Applicant & Candidate Privacy Statement policy

We are so happy that you are applying to FeedbackFruits. FeedbackFruits is committed to protecting your data privacy rights. We want to inform you how we collect, use, and disclose personal data we collect about you when applying for a position with us. Under data protection legislation, FeedbackFruits B.V. ("we", "us", "our" and "FeedbackFruits") is the data controller. This means that we are responsible for deciding how we hold and use personal data about you. This notice applies to all applicants or candidates who applied via our careers page (including those that may be unsuccessful in the application process) and third parties whose information you provide to us in connection with any application whether via FeedbackFruits directly or indirectly. If you have any questions about how we use your personal data, you can contact us using the details below. We may amend this policy from time to time.

Which personal data are processed by FeedbackFruits?

When you apply for a job at FeedbackFruits, we collect some information from you. Some of this information is required in order for us to process your application. For example (but not an exhaustive list):

• Name
• Phone Number
• Email Address
• Home Address
• Date of Birth
• CV (including educational and professional background)
• Employment History
• References
• Questions that might help FeedbackFruits assess your legal right to work in the Netherlands, how you learned about the position, and any non-compete or non-solicitation obligations that apply to you.

We may also request and collect additional information such as:

• Desired salary or other compensation-related benefits
• Interest in relocation at the time of documented conversation
• Source from which you learned of FeedbackFruits or the opportunity you applied for
• Whether you are legally authorized to work in the country you are applying to work in
• Notes from interviews with FeedbackFruits employees throughout the process

The above information is provided by you voluntarily, and will be recorded and filed in a confidential file. We request this information via resume and sometimes via cover letter. It gets stored in an IT platform, such as HomeRun, and potentially any others we might use to make sure you have a seamless candidate experience.

If you fail to provide information when requested, which is necessary for us to assess your application, we will not be able to process your application successfully.

How do we process your personal data?

We can only use your data for certain reasons, and where we have a legal basis to do so.

• Legitimate interest of FeedbackFruits. We may process your personal data where we believe that we have a legitimate interest to do so (eg, to process your application).
• Compliance with a legal obligation. Processing can in some cases be necessary for compliance with a legal obligation to which FeedbackFruits is subject, including under data protection legislation.
• Candidate consent. While we generally do not need your consent for data processing activities related to your job application, if we require your consent for processing your personal data, we will provide you with details of the information that we would like, along with the reason we would need it, so you can decide if you wish to consent to our request. It is not a condition of your contract with us that you agree to all requests for consent from FeedbackFruits; you may refuse to give your consent.

Who do we share your personal data with?

We may share your personal data to members of our People Team and the relevant team managers to the role you are applying for in order to make hiring decisions.

We partner with third parties who we believe are best in their field at what they do. Sometimes it may be necessary for us to disclose your personal data to third parties/agents, including without limitation to the following:

• Individuals or companies employed by FeedbackFruits to carry out specific services, functions or consultancy work;
• Regulatory bodies whom we are obliged or required to disclose information;
• Relevant government departments and agencies;
• Third parties or agents of clients to assist in the administration, processing and management of certain activities pertaining to prospective employees.

When we do this, your personal data might be stored by us or service providers we engage. Third parties we work with will only process your personal data in accordance with our instructions, for the purpose of the recruitment process only.

Where do we store your personal data?

Your personal data is stored in the EU region by default on our Application Tracking System (ATS) server, and is continuously backed up.

How do we protect your personal data?

At FeedbackFruits, we take security very seriously. We use technical and organizational security measures to help safeguard your personal information. We limit access to your personal data to staff members and other third parties who have a business need to know. They will only process your personal data upon our instruction, and are subject to a duty of confidentiality.

How long do we keep your personal data?

If your application is successful, we’ll move your recruitment information to your employment file. We will only move information that is relevant to your employment. Once you are employed at FeedbackFruits, how we handle your information is governed by our company wiki, employee privacy policy, and your contract.

If your application is unsuccessful, we will hold your data on file for one (1) year after the end of the recruitment process, to the extent necessary for FeedbackFruits to comply with any legal obligations or for the exercise or defense of legal claims (subject to any applicable legal or regulatory obligations to retain such information for a longer period).

It is possible that we will wish to retain your data for a further period of time, on the basis that a different opportunity may arise in the future, and we’d like to consider you for that. If you would not like us to hold on to your personal information, please let us know.

Your rights

You have the choice over how we use your personal data. You have the right, under certain circumstances:

• To request a copy of your personal data held by us;
• To request the correction or erasure of your personal data held by us;
• To request that we restrict the processing of your personal data, for example, to object to the further processing of your personal data; or to withdraw consent.

If you wish to exercise any of these rights in relation to the personal data we hold about you, please contact us by email at peopleops@feedbackfruits.com.