Recruitment and hiring policy

THE BASICS

This Privacy Policy concerns the processing of personal data by Loop BV ("we," "us," "our," and "Loop") which is a manufacturer of earplugs. With registered office at Posthofbrug 6/8 Bus 5/148, 2600 Berchem, Belgium, listed with the CBE (Crossroads Bank of Enterprises) under number BE 0665.977.551.

This recruitment and privacy policy (the “Recruitment Policy”) outlines the essential information that is used when receiving, using and managing your personal data in the context of your application/selection procedure.

Any applicant with the age of at least 17 years acknowledges having read this policy. The submission of the CV and the prosecution of the selection procedure implies the acceptance of this policy and the processing of your personal data by Loop.

The applicant must participate in good faith in the selection procedure and provide all necessary information about his or her professional and educational history, where it relates to the position's nature and conditions.

By applying to Loop, the applicant acknowledges having read this policy and understanding how Loop processes his or her personal data.

Loop makes every effort to comply with European Regulation 2016/679 of 27 April 2016 regarding the Processing of Personal Data (General Data Protection Regulation or better known as GDPR).

Loop is the controller of your personal data. You can contact us at any time to:

Request access to information we have of you
Correct any information we have
Delete information we have of you

If you have questions or would like additional information on your data and the use of it, please contact us at:

LOOP BV, Posthofbrug 6/8 Bus 5/148, 2600 Berchem, Belgium.

LOOP AMERICA INC - 530 7th Avenue - Suite 902, New York, NY 10018, United States
[email protected]

Section 1 - YOUR PERSONAL DATA

This policy applies to the following persons regardless of their nationality or place of residence:

Any natural person who, as a result of a job offer, submits his/her application with a view to obtaining the job described in the job offer.
Any natural person who applies spontaneously with the aim of having his/her CV included in a database intended for recruitment and selection.
Any natural person whose CV was forwarded to Loop via a third party by a recruitment company or by recommendation. Loop will communicate the policy to the applicant upon first contact.

1.1 What information is being collected?

In the context of the application, and more specifically for the selection process, the company will process, among others, the following personal data:

Identification data such as your name, first name, marital status, address, date of birth, age and gender;
Data related to studies and training: education, training, diplomas, certificates;
Work related information: current position and responsibilities, prior positions and professional experience, date of departure, reason for departure, working conditions and gross salary, salary expectations, skills and professional competence;
Health assessment form for a safety function, a function with increased vigilance or an activity with a well-defined risk (Art. I.4-46 of the Codex on well-being at work). This form does not contain any health data;
Data related to mobility (driver's license, transportation options);
Data obtained from knowledge and competency tests
Data obtained from a personality test
Our website uses cookies which may process your personal data such as IP address, navigation on the website, ... For more information about the processing of your personal data by cookies, please see our internet and cookie policy.

Loop strives to obtain all information relevant to recruitment directly from the applicant. If Loop deems it necessary, it will contact one or more previous employers to ask for information about you and your work experience only with your permission.

If the applicant has attached documents to his application, such as copies of diplomas, certificates, photographs, etc., the company will keep them available for a reasonable time after being rejected. In case of doubt about the authenticity of the copy presented or sent, Loop may request the applicant to provide the original document.

Loop can only ask questions about your private life in case they are relevant due to the nature and conditions of the position;

It is possible that Loop will process sensitive personal data in certain cases, but this will always be kept to a minimum. In any case, the Company will not process so-called "sensitive" personal data, such as racial or ethnic origin, political opinions, religious or philosophical beliefs, health, sexual orientation ... during the recruitment process.

SECTION 2 PURPOSE OF THE PROCESSING

2.1 Why is it collected?

Loop will only collect and process your personal data to the extent necessary for the purposes of recruitment and selection. The personal data processed will be proportionate to the position to be filled and will be limited to the data necessary to ascertain to what extent your motivation, knowledge, skills, abilities, and experiences match the profile of the open position for which you are applying or qualifying.

Loop processes the above personal data based on various processing grounds as enumerated in Art. 6, paragraph 1, (a), (b), (c) and (f) GDPR:

You have given your explicit consent

Example: forwarding a resume

Example: registration in the recruitment database

2.1.2 The processing is necessary to take measures prior to the conclusion of an employment contract between you and Loop to promote, among other things, the smooth recruitment of your employment.

Example: drafting of an employment contract

2.1.3 The processing of your data is necessary for the legitimate interests of Loop to properly evaluate your application, provided that the interests or the fundamental rights and freedoms of the applicant are not prioritized.

Example: forwarding your contact details to centers that conduct tests or trials, processing results of tests or trials, forwarding your data to other services or affiliated companies that may be interested in your profile.

2.2 How is it collected?

The recruitment procedure and associated data processing starts at Loop when:

you apply for a specific position
you apply spontaneously;
a third party recommends you (e.g. recruitment office).

Loop uses various channels to find the suitable person for a vacancy. This can be via our own website, via emails, but also via third parties such as social media (LinkedIn, Facebook), job websites/job boards, job fairs or recruitment and selection offices. For specific positions or profiles, Loop may engage a specialized office to find a suitable candidate.

If your CV is processed by these third parties, it is advisable to read their general terms and conditions and privacy policy to ascertain how they handle your personal data. Loop cannot be held responsible for the way these third parties handle your personal data, nor for the content published on their websites.

Loop requests that you check the accuracy and completeness of your data and contact us if any changes have occurred or if you are no longer interested in a job with Loop during the selection process.

2.3 Specific processing during the selection procedure

In the first stage of the selection procedure, Loop analyses your CV to check whether it meets the requirements of the job.

Applicants who do not meet the requirements and whose CV will not be taken into further consideration will be informed accordingly. Personal data and CVs of applicants who are not retained will be kept by Loop in a recruitment database where you will have the choice whether to accept it or not.

In the next phase, depending on the position and your profile, tests may be done, as Loop finds it important to conduct an objective recruitment and selection procedure.

These tests, which will not last longer than necessary to test the applicant's competence, may consist of:

practical case
personality test
test of technical knowledge
capacity tests (abstract and/or numerical and/or verbal)

These tests will always form an objective guide in the selection procedure and will always be accompanied by a professional assessment and comprehensive analysis by Loop. Loop can use an external assessment office to carry out these tests.

The performance of these tests does not constitute a right for the applicant to seek compensation from Loop.

Loop or the assessment office will explain the results of these tests and/or trials orally or in writing, whereby you will always have the opportunity to express your comments and experiences.

Candidates who meet the requirements of the position, but whose test results are unsatisfactory, will be informed of this within a reasonable time. The data of applicants who are not further qualified will be kept in a recruitment database where you will have the choice whether to accept it or not.

SECTION 3 ACCESS BY EMPLOYEES AND THIRD PARTIES

We may grant employees access to your personal data to be able to process such data. We guarantee a level of protection similar to this Privacy Policy by making contractual obligations enforceable vis-à-vis said employees and persons whom we engage.

We use two third parties' apps that have access to your data: CriteriaCorp, Office365, Mojohire, Greenhouse and Gem.

All platforms process your data to the extent necessary to allow them to perform the services they provide us with. All third-party apps or tools we use are GDPR compliant.

3.1 Where do we process data?

Both Loop and external third-party providers will preferably process your identifiable personal data in the European Economic Area (“EEA”).

We can transmit your anonymized and/or aggregate data to organizations outside the European Area. If such transmission is made, we will ensure that there are appropriate warranties to guarantee the security and integrity of your personal data, and that all the rights that you could enjoy under the applicable mandatory law relating to personal data are guaranteed.

The following legal protection mechanism will be implemented if there is a transmission of your personal data and/or anonymized and/or aggregate data:

Which? Linkedin
Country outside EEA? USA
Lawful transmission system? USA – Data Privacy Framework member

Which? Greenhouse
Country outside EEA? USA
Lawful transmission system? USA – Data Privacy Framework member

Which? Microsoft
Country outside EEA? USA
Lawful transmission system? USA – Data Privacy Framework member

Which? CriteriaCorp
Country outside EEA? USA
Lawful transmission system? USA – Standard Contractual Clauses (“SCC”)

Which? Mojohire
Country outside EEA? USA
Lawful transmission system? USA – Data Privacy Framework member (in final stage)

SECTION 4 – RETENTION PERIOD

Loop processes your personal data for as long as it is necessary to fulfill the purposes for which we need it. We apply different retention periods depending on the context of the selection procedure.

4.1 Candidacy for a specific vacancy

Loop retains your personal data processed in our recruitment and selection procedure for a period necessary for the processing of your candidature.

Loop retains your personal data for its recruitment reserve for two (2) years. This allows the company to contact you in the event that the person selected is not hired or if it is decided to end this cooperation.

4.2 Recruitment database

If Loop has selected a third party for a certain position, but your profile could be interesting for a similar or another position within the company, we wish to contact you in the future for a vacancy that could interest you. Loop will ask your permission to keep your profile for two (2) years. You are always in a position to refuse this proposal and then Loop will delete your personal data from our recruitment database.

4.3 Spontaneous application

Any CV sent through a spontaneous application will be retained for a period of two (2) years.

4.4 Employment

In the case of recruitment, the processing of your personal data by Loop will be necessary for personnel and payroll administration and the processing will be necessary for the performance of the employment contract, compliance with the legal obligations of Loop and Loop may invoke the legitimate interest. At the latest at the time of employment, you will be further informed about the processing of your personal data by Loop within the framework of personnel management and payroll administration.

4.5 Place of storage and request for deletion

Your personal data will be kept in Greenhouse.

If you wish, you can make an express request to have your CV deleted at any time during the selection process by following the procedure described in Article 5.

SECTION 5 – YOUR RIGHTS

The following rights relating to your own personal data can always be exercised merely by request.

5.1 Right of admission and perusal:

You have the right at any point in time to take due note of your personal data, free of charge.

5.2 Right of correction, restriction and removal:

You are free to disclose or not to disclose your personal data to us. In addition, you also have the right to request us to correct, supplement or erase your personal data.

5.3 Right of objection:

You always have the right to object to the processing of your personal data for serious and legitimate reasons or for direct marketing purposes.

5.4 Right of portability:

You have the right to obtain your personal data in a structured format and/or to transfer it to other controllers.

5.5 Right to withdraw consent:

Where the processing is based on your advance consent, you do, of course, have the right to withdraw it.

5.6 Exercise of your rights:

You can exercise your rights by contacting us for such purpose, either by email at [email protected] or by post sent to Posthofbrug 6/8 bus 5/148, 2600 Berchem, Belgium. Additional identification may be requested for legitimacy purposes.

Loop is using an AI platform (Mojohire) to augment candidate selections. All final decisions are made by human decisions. You have the right to object to this profiling and ask for a human review of your application. The tool utilizes the entire text data provided to match candidates, considering all aspects of a candidate’s experience through Machine Learning techniques. The tool is not specifically trained on sensitive features, such as sex, race, or ethnicity.

Candidates that are within the scope of the NYC state law 144 can review the NYC Local Law 144 bias audit of Mojohire.

5.8 Right to submit complaints:

If you have a complaint regarding our processing of your personal data, you are at liberty to file a complaint with our legal department ([email protected]) or with the Belgian Data Protection Authority. For more information, go to www.dataprotectionauthority.be.

SECTION 6 – SECURITY

We have developed technically and organizationally adapted security measures to prevent personal data collected from being destroyed, lost, forged, changed, accessed without permission or disclosed to third persons by mistake and to prevent any other unauthorized processing of such data.

Under no circumstances can we be regarded liable for any direct or indirect damage arising from incorrect or unlawful use of the personal data by a third party.

You must always comply with the safety prescriptions. You are therefore the sole person responsible for the use made of the website on your computer, your IP address and your identity data, as well as for the confidentiality thereof.

SECTION 7 - CHANGES TO THIS RECRUITMENT POLICY

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

If our store is acquired or merged with another company, your information may be transferred to the new owners so that we may continue to sell products to you.

SECTION 8 - COOKIES

We refer to the cookie policy of this website regarding the use of Cookies.

This Recruitment Policy was last updated on June 7th, 2024.