MSF Belgium Privacy notice to job applicants

DOCTORS WITHOUT BORDERS ASBL/VZW (“MSF”), with registered offices at 1050 Brussels, rue de l’Arbre Bénit, 46, Belgium and registered with the Crossroads Bank for Enterprises under the number 0421.446.093, acting as data controller, processes and uses personal data pertaining to its job applicants (hereinafter collectively referred to as “Applicants”), in compliance with applicable data protection laws, including the European Regulation 2016/679 of 27 April 2016 called the General Data Protection Regulation (“GDPR”).

This privacy notice sets out:

• why and how is MSF collecting personal information about Applicants
• Which data is MSF collecting about Applicants
• how MSF protects Applicants Data and
• for how long this information is retained.

1. Why is MSF collecting Applicants Data

MSF collects data from Applicants, electronically or non-electronically, and all information that help to make informed decisions for the selection of international and Headquarter staff and for attracting the right competencies needed in the field and in Brussels office. Besides, MSF seeks to give the applicant the best possible experience when using its Belgian website or when communicating with MSF.

2. Our legal basis for processing Applicants Data

Organisations need a lawful basis to collect and use personal data under data protection law. Applicant Data is processed by MSF on one or more of the following legal ground:

• In the framework of the legitimate interests of MSF, such as, but not limited to, a careful and reliable administration and operational management, recruitment and related Human Resources activities, as long as its use is fair and doesn't adversely impact the rights of the individual concerned.

3. How does MSF collect Applicants Data

When an Applicant applies for a job through our website, the initial information comes from the Applicant concerned. The data collected is then included and stored in an automated database (HERO), the purpose of which is to manage MSF selection processes.

When an Applicant applies for a job by sending an email to MSF his/her application, the initial information comes from the Applicant concerned. The data collected is then included and stored in the MSF servers, the purpose of which is to manage MSF selection processes.

MSF may also receive or generate data about the Applicant from referee(s), when carrying out background checks or when searching for potential candidates from third party sources such as job sites.

Finally, MSF uses third-party cookies to improve the performance of its websites, to track conversions and activity, and to give a tailored experience to the one using them. Such cookies may collect or receive information to provide advertisements and to create lookalike audiences.

Note that MSF does not collect personal information via these cookies.

4. Categories of personal data processed as Applicant Data

During the application and selection procedures, MSF only asks for details for assessing the Applicant's suitability for the job he or she applies for. For the abovementioned purposes, Applicant Data processed by MSF may include the following categories:

• personal identification data, such as the name and address;
• electronic identification data, such as email address and mobile phone number;
• personal details, including date and place of birth, languages spoken, nationality, gender and civil status, immigration status;
• specific job application data such as CV, education details and diploma, career related data, including training, professional experience, certification, etc.;
• result of the occupational personality questionnaire and language test carried out during the recruitment procedure;
• affiliation / participation in professional organizations;
• publications ;
• data related to publicly accessible social network;

5. How is MSF using Applicant Data

MSF uses Applicant Data to:

• process applications for employment at MSF
• perform survey, analysis and statistic
• deal with your enquiries and requests
• keep a record of one's engagement with MSF
• understand how MSF can improve its services information and activities and adapt HR marketing initiatives

MSF does not sell personal data to any third parties or other charities.

6. Who has access to Applicant Data

For the abovementioned purposes, Applicant Data may be disclosed to, and possibly processed by MSF’s personnel who have a need-to-know about the Applicant Data at stake, all bound by a confidentiality agreement. We regularly review who has access to your information.

MSF does comprehensive checks on any contractors before working with them. MSF always puts a contract in place that sets out how they manage the personal data they collect or have access to.

MSF only discloses personal data to third parties, with the consent of the concerned individual, when MSF has to do so by law, for example to authorities.

7. How is Applicant Data Protected

MSF uses all reasonably possible technical and organisational measures and precautions in order to protect personal data and to prevent the loss, misuse or alteration of personal data, such as online forms encryption, routine monitor of the network and industry standard SSL certificates.

8. How long does MSF retain Applicant Data

MSF retains information for no longer than it’s necessary for the purposes for which the personal data are processed. A job applicant’s personal data will be retained for a maximum period of 5 years after the end of the job application procedure.

9. What are the Applicant’s rights and who to contact

Applicants have the right at any time to contact MSF to:

• access their data;
• rectify their data that are inaccurate and/or incomplete;
• have their data erased under certain circumstances;
• restrict or object to the processing of their data;
• receive the data, which they have provided, in a structured, commonly used and machine readable;
• format and transmit them to another controller if they want so, when based on their consent and/or the performance of the contract;
• receive more information about the safeguards in case of international data transfers; and
• lodge a complaint with the Belgian Data Protection Authority or another EU supervisory authority if they think that MSF has not acted in line with the applicable data protection laws (rue de la Presse, 35, 1000 Bruxelles, www.privacycommission.be – tél. +32 2 274 48 00 – email : commission@privacycommission.be).

The contact person at MSF for further information about these rights is: dpo@brussels.msf.org

10. Changes to this notice

MSF may amend this privacy notice from time to time as needed, notably to comply with changes in any applicable laws, regulations or requirements introduced by data protection authorities.

Any significant changes in the way MSF treats personal information will appear on our websites.