1. Why are you collecting this data?
According to the GDPR, any processing of personal data must be based on a legal basis. In recruitment, these are usually:
- Pre-contractual measures: You need the data to determine whether the candidate is suitable for the job.
- Rightful interest: For your internal administration.
- Permission: You will need this specifically if you want to keep the data for longer than strictly necessary for the current vacancy.
2. Duty of disclosure: be transparent
Your candidate should know at all times what happens to his or her data.
- Your action: Make sure you have a clear privacy statement on your job site. Tell clearly who is the person responsible, exactly what data you collect (name, CV, motivation) and how long you keep it. At TRIXXO JOBS we recommend taking a people-oriented approach to this: use understandable language rather than complicated legal jargon.
3. Data retention periods
In Belgium, there is no exact legal deadline, but the guideline is clear: delete data immediately after the selection procedure, unless the candidate gives permission to keep it longer.
- Best practice: Use a standard period of, say, one year for your talent pool, provided the candidate explicitly (opt-in) agrees. Set up automatic removal alerts within your ATS (Applicant Tracking System).
4. Minimal data processing: less is more
Request only what you really need at that moment.
- Check: Do you already need that copy of the passport or national register number in the first round? Usually not. Moreover, in Belgium, collecting sensitive info (such as a criminal record) is subject to very strict rules. Ask only if there is a legal exception for the specific job.
5. Safety of your partners
Do you work with external parties for assessments or recruitment?
- Our eXXpertise: You remain responsible for the partners you choose. Make sure you have a processing agreement with anyone who has access to your candidate data. When you work with TRIXXO JOBS, you can be confident that we manage your data and that of candidates according to the strictest Belgian standards.
Compliance as a quality brand
A GDPR-compliant recruitment process is more than a legal obligation; it is an expression of respect for the person behind the candidate. By recruiting safely and transparently, you establish your organisation as a trustworthy employer. At TRIXXO JOBS, we believe that a sustainable match always rests on a foundation of integrity and security.