Privacy Statement

At Update-pro, we are committed to protecting the personal data we collect. We handle and secure this data with the utmost care, in accordance with applicable legislation in Belgium. We make every effort to protect the personal data provided to us against loss, destruction, disclosure, unauthorised access or improper use.

In this privacy statement, we explain who we are, when and why we need your personal data, what data we collect, how and for how long we process it, to whom we may transfer it, what your rights are and how you can exercise them.

This privacy statement is intended for you when:

you register, apply or arrange to be registered with Update-pro to be guided and mediated by us in your job search, whether as a temporary or otherwise;
you apply to Update-pro for employment as a candidate temporary worker at one of our clients for a permanent recruitment at one of our clients or at Update-pro itself;
you work at Update-pro as a temporary employee.

1. Who are we?

Update-pro BV, BE 0450.903.114, with registered office at Stokerijstraat 25A/22, 2110 Wijnegem is responsible for processing your personal data (Controller within the meaning of the GDPR).

2. When do we collect your personal data?

We collect your data as soon as you fill in or leave your details on our website or on one of our IT applications/tools, when you register in one of our branches or when you register in any other way (e.g. job fair) or have yourself registered (e.g. for temporary employment via user self-selection - payroll) to want to use our services.

We may also collect your data if you have made it public on public/social media (e.g. LinkedIn) which might indicate that you are interested in work-related services. In that case, we will first ask you whether you are interested in registering with us in accordance with our terms and conditions and subject to this privacy statement. If you are not interested, we may process some limited data of yours to fulfil your wish not to be contacted by us.

3. Why do we need your personal data?

We collect your personal data for the purposes listed below and will not use this data for other purposes without notifying you in advance and, if necessary, seeking your consent to do so.

More specifically, we use your personal data to, as appropriate:

include you in our database of applicants which we use to select suitable candidates for the positions for which we recruit (as temporary, permanent or temporary employees at one of Update-pro's clients or at Update-pro itself). If, in the future, we should work in our selection activities with solely automated processing-based selections, including profiling, without any consultant involvement, we will inform you, upon request, of the existence, the reason why as well as the foreseeable consequences for you.
determine your profile and assess your suitability as a candidate for the positions for which we recruit. In doing so, we may use, among other things, the results of tests we take from you (online personality tests, language tests, assessments,...) and (online) reference checks that we only do with your explicit consent with the persons/companies you specify. We may also ask you to voluntarily provide more information about yourself to increase your chances of employment.
proactively present your profile, including your CV, to clients and clients of Update-pro.
Forwarding you interesting vacancies and job offers by phone, e-mail, SMS or other media. You can manage your contact details yourself via your online profile at https://uportal.be or via your consultant in your Update-pro office. This is done partly by our consultants and partly automatically (e.g. via the job alerts you create on our website).
provide you with information about Update-pro's services and other activities (e.g. job fairs or other events that might interest you) and better tailor them to your needs and competences.
INSZ number (as a unique identification number in our IT systems and in the context of mandatory declarations to and contacts with the various government agencies);
Curriculum vitae (CV), motivation letter, information on education/diplomas and work experience, publicly disclosed data (social media included), information you give to our consultant or our client or customer during (job) interviews with them;
Photo and video introduction (voluntary only) - a separate photo agreement will be drawn up if necessary;
Data, including results, on training and education and/or tests/assessments you have attended or taken yourself or through Update-pro;
Other data that may be relevant in the context of assessing your suitability as a candidate, such as certificates and references (only with your written consent);
Details of your availabilities and holiday periods;
Evaluations of your knowledge, skills, attitude, etc. ...;
Other data necessary for correct administrative processing (personnel management, payroll processing and payment, absence registration, etc.) ...).

What special personal data, if any, do we collect from you:

extract from the criminal record: we only ask this when it is required by law for Update-pro or for the client or the client where we employ you.
Health data: we do not process health data except within the framework of the legislation on well-being at work (medical examination certificates) and the reporting and management of occupational accidents. If you voluntarily provide us with personal data on your health condition, we only register these data at your express request and only if they may have an impact on your job search and the tasks to be performed by you.

5. With whom do we share your personal data?

Only if necessary for the performance of your mediation or employment, the achievement of the objectives mentioned under point C, the fulfilment of a legal obligation (of Update-pro or of a third party) or the pursuit of a legitimate interest (of Update-pro or of a third party) may Update-pro transfer certain of your personal data:

1. to other Update-pro companies for, inter alia:

offering support activities as part of your job search/professional development (workshops, job offers, etc.);
internal services (administrative tasks related to your placement and employment, IT services, etc.);
promotions and marketing campaigns (to the extent you have given your consent); -internal audits;
screening of individuals under European legislation on financial sanctions (terrorist financing);

2. or their customers, appointees or agents, for:

selecting suitable candidates to fill a vacant temporary or permanent employee position;
active offer of your profile and CV;
registration of your data in clients' personnel management systems (in case of temporary employment);
exchange of all data related to your performance as a temporary worker;
invoicing of services;
audits of clients or customers;

3. to suppliers of Update-pro, for, inter alia:

providing services or performing tasks and assignments in the name and on behalf of Update-pro (e.g. IT providers, cloud providers, social secretariat, research agencies, access security, submission of subsidy files, etc.);

4. to external medical prevention services, meal voucher and eco voucher suppliers, insurance companies, etc.);

5. providing services to Update-pro in the context of employment (e.g.);

to our auditors, audit and certification firms, for, inter alia: to (the --audit firm or research firm of) Federgon (professional federation of HR service providers), for, inter alia:
obtaining and maintaining the Federgon quality label;
scientific research;
satisfaction surveys;
statistical purposes;

6. to various government agencies:

federal and regional inspection services and accreditation bodies;
social security agencies;

7. to any other third party where we are required to do so by law, court order or judgment.

Your personal data will not be sold, rented or made commercially available to third parties by Update-pro except with your prior consent.Your personal data may in certain cases be transferred outside Belgium̈ and outside the European Union. In doing so, Update-pro takes the necessary contractual and technical security measures to ensure that all transmitted personal data are adequately protected against loss or unlawful processing. For further questions in this regard, please contact [email protected].

8. to sectoral funds for subsistence security (e.g. end-of-year bonus for temporary workers);

In case the GDPR legislation requires us to do so, we will conclude a processing agreement with these processors and make every effort to ensure that they adequately secure your personal data.

6. How long do we keep your personal data?

We guarantee that we will not keep your data longer than required by law or the internal regulations applicable within our company.

The standard retention periods depend on the purposes for which we process your data and whether or not you are employed by Update-pro.

We apply the following retention periods to the mediation data you provide us via your online profile in https://uportal.be on our website or by registering with a consultant in an Update-pro office or HR center:

All personal data we need to support you in your job search (CVs, education, test results, work expectations, etc.) will remain actively available in our database as long as your mediation file is updated. The latter happens whenever you yourself or Update-pro takes action on your file (e.g. adding a recent work experience, adding an updated CV, contacting you for a vacancy, training or job offer, ...).
After 12 months of inactivity in your file, you will automatically receive an e-mail asking whether you to continue to be actively mediated by Update-pro. In case of a negative answer, we will only keep your data passively for a period of 4 years due to certain legal limitation periods.
In the absence of a response or in the event of a positive response without further updating of your mediation file, we will notify you again by e-mail 12 months later that we will only passively keep your data for a period of 3 years due to certain legal limitation periods, unless you decide at that time to update your file again yourself. If you also work or have worked for Update-pro, we keep all your employment data (identification, services, pay data, multifunctional declaration to the NOSS, tax declaration, etc.) for a period of 7 years after the end of your employment contract. We do this to comply with all kinds of social, fiscal and other legal obligations and statutes of limitation.

7. Security measure

Update-pro makes every effort to optimally secure your personal data against unauthorised use. We do this using physical, administrative and technological measures.For example, only authorised persons are granted access to our offices and our systems. Access is limited to the systems they need for professional reasons. These persons must know and correctly apply our internal privacy and data protection policy. Insofar as data is provided to third parties, Update-pro agrees with these third parties that they will also provide optimal security for the personal data.

8. What are your rights?

Update-pro processes your personal data in accordance with the provisions of this privacy statement. As an affected party, you have a number of rights that you can exercise at any time.
You can exercise the following rights:

Right to refuse or withdraw your consent
We will not process your data if you do not give us permission to use your personal data to guide you to work, but then you will also not be able to use Update-pro's mediation services.Once you have given your consent for us to mediate you into work, you can withdraw your consent. This will result in your mediation file being deleted according to the right to data erasure (see below).You must withdraw your consent to use your personal data for promotions and marketing actions by Update-pro yourself in your online profile at https://uportal.be where you can manage your consent to receive marketing actions by e -mail or SMS yourself without any intervention by Update-pro. If you do not have an online profile, you must do this via your consultant in your Update-pro office, who will have you sign a document for this purpose.Withdrawing your consent does not affect the lawfulness of the processing of that data before the withdrawal or the lawfulness of the processing of (some of) that same data.
Right of objection
You can oppose the processing of your personal data. You can only do so against processing carried out on the basis of the legitimate interests of Update-pro or a third party (see point C above). When exercising this right, you will have to indicate in the form exactly which processing you object to and for what specific reasons. This is necessary for a proper balancing of interests.
Right of Inspection
You may request information as to whether or not we process your personal data.If this is the case, you can request the following information: the purposes of processing, the categories of personal data we hold about you, the categories of recipients thereof (third countries or international organisations), the retention period and or criteria for it, your other rights, other sources of origin of your data and the existence of automated decision-making. In providing this information, we must always take into account the rights and freedoms of other persons.If you have an online profile at https://uportal.be, you automatically already have access to a large part of the personal data registered about (and by) you.
Right to rectification (correction and supplementation)
You can ask to correct or supplement any (personal) data that you consider incorrect or incomplete. When exercising this right, you will have to specify in the form exactly which data you wish to correct or supplement.If you have an online profile at https://uportal.be, you can, without any intervention from Update-pro, modify and add to much of your personal data yourself.Incorrect objective personal data (e.g. wrong spelling of your name, wrong address, ...) will always be corrected as requested. Subjective personal data that you consider incorrect (e.g. negative evaluation, unfavourable test results, ...) will only be adjusted if we agree with you. If , we will not adjust these personal data, but we will note your possible additional statement on this matter.
Right of transferability
You have the right to have Update-pro electronically transfer the personal data you have provided yourself to Update-pro to yourself (via your e -mail address you provide in your request form) or to another controller designated by you (via its e-mail address you provide in your request form).
Right to data erasure (oblivion)
In the cases provided by the GDPR, including the withdrawal of your consent to be mediated to work by Update-pro, we will proceed to delete your mediation file.

Depending on the situation you are in at the time of exercising this right, this has different consequences:
1. You have never worked for Update-pro:
  Your record at Update-pro will be deleted, including your online profile at https://uportal.be.
2. You have worked for Update-pro as a temporary worker in the past:
  Your employment file data at Update-pro will be deleted.
  Your employment file data cannot be deleted for legal reasons and will be by Update-pro for 7 years after the end of your employment.
  Your online profile at https://uportal.be will not be closed but limited to the data in 'my documents' so that you continue to have access to all your employment documents.
3. You are working for Update-pro as a temporary employee at the time of exercising this right: The consequences are the same as if you have worked for Update-pro in the past (see above).
  However, choosing this option also means that you cannot continue to work for Update-pro. If you still want to continue working, you should wait with your application until after the end of your employment.
  If you have an online profile on https://uportal.be, you can withdraw your permission to receive e-mails and text messages with job offers. If you do not have an online profile, you can ask your consultant in your Update-pro office.
  You can also ask your consultant to note in your file that you do not wish to be contacted in the future.
Right to restriction of processing
You have the right to have the processing of your personal data restricted when:
- you dispute the accuracy of your personal data (for the duration of the verification by Update-pro);
- the processing of your personal data by Update-pro would be unlawful but you still do not wish to invoke your right to data erasure;
- we no longer need your personal data for the purposes set out in this privacy statement;

In principle, you can exercise your rights free of charge. You can do this by sending an e-mail to [email protected].

At the latest within one month of receiving your e-mail, we will inform you in writing of the action we have taken on your request. Depending on the difficulty of your request or the number of requests we receive from other people, this period may be extended by two months. In this case, we will notify you of this extension within one month of receiving your e-mail.

In some cases (e.g. legal obligations, rights of other persons, limitation periods, etc.), you will not be able to exercise your rights in full. You will then be notified of this with the reasons why we cannot, or cannot fully, fulfil your request.

9. Cookies

On our domain, we use cookies and web statistics. We do this to see how visitors use our website. This information helps us to improve the site. A cookie is a file stored on your computer. On subsequent visits to our website, these cookies can be recognised. You can read more about this in our Cookie Policy on our website.

10. Questions, comments, complaints and data breaches

If you have any questions, comments or complaints about Update-pro's protection of your personal data or about this privacy statement, please contact Update-pro at [email protected].
You also have the right to complain to the Data Protection Authority (GBA), at the following address: Press Street 35 at 1000 Brussels.
If you know of, or suspect, a data breach, we ask that you always notify us immediately at [email protected].

11. Changes

Update-pro may make improvements, additions or changes to this privacy statement for various reasons. You can view the most up-to-date version at any time on Update-pro's website. This version is formatted February 2024.