Legal

Recruitment privacy statement

1. Introduction

With this privacy notice, we wish to inform you on how and why we Process [1] your Personal Data [2] and which rights you have under the European General Data Protection Regulation (« GDPR ») and other local laws on Privacy and the Processing of Personal Data (« Applicable Laws »).

You will see defined terms in this privacy notice. Terms defined herein are capitalized. If not defined within this privacy notice, these terms have the meaning provided for in the Applicable Laws.

2. Processing of Personal Data

Phoenix Biosciences Processes Personal Data about you, as candidate employee, candidate consultant or candidate intern (« Data Subject(s) » or « you ») in the manner described below. The use of the derived forms “your” and “yours” refer to you or to the Data Subjects.

We are committed to protecting your privacy and your Personal Data and to respecting your rights. This notice explains how we Process your Personal Data, in the context of your application and our internal human resources recruitment processes, in accordance with the Applicable Laws.

3. Phoenix Biosciences SA as data controller

Where Phoenix Biosciences SA is the recruiting entity and for its respective contacts with you in this respect, Phoenix Biosciences SA (as further identified below) will qualify as the sole data controller for its Processing of your Personal Data, which means it solely determines why and how your Personal Data are Processed. Phoenix Biosciences SA will make sure your Personal Data are Processed in a lawful, transparent, and secure manner.

4. How and why we Process your Personal Data

Recruitment and administration of (candidate) personnel, consultants and trainees

In addition to your Personal Data, we may use other types of Personal Data relating to you that you may have voluntarily provided to us, that were provided to us in the context of our business relations or that we have deducted or generated from data that were already in our possession.

5. We collect your Personal Data in different ways

We may collect data that you have voluntarily provided to us when you applied for a position, consultancy activities or a traineeship within Phoenix Biosciences SA, by letter or email.

We may also receive or collect Personal Data about you from other sources, for example, from our human resources recruitment partners or from public sources such as social networks, websites, databases, or on the basis of a recommendation/reference.

6. Sharing your Personal Data with others

Within Phoenix Biosciences SA, we restrict access to your Personal Data to employees and any person acting under our authority on a need-to-know basis, who respect our confidentiality rules and comply with our instructions.

Any person having access to your Personal Data (e.g. our HR team) and acting under our authority processes your Personal Data in respect of the instructions that we have given them and is bound by our confidentiality rules.

Phoenix Biosciences SA may call on external data Processors for the Processing of your Personal Data (e.g. recruitment consultants, payroll agencies). In this case, we only call on Processors providing sufficient guarantees on the lawfulness, transparency and the security of the Processing of your Personal Data, who are bound by confidentiality obligations. These third parties may include:

Attorneys or courts to safeguard the rights and interests of our organization, our people, our customers and partners or the public in general;
Public or enforcement authorities, to comply with a legal obligation or procedure;
External or internal service providers;
Our (statutory) auditors to perform an audit

We do not operate our own AI agents to analyse job applications, and we do not pass candidate files through ChatGPT, Claude or similar tools for scoring or screening. Public pages of our website may be read by AI crawlers (such as GPTBot or ClaudeBot); that does not include the content of your application.

7. Minimizing and securing your Personal data – Data retention & deletion

At all times we aim to minimize the Personal Data we Process, to make sure we only use them when and to the extent we need it. Where possible we also pseudonymise or key-code your Data so that you cannot be directly identified.

We only keep your data for as long as we need it, in line with the mandatory retention terms and the provisions of our Data Retention Policy.

For recruited candidates, we keep your Personal Data until the decision on the application, following which the data will be Processed and stored, in line with our HR Privacy Notice which will be communicated to the recruited candidates.

For candidates who are not selected for a position, we store your Personal Data until 1 year following our decision on the application, unless we have obtained your consent to Process it for a longer period of time.

8. We respect your rights

We have implemented reasonable, risk-based technical and organisational measures to ensure that your Personal Data are protected from loss or disclosure, unauthorised use, modification or destruction.

In accordance with Applicable Laws, at any time you have:

the right to be informed about and to access your Personal Data;
the right to have rectified or erased certain Personal Data;
the right to restrict or to object to certain Processing;
the right to data portability;
the right to withdraw your consent, where the Processing is based on consent.

In order to exercise any of these rights, you shall contact us using the contact details below.

In order to guarantee the security of your Personal Data and to avoid any misuse, before responding to your request, we will ask you to provide us with an acceptable proof of your identity and will verify the legitimacy of your request and whether all the conditions have been satisfied.

9. Contact us

By email: hr.admin@quantoom.com
By mail: Phoenix Biosciences SA, rue de la Maîtrise 11, 1400 Nivelles, Belgium

We will use our best efforts to find a quick and appropriate solution to any request that you may submit to us.

In addition, if you have reasons to believe that the Processing of your Personal Data by Phoenix Biosciences SA infringes the Applicable Laws, you have the right to lodge a complaint with the supervisory authority. You can reach the Belgian Data Protection Authority through: www.dataprotectionauthority.be

[1] “Processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. A Processor is any person or entity who Processes Personal Data.

[2] “Personal Data” or “Data” means the information that identifies you or allows you to be identified either on its own or in combination with other information.

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