Privacy policy

1. Who are we?

Hyphen is a service company active in the field of consultancy and interim management. We are based in Belgium and represented by Guy Vaes.

2. Why do we have a privacy statement?

Due to the nature of our business, we need to process personal data. To ensure that your data is protected and only used where necessary, we are committed to upholding the highest standards of privacy. Under the GDPR (the new privacy law applicable within the EU), we are required to inform you about what we do with data collected through electronic means. This privacy statement therefore applies to all information transferred to us through electronic means (website, email).

Please note that when you contact us through another electronic medium (such as Meta or LinkedIn), the privacy policy of that website takes precedence in case of conflicts with this privacy statement. rekening mee dat wanneer u contact met ons opneemt via een ander elektronisch medium (zoals Meta of Linkedin), het privacy beleid van die website voorrang heeft in geval van strijdigheden met deze privacyverklaring.

3. How can you reach us?

For questions, comments or other actions regarding our privacy policy, you can contact us through the following channels:

4. What information do we collect and what do we use it for?

For all processing, we ask you, as a future or current client/candidate of Hyphen, for your consent to process the following data, or we process it when it is necessary for the performance of the agreement between you and Hyphen.

Identification data
Consent & necessity for performance of agreement & legal obligations.

Personal identification data
Name, title, private address, work address, previous addresses, private phone number, work phone number, identification data assigned by the controller. We process this data to identify you within Hyphen, as well as your name to communicate to the client.

Financial details
Consent & necessity for performance of agreement & legal obligations.

Financial identification data
Identification and bank account numbers, credit or debit card numbers / Professional activities / Agreements and settlements --> freelancers
So that we can correctly pay freelancers whose contract runs through us, we need this kind of data from you in this case.

Personal characteristics (Consent)
Personal details (age, gender, date of birth, place of birth, marital status, nationality)
We need your nationality to determine whether you qualify for certain positions that have a Belgian or EU/EEA nationality requirement, as well as to verify whether you need certain documents to be able to work. We do not expect candidates to provide data regarding other personal details. If you offer this, you agree that we may use it to further complete your profile.

Education and training (Consent)
Academic curriculum / Professional competence / Professional experience
To be able to offer you the best possible job openings, we need your academic background.

Occupation and employment (Consent)
Current position / recruitment / termination of employment / Career / Salary / Assets held by the staff member / organization of work / Evaluation / Job-related training / Use of IT resources
To be able to offer you the best possible job openings, we would like as broad a profile as possible of your work experience, so we can find a job that matches your previous experience and competencies.

Leisure activities and interests (Consent)
Freely provided by the candidate.
We do not expect candidates to provide data regarding hobbies and interests. If you offer this, you agree that we may use it to further complete your profile.

5. Who has access to your data?

Hyphen's consultants have access to your data, strictly when this is necessary to carry out a processing activity described above.

Your data is also transferred to our clients who are looking for a talented employee. We always ask for your consent before transferring your personal data. The categories of data sent to the client depend on the specific circumstances and on what you have provided us in your CV. We therefore kindly ask you not to provide, at this stage, any information you do not yet wish to disclose. This may, however, affect the effectiveness of our matching process. We therefore ask you to carefully consider how detailed you make your CV.

We will not transfer your data to clients outside the EEA (European Economic Area) without your express consent.

6. How long is my data retained??

In order to keep as up-to-date a database as possible, we initially retain your data for 2 years. After that, we will contact you once a year, if you have not updated your profile, to ask whether you still wish to remain a client. The retention period for your data will then be extended by 1 year. If not, we will no longer process your data.

7. What are my rights??

Right of access
Everyone has the right to access their data. This means we must inform you about what happens to your data and describe your rights in further detail. In this policy, you will find the answers to those questions.

We must also provide you with a copy of your personal data. You will receive a copy upon simple request through one of the channels mentioned above. Please note that only the first copy is free of charge, and we will send you the information by email, unless you specifically request the information by post or when email is not possible due to technical circumstances.
It is possible that certain documents contain personal data of other individuals who enjoy the same protection as you. We must therefore anonymize certain documents, which may take some time. We will always inform you if we cannot fulfill the request within one month.

Right to rectification (right to correction)
If we hold incorrect or no longer up-to-date data, we will correct this upon simple request through one of the channels mentioned above. If we suspect that the data we hold about you is no longer up to date, we may contact you to verify this.

Right to erasure (right to be forgotten)
Under a limited number of circumstances, you can ask us to delete your data. When you meet one of the criteria below, we will delete your data without delay. However, we will keep your email address and/or phone number and/or address and/or name on a blacklist so that our system recognizes that you no longer wish to be contacted.

Circumstances under which we delete your data

  • We no longer process or need your data
  • You withdraw your consent for processing that was based solely on consent
  • You have exercised your right to object (see below)
  • Your data has been processed unlawfully
  • There is a legal obligation to delete the data
  • Your data was collected in relation to the offering of information society services
  • There are also some exceptions to the right to be forgotten, in which case we cannot delete your data. These are, however, very exceptional in our sector. Should this nevertheless be the case, we will inform you accordingly. The reasons for not being able to fulfill your request are one of the following:
  • The right to freedom of expression and information prevails
  • For compliance with a legal obligation
  • For reasons of public health
  • For archiving, research or statistical purposes in accordance with Article 89 of the GDPR
  • For the establishment, exercise or defense of legal claims.

Right to restriction of processing
If we hold inaccurate data, when our processing is considered unlawful, when there are legal claims, or when the right to object under Article 21 applies (see below), we will suspend processing (with the exception of storage) until the matter is clarified. Once an agreement has been reached, the claim is deemed incorrect by us, or any other circumstance means the restriction no longer has grounds to exist, we will inform you of the reasons for lifting the restriction.

Right to notification
When you invoke the above-mentioned rights, with the exception of the right of access, we will communicate this to every recipient to whom the personal data has been provided, unless this proves impossible or involves disproportionate effort. We will inform you of those recipients upon request.

Right to data portability
All data you have provided to us, which we process on the basis of consent and which we process by automated means, will be sent to you or to another controller (if technically possible), upon request, in a "machine-readable format."

Right to object
When we process data on the basis of legitimate interest or on the basis of Article 6.1.e) GDPR, you have the right to object. We will examine your objection and will only continue processing after the examination, and only if we can demonstrate that we have a legal reason to continue processing. You will be informed of the outcome of the examination.
If you object to direct marketing, we will no longer send you direct marketing from the moment we receive your request.

8. Can I withdraw my consent??

Yes, you can withdraw your consent for data processing at any time. However, there are two exceptions.

First, if there is another legal basis for processing your data, we will continue to process your data under that legal basis.

Second, withdrawal of consent may not be used to circumvent contractual obligations.

In short: if you withdraw your consent, this only applies going forward, all prior processing is considered lawful, and if the necessity to perform a contract exists, the data will continue to be processed on that basis.

9. I would like to file an official complaint. Where can I go?

If we were unable to handle your request satisfactorily, you always have the right to file a complaint with the privacy commission. This can be done via https://www.privacycommission.be/nl/contact

10. I notice that some fields are mandatory. Why is that?

To comply with legal obligations or for contractual reasons, we sometimes need a minimum amount of information to be able to function, process your data or fulfill a legal obligation. We only ask for a name and email address in order to reach and identify you. Everything else you provide us with is on a voluntary basis.

11. Do you engage in profiling or automated data processing?

It is our recruitment consultants who will personally search for a job that suits you.