VidaXL is committed to protecting the privacy of job applicants and ensuring that any personal data we collect is processed in accordance with the EU General Data Protection Regulation (GDPR). This privacy policy explains how we collect, use, and store your personal data during the recruitment process.

The recruitment privacy policy applies to personal information that vidaXL collects and processes as part of the recruitment and application process. This includes personal information you submit as part of your application as well as information collected through cookies with your consent.

Who is Responsible For Your Personal Data?

Haba Trading B.V. at Mary Kingsleystraat 1, 5928SK, Venlo, The Netherlands is responsible for the processing of personal data as established in this privacy policy. When applying to a position in Poland or Romania, vidaXL Logistic Service Sp, vidaXL Services Sp, or vidaXL Center SRL will also be responsible for the respective processing of personal data.

How Do We Use Your Personal Data?

We will use your personal data for the following purposes:

• To identify candidates qualified to fill newly created vacancies at vidaXL.
• To assess your suitability for the role you have applied for.
• To communicate with you during the recruitment process including through personal contact, interviews, telephone conversation, or email correspondence.
• To carry out third-party assessments, conduct background checks, or verify your employment history for your qualifications.
• Reporting and internal administration purposes.
• Statistical analysis for optimization of the recruitment process, and furthering human resource strategy and activity planning.

We will not use your personal data for any other purpose without your consent.

What Personal Data Do We Collect?

During the recruitment process, we may collect the following types of personal data:

• Data from your CV and cover letter:
  • Identification data: name, date of birth, nationality, (civil status, domicile / residence, age, and gender may be collected during the hiring process);
  • Personal contact details: phone number, email address;
  • Data on professional experience: employment history (occupations / professions; positions held; the nature of the activities; the name of the employer / employers);
  • Data on education: name and type of studies completed; the name of the educational institutions; period; certificates of specialization and professional attestations;
  • Data on the professional and personal competencies ; known / used foreign languages; computer skills;
  • Data on professional training: diplomas, studies, certifications; participation in various training programs, conferences;
• Photo included in the CV (if included on your CV);
• Existence / type of driving license;
• Information from interviews, assessments, and references;
• Salary expectations;

What is the legal basis on which we process your personal data?

We collect and process personal data to the extent that this data relates to the recruitment and selection process, thus the legal basis on which your data is processed is legitimate interest for identifying candidates qualified to fill newly created vacancies at vidaXL, reporting and internal administrative purposes, statistical analysis for optimization of the recruitment process, and furthering human resource strategy and activity planning.

We may also rely on consent as the legal basis on which we process your data and in this regard, when you send us your application, you can consent to be informed when new vacancies arise within vidaXL.

Who Do We Share Your Personal Data With?

The personal data you share during the recruitment process may be shared with relevant employees within our HR department as well as employees taking part in the interview process. The personal data shared is limited to what is required for the intended purpose and to fully assess your qualifications.

We may share your personal data with third parties who operate our recruitment website, complete background checks, or conduct assessments associated with the competency or qualifications for the role applied. We will ensure that any third-party personal data sharing is compliant with relevant legislation and we will only share your personal data with third parties if it is necessary for the recruitment process.

How Do We Store Your Personal Data?

We will store your personal data securely and in accordance with our data retention policy. We will only keep your personal data for as long as necessary in the recruitment policy. We will delete your personal data within 30 days after the close of the recruitment process. We will only retain your personal data upon your consent for a maximum period of 1 year.

Personal data of candidates who are employed - become part of the personal file and will be kept for the duration of the individual employment contract and after the end of the contract will be the statutory archiving period is observed.

Any images taken on the video surveillance cameras onsite are kept for 30 days from the date of recording, with unless an incident is recorded, in which case the footage relating to those incidents are kept until the conclusion of any disputes. We do this in our legitimate interest to enable us to ascertain, to exercise and defend in court our or a third party's claims.

Do We Keep Your Data Safe?

vidaXL considers the security of your personal data to be very important and, in this regard, ensures the adoption and regular review of organizational and technical security measures designed to protect your data against unauthorized access, modification, disclosure or destruction.

Access to your personal data is granted to persons authorized by vidaXL according to their specific attributions and responsibilities and who have previously assumed obligations of confidentiality.

vidaXL implemented the following technical and organizational measures to ensure the security of your personal data:

• Dedicated policies. We adopt and review our job applicants’ data processing practices and policies, including physical and electronic security measures, to protect our unauthorized access systems and other potential security threats. We constantly monitor how we apply our own personal data protection policies and how we comply with data protection legislation.
• Data minimization. We have made sure that the personal data that we process is limited to what is necessary, appropriate, and relevant for the purposes stated in this policy.
• Restrict access to data. We strictly limit access to personal data that we process to employees, processors, and other authorized third-parties.
• Security backups. We create constant archives (back-ups), which we keep secure. All the technical equipment we use to process your data is secure and up-to-date to protect your data.
• Staff training. We constantly train and test our employees and collaborators on the legislation and best practices in the field of personal data processing.
• Data anonymization. Observing laws in force, we anonymize / pseudo-anonymize the personal data that we process so that it is not possible to identify the persons to whom they refer.
• Control of our service providers. We enter into contracts with those who process data for us (authorized persons) or with us (other operators - associated operators) by using clauses to ensure the protection of the data we process, in accordance with the law.

What Are Your Data Subject Rights?

Under GDPR, you have the following rights regarding your personal data:

Right to access – You have the right to request us for a copy of your personal data.
Right to rectification – You have the right to request us to rectify any personal information that you believe is inaccurate or incomplete
Right to erasure – You have the right to request to erase your personal data in certain circumstances
Right to restriction of processing – You have the right to request us to restrict the processing of your personal data in certain circumstances.
Right to object to processing (only when based on consent) – You have the right to object to processing under certain circumstances
Right to data portability – You have the right to request that we transfer the personal information you have given us to another organization or to you in certain circumstances
Right to Make a Complaint – If you believe there has been an infringement of your data subject rights, you are entitled to make a complaint with the Dutch Data Protection Authority or other EU Member Data Protection Authority where appropriate.

You do not have to pay anything to exercise your rights. If you submit a request, we have 30 days to respond to your request.

Please contact us at [email protected]

or at Mary Kingsleystraat 1, 5928SK, Venlo, The Netherlands; vidaXL Logistic Services Sp. z o.o.,Chocicza Mała 29, 62-300 Września, Polska; vidaXL Center SRL, RAMS Business Center, 42 Dudesti-Pantelimon 6^th Floor, Sector 3 – Bucharest, Romania or vidaXL Center SRL, Novis Plaza Building, Tăietura Turcului 47, building B, 5th Floor, Office A, Cluj-Napoca 400221, Romania if you would like to make a request.

Contact Us

If you have any questions or concerns about our use of your personal data during the recruitment process, please contact us at [email protected]