what personal data do we collect about you? why do we need your personal data? how long do we keep your personal data?

what personal data do we collect about you?

When you are a temporary worker on a temporary assignment at one of our clients, we may process personal data about you such as:

  • Identification information – we may process your name, contact information (including email, home address, home phone number and mobile phone number), citizenship & country of residence, date of birth, gender, digital signature, languages spoken and nationality & immigration status (and information from related documents).
  • CV/resumes and other recruitment information – we may process your CV/resume, work history, information about your skills, your experience and educational background and other relevant information (such as your photograph, interview notes and personal data included in the cover letter or as part of the application process).  We may also process details in references about you that we receive from third parties.
  • Compensation and benefits information – we may process personal data relating to your current compensation and benefits including (without limitation) your current bonus, recurring payments and benefits.  
  • Government issued identifiers – we may process government issued identifiers including (without limitation) your national identification number, social insurance number, social security number and driving license number, as legally required.
  • Information about you available from third parties - including the results of any state criminal record checks, credit checks and/or financial sanctions checks.
  • Photographs and video footage – when participating in recruitment-related events, meetings, conferences etc., we may process photographs or videos of you.
  • Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, and other identification for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
  • Time and attendance records - information we gather from you, from swipe card systems, time management system, time clock records.
  • Professional information – we may process personal data related to your work including (without limitation) your job title, description and location, your department, professional email address, reporting levels, and employment status (full-time/part-time/etc.).
  • Financial information – financial information including (without limitation) your bank account number, bank details, VAT number.
  • Salary information – we may process salary information including (without limitation) recurring payments and benefits, your bonus.
  • Performance-related information – performance-related information including (without limitation) information on your performance reviews.
  • Disciplinary information - information relating to disciplinary measures taken against you, if any.
  • Grievance information – In order to assist in the reporting of grievances and (suspected) misconduct within the Randstad Group of companies, we have established dedicated channels through which stakeholders may voice concerns, either through local reporting mechanisms in place at the level of the local Randstad Group companies or, for serious misconduct (including whistleblowing), through our Integrity Line, the Randstad Group reporting facility. Whenever we receive a grievance report or a report about (suspected) misconduct we may process personal data related to the complainant, the other individuals mentioned in the complaint and the person(s) that is/are subject of the complaint and/or of the investigation into the complaint. 
  • Travel and expense data – travel and accommodation information and expenses including (without limitation) travel itineraries, hotel and travel reward cards.
  • Vehicle information – information about your personal or company car including (without limitation) your license plate, parking tickets and driving fines.
  • Family and dependent information – information related to your family and dependents including (without limitation) details regarding family composition (names, genders, ages), any "special needs" or education requirements for children or dependents, special needs of elderly parents, emergency contact information. 
  • Information related to identification/access control cards – employee identification and access control cards may contain your name, photograph, employee number and may be linked to other details on record (department, phone number, license plate).
  • CCTV footage – we may process footage of you obtained through our use of CCTV surveillance systems.
  • Survey results – we may process your responses to questions in employee surveys.
  • Information related to your usage of Randstad devices, software and access to Randstad’s network – we may process information related to your use of our devices, software and access to our networks, including (without limitation) your browsing history, your use of email, internet and social media, whether at the workplace, on our equipment or otherwise through our networks. 
  • Special categories of data, such as: 
    • Health-related information – health-related information including (without limitation) injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, as legally required.
    • Ethnic origin – information revealing your ethnic origin, as legally required. 

To the extent we process these special categories of data, we will protect, secure and use that information in a manner consistent with this notice and applicable laws.

  • Trade union membership – data revealing your trade union membership.

This data may be obtained directly from you, from the public domain or from third parties. In the last case, we will inform you of the purpose and data sources we use, the exception is where the provision of this information to you would cause disproportionate efforts. In that case, we may take alternative measures to protect your rights and freedoms.

why do we need your personal data?

Randstad processes your personal data only for the purposes specified below:

- General HR management and administration purposes (including workforce management): The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations;

- Compensation, payroll and expense reimbursement (including reporting and billing to clients): The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security/tax legal obligations;

- Insurance, pension and other benefits: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations; 

- Performance management, career development and training: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the development and training of employees; 

- Fleet management: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets;

- Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Randstad’s misconduct reporting procedure: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes;

- Dispute management and litigation: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; 

- Health and safety management: The processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with employment and social security legal obligations. If not based on the above grounds: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of its employees, company assets, protecting its legal interests and managing legal claims/disputes; or protection of the vital interests of the Data Subjects;

- Managing holidays, leaves and other absences: Processing is necessary for the performance of the temporary worker’s employment contract; and Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business;

- Compliance with labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements): Processing is necessary for compliance with employment and compliance with our legal obligations under labor, tax, social security and other laws and regulations;

- IT support: Processing is necessary for the performance of the temporary worker’s employment contract; and/or

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems;

- Facilities, security and contingency planning purposes: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding and securing our assets, our facilities, our information systems and our people;

- Network and device usage optimization and related security controls (including company network access and authentication): Processing is necessary for the performance of the temporary worker’s employment contract; and/or processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems;

- Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals  and screening against sanctions lists): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; and/or Processing is necessary to comply with our legal obligations (including when authorities or administrations ask information about a temporary worker);

- Emergency and disaster management: Based on a legitimate interest pursued by Randstad, which includes ensuring the safety of talent; and Where the above ground is not possible because local mandatory law requires so, only in those limited cases may this be based on a consent; 

- Relocation, mobility and travel management: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business; 

- To conduct checks to verify your suitability for placements: we may carry out criminal record checks, credit checks and verify whether you are a politically exposed person, a specially designated national or otherwise subject to sanctions under applicable laws or regulations.

- To monitor and enforce compliance with Randstad policies and procedures: For the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems;

- To monitor and enforce compliance with legal obligations applicable to us (including the requirements set out in your contract with us): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes;

- Recruitment and staffing: based on the legal grounds of (a) (pre-)contractual necessity for our services when matching (e.g. via Terms & Conditions on the website) or when we enter into an employment contract with you we require some data to be able to draw up this contract and to then be able to execute it correctly; (b)  If and only if the local process would not amount to a legally binding contractual relationship under (a) or if applicable law prescribes otherwise, the exception could be based on our legitimate interest to build and maintain a relationship; (c) Where (a) and (b) are not possible or local mandatory law requires so, only in those limited cases may this be based on a consent 

- To provide references about you to third parties: Processing is necessary to perform the Services, to comply with our legal obligations for the purposes of legitimate interests particularly to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice;

- Employee surveys, statistical purposes: Based on our legitimate interest to survey our temporary workers so as to better understand their needs, to improve our services and to build and maintain a good relationship with our temporary workers and with the clients our temporary workers work at;

- Events: Based on our legitimate interest to organise events so as to better build and maintain a good relationship with the community of temporary workers and with the clients our temporary workers work at;

- To manage memberships of employees to professional associations: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business;

- To perform internal and external audits: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business, including compliance with laws and regulations;

- To conduct corporate transactions (including mergers, acquisitions and divestments): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include Randstad’s interest in developing its business through mergers, acquisitions and divestments. 

how long do we keep your personal data?

We will retain your personal data for 5 years from the last day you worked on a temporary assignment.  We will retain certain pay-related and other financial information for 7 years in order to comply with our legal obligations.

In any event, we may keep your personal data for longer if necessary in connection with any actual or potential dispute (e.g. we need this personal data to establish or defend legal claims), in which case we will keep your personal data until the end of such dispute or if we are required to do so by any applicable law or regulation.