Sapienza Privacy Statement

We respect your privacy and your rights to control your personal data. Our principle guidelines are simple: We will be clear about the data we collect and why. We will make sure that your personal data are adequately secured. We do not and will not sell your data to third parties.

With this Privacy Statement (the ‘Statement’), we inform you about the personal data we collect from you, either directly or indirectly, and how we will use it. Personal data is any information that can be used to identify you or that we can link to you. This Statement applies to candidates interested in a vacancy and visitors of Sapienza-controlled websites, as well as our customers, subcontractors and other business partners.

Please read this Statement carefully to understand how Sapienza may collect, use and share your personal data. The terms ‘we’, ‘us’, or ‘Sapienza’ are each intended as a reference to Sapienza Consulting Ltd and our affiliates, subsidiaries and holdings.

1. WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?

1.1 Job candidates

We process the personal data you voluntarily provide to us when you apply for a vacancy or submit an open application. This includes your name, date of birth, e-mail address and information about your education, work experience, the languages you speak and skills you possess, as well as any other information added by you to your CV or motivation letter.

For certain job applications, you may be required to submit additional information, such as copies of your degree certificate, your references and your security clearance. If a (social media) screening is relevant for and part of the recruitment process, we will inform you about this separately, both before and after the screening.

If you are invited for an interview, we may process additional information about you, such as salary or benefits information, relevant personality traits and your preferences with respect to the types of roles you would like to work in.

We may sometimes collect your contact details from the public domain, such as your LinkedIn profile. We may then use this information to contact you about our vacancies and services. We only contact you when we have legitimate reasons to believe you may be interested in one of our vacancies or services. If you are not interested, we may process your data to make sure we will not contact you again.

We collect your personal data to offer recruitment services to our customers, to identify and qualify suitable candidates that match a specific job description, to make contact with you to arrange an interview, to invite you to social media groups related to jobs that may be interesting for you, for accounting purposes and to comply with legal obligations.

We process your personal data because this is necessary in order to take steps at your request prior to entering into a contract. We may also process your personal data to comply with a legal obligation or because this is necessary for purposes of our legitimate interests, such as to find good employees, to improve our services and to protect our financial interests. If you voluntarily provide us with sensitive personal data (such as your photo revealing racial background), you explicitly consent to us processing the data for recruitment purposes.

Without your personal data we cannot process or accept your job application. We do not make use of automated decision-making (including profiling).

We will retain your personal data for two years after registration or latest activity on your side, unless you ask us to delete your personal data earlier. Legal retention periods or other compelling reasons (such as legal claims) may require us to retain your data for a longer period.

1.2 Website visitors

Our websites contain various forms, such as the “Subscribe to news”, “Request a demonstration”, “Job alerts”, “Get in touch for a quote” forms and the contact form. When you fill in one of these forms, we will use your data for the specific purpose indicated by the form. For instance, when you leave your e-mail address in the “Subscribe to news” form, we will send you email alerts for our latest news items. When you fill in the contact form, we will use your information to contact you and answer your question. We will retain your information for as long as necessary to answer your question or provide you with the requested service.

When you visit our websites, we may automatically collect information about your use of the website or information collected by cookies and similar technologies when you use, access or interact with the website. Please read our cookie statement here.

1.3 Chatbot conversations on our website or on Facebook

When you use the chat function on our career Website or talk to our Chatbot on Facebook, we collect information that you voluntarily provide to us. We collect your answers in response to the questions asked by the Chatbot, as well as the attachments you send to us, such as your CV. We do not and will not create questions related to special categories of personal data, such as your political opinions or health.

In addition to these, when you use our Facebook chatbot, Facebook provides the Chatbot with your Facebook ID. The Chatbot will use this ID to automatically search for public information about you. The ID enables the Chatbot to retrieve general information from Facebook, such as your name, link to your profile picture, your location (country), language for using Facebook, timezone and gender. However, the data that is used and that our staff will see is your name only. Your name is inserted in the email that the Chatbot automatically sends to our recruitment team with the conversation and the attachments uploaded by you, so that they know who the conversation was with.

The Chatbot may also ask for your email. Only in the case that you give us your consent, we will then sign you up for our job alerts. The alerts work in the same way as the ones on our website (see 1.2 above).

The prime purpose of collecting your data via the Chatbot is to allow you to send us your CV in a way that is convenient to you, and to ask you the preliminary questions that our recruiters would usually ask job candidates when contacting candidates for the first time.

For the data sent to our recruitment team and stored in our candidate database, the retention periods mentioned above in 1.1, Job candidates, apply. Regarding the conversations that Facebook automatically saves in Facebook Messenger, conversations older than three months will be deleted by us every month (e.g. in the beginning of May, we will delete all the messages from January).

1.4 Business partners

If you work for one of our customers, subcontractors, other business partners or when you work for a prospective customer, we may process your name, company name, address, email address and phone number.

We use your data to communicate with you with respect to contracts, projects and tender proposals, to maintain the relation we have with you, to send you Christmas cards, newsletters and satisfaction surveys, for accounting purposes and to comply with legal obligations.

Usually we receive this information directly either from you or from your employer. We may sometimes collect your e-mail address or other contact details from the public domain when you have made this information available for this purpose.

For existing and prospective ECLIPSE Software Suite customers, we use a customer relationship management (CRM) tool for storing the customers’ information (name, email, phone number). This tool also stores the emails exchanged with the customers, organised into threads and linked to a certain customer/contract, which allows us to keep track of (potential) sales.

We process your personal data because this is necessary for the performance of a contract we have with you or in order to take steps at your request prior to entering into a contract. We also process your personal data because this is necessary for the purposes of our legitimate interests, such as to improve our services, to maintain our relationship with you, to make you offers, to submit a proposal or to protect our financial interests. We only send newsletters and other commercial mailings to prospective customers with your explicit consent or when we have collected your details from the public domain and are satisfied that we may use these details to contact you.

We retain your personal data for no longer than necessary for the purposes concerned. Contact details of customers and subcontractors are in principle retained for two years after the latest transaction, unless we are legally obliged to retain the data for longer or when there are other compelling reasons for us to keep your data (such as for legal claims). In case of newsletters or other commercial emails that we might send, you can unsubscribe at any time. We will then delete your details from the mailing list.

2. WITH WHOM DO WE SHARE YOUR PERSONAL DATA?

2.1. General

We may disclose your personal data to any member of our group companies, which means our affiliates, subsidiaries and our holding company. In the event that we sell or buy any business, shares in a business or assets, we may disclose your personal data to the prospective seller or buyer of such business, shares in a business or assets.

If you either converse with one of our chatbots and submit your CV, apply for a job on our website, or submit an open application for jobs, we may share your personal data with one of our customers, to the extent relevant and necessary for the purposes concerned.

Finally, we may share your personal data with law enforcement authorities or in legal proceedings or in any other situation when required by law. We do not and will not sell your data to third parties.

2.2. Processors

We use a variety of third-party vendors to carry out services, such as hosting, sending newsletters, data analysis, facilitating user interaction and creating reports. We only share your personal data as necessary. These vendors may only process the personal data on behalf of Sapienza and for the purposes described in this Statement.

2.3. Do we transfer your personal data internationally?

When sharing data with third parties, your personal data may be transferred to a country outside the European Economic Area (EEA) or an international organisation. We take great care in protecting your personal data and have put in place adequate mechanisms to protect it when it is transferred internationally. We will transfer your personal data in compliance with applicable data protection laws and will implement suitable safeguards to ensure that your personal data are adequately secured by any third party that will access your data (for instance, by using the Standard Contractual Clauses as approved by the European Commission).

If you apply for a job or submit an open application for jobs at an international organisation, such as ESA or NATO, we may transfer your data to these international organisations, to the extent necessary for the performance of the contract we have with you or for the implementation of pre-contractual measures taken at your request or with your explicit consent.

2.4. Links to websites of third parties

Our websites may, from time to time, contain links to applications or external websites (for example by clicking on the link to follow us on LinkedIn or Twitter you will be directed to an external website). If you follow a link to any external websites, please note that these websites have their own privacy policies and website terms and we do not accept any responsibility or liability for these policies. This also applies to the use of our chatbots/applications through any third party website, such as Facebook. If you provide personal data to our Facebook chatbot, your data are also governed by the privacy policy of Facebook. We encourage you to read this and other privacy statements/policies carefully.

3. SECURITY OF INFORMATION

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features which are appropriate to the type of personal data you have provided to try to prevent unauthorised access or inadvertent disclosure.

4. WHAT RIGHTS DO YOU HAVE?

We want to be transparent about how we use your personal data and we want you to have control about how we use your personal data. You may therefore:

  • ask us for a copy of the personal data we hold about you
  • inform us of any changes to your personal data and ask us to rectify or complete your personal data
  • ask us to erase your personal data or limit the processing thereof, or object to particular ways in which we are using your personal data
  • ask us to transmit your personal data to a third party
  • when we process your personal data on the basis of your consent, you may withdraw your consent at any time. Moreover, where we process your personal information based on legitimate interest, you have the right to object at any time to that use of your personal data.

We are committed to working with you to find a resolution to any complaint or concern you may have about our use of your personal data. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to file a complaint with a data protection authority.

5. HOW TO CONTACT US?

Questions, comments and requests regarding this Statement are welcomed and should be addressed to BMS@sapienzaconsulting.com. Please also contact us at this address if you would like to update or amend any of your personal data which you have sent us.

Sapienza is the data controller for the personal data described in this Statement. Our address is Kapteynstraat 1, 2201 BB Noordwijk, the Netherlands. Sapienza had designated a data protection officer. He may also be contacted at the e-mail address above.

6. CAN WE CHANGE THIS STATEMENT?

We may modify or update this Statement when necessary. Please review it regularly. New versions of the Statement will be posted on our websites. If there are material changes to the Statement, we will inform you by the means available to us.