Introduction
Kairos People offers search, consultancy and interim solutions as further explained on our websites. Kairos People has high ambitions when it comes to the quality of its services. The protection of privacy and careful handling of (personal) data is an important part of this quality. This Privacy Statement applies to candidates, clients, referents, visitors of the Kairos People website (Kairos People.com). For the purpose of this Privacy Statement is a:
- principle: an organisation that engages Kairos People as a principle to perform services;
- candidate: a person who applies for our services, a (potential) candidate for open or future vacancies, events and trainings;
- referent: a person who gives a personal opinion about a candidate.
Why and how does Kairos People collect personal data
For our services to principles and candidates, it is necessary to collect personal information about individuals, e.g. to fill a principle’s vacancy or attend an event. For certain positions, Kairos People publishes an advertisement to which a candidate can respond himself or herself. Kairos People may also personally approach candidates, as well as referents, by phone, e-mail or at the office. At that moment, a candidate or referent is informed that their personal information may be processed. This Privacy Statement is then also provided. Kairos People also processes personal information to conduct research into business sectors or market segments, possibly at the request of a principle. Such research gives Kairos People insight into target groups and the people working in these groups. Such research helps principals search for suitable candidates. The type of work entails Kairos People processing personal information on a confidential basis and sometimes having to work without the knowledge of the person concerned. Consider a search for a client that may not yet become known. When it is not possible or reasonably feasible to approach a person concerned directly, Kairos People processes personal data on the basis of a legitimate interest. Where possible, Kairos People requests consent as further explained below.
What kind of personal data does Kairos People use
Principal:
Kairos People uses company and contact information such as name, email, job title, phone number. In addition, Kairos People also uses information provided by a principal such as e.g. interview reports with the principal about vacancies and candidates.
Candidate:
If a candidate registers online or after personal contact online in the candidate system for an open or future position, Kairos People collects name, address, place of residence, e-mail, telephone number, position, and if applicable, CV and motivation letter. During an event organised by Kairos People, photo or video recordings may be made which may be used for promotional purposes. For search and market research purposes, Kairos People also processes personal information from public sources (e.g. Chamber of Commerce, online publications) but no personal data from third-party databases are used.
Referent:
Kairos People requests the name, e-mail address and telephone number of a referent, as well as the personal opinion on a candidate's suitability for an open position.
Use of personal data
Kairos People processes personal data for the following purposes:
Principals:
Information from principals is used for the execution of the agreement with Kairos People and the legitimate interests of Kairos People such as relationship management and marketing.
Candidates:
- Filling vacancies, where Kairos People acts on behalf of a principal. If a candidate responds to an open position or participates in an event organised by Kairos People, Kairos People may forward personal data to the client;
- Matching candidates with future vacancies. Kairos People holds personal information in the candidate system (in portfolio) to assess a candidate's suitability for a future position to be filled by Kairos People;
- Performing a (confidential) search for a client. In these cases, Kairos People does a pre-selection and then, without having mentioned the exact name of the client to the candidate and only with the candidate's prior knowledge and approval, shares a limited set of a candidate's personal data with the client. If the client appears interested, Kairos People will contact the candidate for further consultations. If this consultation leads to an invitation for an interview, Kairos People will share the remaining relevant personal information with the client;
- Preliminary research that a client wishes to have carried out. Kairos People may use a limited set of personal information for this purpose, e.g. role and sector;
- For analysing or improving our services, e.g. a request to complete an online survey.
Kairos People will not make a fully automated candidate selection based on personal information received. Please note that Kairos People is not responsible for clients' use of candidates' personal information.
Referent:
In order to better assess a candidate's suitability, Kairos People uses information about and from the referent in some cases to perform its services.
Assessment and coaching
A client may ask for coaching or assessment of a candidate. In that case, Kairos People processes personal information of a candidate for the legitimate interest of the principal, or on behalf and according to the instructions of the principal. If such coaching or assessment involves psychological research and results and Kairos People does not perform these services on behalf of the client, explicit consent is requested. Collection and processing of psychological research is carried out in accordance with the professional code of the Netherlands Institute of Psychologists (NIP).
E-mail service and communication
When a visitor, principal or candidate signs up for any e-mail service or other online communication, we process name and e-mail address. Unsubscribing to these messages is always possible by clicking the unsubscribe button in each message.
Retention period
Through registration in the candidate tracking system (Applicant Tracking System (ATS)), interest has been expressed in a job or interim assignment in the Food & Agri sector now or in the future that fits within Kairos People's focus in this sector. In order to serve candidates as a specialised agency in this sector in a next or subsequent career step, we like to keep candidate data in order to approach candidates in a very targeted way when appropriate. We will only approach candidates with career opportunities that match the field of interest, CV and motivation.
Kairos People processes personal information for as long as necessary to provide the services and achieve the above-mentioned purposes, whereby we do not retain candidates' personal data for longer than consent is given to us. On application/registration, consent is given for a period of 5 years. However, should a candidate wish to have data deleted earlier, this can be communicated to us by email at info@kairospeople.com .We will then delete the data immediately.
Rights: inspection, correction, data portability, objection, deletion and complaints
A candidate, principal or referent is not obliged to give personal information to Kairos People. However, this may mean that Kairos People cannot perform the services.
Consent given can be withdrawn at any time. Kairos People may also be asked to stop processing personal data. A candidate, principal or referent may always know which personal information Kairos People is keeping. He or she can ask to look into it and indicate any inaccuracies, propose changes, request data portability, object to processing by Kairos People or request the deletion of data. To this end, a request can be submitted by email at info@kairospeople.com . A request will be dealt with within 4 weeks.
Any complaints about how Kairos People uses personal information can also be sent to this address. Should a complaint not be dealt with to your satisfaction, the Personal Data Authority can be approached.
Storage and security
Personal information is stored with various applications that Kairos People uses for business purposes. This data is stored within the EU. Kairos People's applications are secured by technical and organisational measures to protect candidates' personal information as best as possible against loss or unintended use.
Third parties
For its services, Kairos People sometimes engages external service providers who receive personal information from candidates and principles. These include external suppliers to Kairos People for e.g. office automation, storage, e-mail and telephone services. These external parties may contractually use the personal information only for that reason, they must keep it confidential and they are not allowed to use or pass on personal information independently.
General/website
Kairos People likes to stay informed about the number of website visitors. In doing so, the identity of visitors is not important. Therefore, no specific, personally identifiable information is stored or saved. However, certain information is kept and stored anonymously: the number of visitors, which part of the site is visited (most), the time of the visits, the country from which the site is visited and general information about the software used by the visitor. To do this, Kairos People's sites use cookies.
Changes
Kairos People may periodically modify this Privacy Statement. Kairos People makes every effort to inform principes, candidates and referents accordingly.
This Privacy Statement is issued by:
Kairos People, part of Kairos | Regenerative Agri & Food Systems BV
V01122022
