communication; to provide information about our services and activities and tailor them to your preferences and requirements; to offer you relevant information, offers, events, and other communications; to send you email newsletters or job vacancy alerts if you have subscribed to these services (opt-in); to process and respond to your feedback or complaints.

We process personal data that is necessary for providing our HR and recruitment services. This includes mediating, placement, secondment, recruitment & selection, personal development, reintegration, career guidance, advice, planning, and personnel/salary administration. We need this information to perform these services effectively.

The personal data we collect is processed for the following reasons:

To fulfill the agreement or terms of use we have with you;
To comply with legal obligations;
Based on a legitimate interest that is related to the stated purposes;
In limited cases, with your permission if you are capable of giving consent (if you are under the age of 16, we need permission from your parents or legal guardian);
To communicate with you effectively;
To make you offers and provide information on our services and activities, and to better align them with your preferences and abilities;
To send you commercial offers, newsletters, event invitations, and promotional actions if you have subscribed to receive this information;
To process or respond to your feedback or complaints in order to improve our services and resources, or provide you with better service;
To improve our service provision, such as recording conversations for training purposes;
To assess your suitability and availability for mediation, which may also involve using test results, reference checks, and social media (only if it is truly relevant to the job);
To gain insight into the companies where you may be deployed or to support and advise you in finding a job;
To introduce you to our clients, potentially through audio and visual materials like videos or photos if you have provided them voluntarily;
To schedule you within our client's company based on your preferences and availability;
To establish and maintain an employee or personnel relationship with you and carry out the relevant administration;
To fulfill our reintegration obligations and comply with government objectives for helping people find employment;
To take the necessary actions and administration in case we are the bearer of excess;
To record an assignment at a client's company and maintain the agreement;
To process certain position data as part of a pre-employment screening;
To promote your personal and career development and deployability through training, education, and tests;
For management purposes, such as management information, preparing internal audits, operational safety, and conducting audits;
For quality purposes, such as certification;
To claim entitlement to grants, premium discounts, wage benefits, etc;
If we have established an employee or personnel relationship with you, for compliance with legal and regulatory requirements, including identification, employment legislation, tax and social insurance obligations, pension, fraud prevention, and national and international sanctions;
For marketing purposes in the case of video or photo recordings, with a consent form that references portrait rights and the use of the visual material.

In some cases, additional data may be required to better align our services with your preferences, abilities, or availability, or to comply with specific questions or obligations related to the job or imposed by clients. We ask that you only provide correct and relevant information.

We may also collect your contact information if you have posted it publicly, such as on LinkedIn, if we have a legitimate reason to believe you would be interested in our services. In this case, we will reach out to you to assess your interest in registering with us, in accordance with our terms and conditions and this Privacy Statement. It is your responsibility to regularly check your personal data available on the internet and to protect it from third-party access if you do not want it to be public.

We store data of (potential) candidates, applicants, flex workers, internal employees of Staffify, employees of suppliers, clients, and other business relations to comply with the purpose for which these data were collected. The required retention period depends on the relevance of the data in order for us to maintain or record our relationship and will be determined by us based on the laws and regulations and possible claim risks but the principle is that we do not retain the data any longer than necessary.

For potential candidates, applicants (if you have not (yet) worked for Staffify) this means your mediation data (CV, work experience, education, test results, and such like) are available up to two years after the last contract if you have not worked for Staffify.

For flex workers and internal employees (if you work or have worked for Staffify) this means your personal data are available up to two years after termination of the employment. Certain personal data are available to Staffify for a longer period of time, such as data in relation to claims, audits, and tax obligations.

Should you no longer be interested in mediation, you can, if of application, notify your contact person at Staffify or unsubscribe by sending an email to [email protected]. Your account will then be removed and you will no longer be approached and mediated by Staffify. Upon unsubscribing, your personal data will be available for three more calendar months in a shielded environment (for the recruitment & selection process this period is 24 months) in relation to claim risks. In case of flex workers and internal employees, your personal data will be archived after two years in a shielded environment.

Your data are only available to Staffify in the shielded environment under strict conditions in accordance with the goals and terms set to that end. Your data are removed permanently after the terms mentioned are expired.

If clients have an account in the customer portal, personal data related to this account are available up to two years after the last placement.

WHEN DO WE COLLECT YOUR DATA?

We collect your personal data for example, if;

you visit our websites or use the flex or customer portal;
you fill in or leave your data on our website;
you create an account on the website or through the flex or customer portal;
you register at one of our locations; or
you sign up or are signed up in any other way to make use of our services or to provide you with a service.

If Staffify has not been provided with your data directly, we collect data;

from social media, only if we have a legitimate reason to assume that you would be interested in work. In that case, we will approach you to ask whether you are interested in registering with us or if you would like to make use of our services in any other way. If you are not interested, we can process your relevant data to take note of your wish not to be approached by us;
if we receive personal information from reference contact persons indicated by you;
if clients, to whom you have been offered or where you work or have worked, share personal information about you with us or sign you up for our services; if this is part of or results from our agreement;
from suppliers as part of insourcing and outsourcing, in that case, we agreed with the supplier that he/she informs you and refers to our Privacy Statement.