Legal
Extra Horizon – Privacy Policy for Applicants
Extra Horizon NV, with its registered office at Kempische Steenweg 303/27, 3500 Hasselt, Belgium, and company number BE0790.640.367 (hereinafter “Extra Horizon”), attaches great importance to the processing of your personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter “GDPR”).
By submitting your application, you expressly consent to the processing of your personal data as set out in this privacy policy.
This privacy policy only relates to the processing of the personal data of applicants for a position at Extra Horizon NV. This privacy policy by no means relates to the use of the FibriCheck application and the personal data collected in that context.
Article 1 – General
- Extra Horizon is responsible for the processing of your personal data as described in this privacy policy.
- Extra Horizon processes your personal data in accordance with Regulation (EU) 2016/679 of 27 April 2016 (GDPR).
- For any questions related to the processing of your personal data, you can contact us at dpo@extrahorizon.com.
Article 2 – Personal Data
Extra Horizon processes the following categories of personal data:
| Category | Types of personal data | Context |
|---|---|---|
| Category 1: Personal information | Contact information (name, email address, phone number, address), nationality, gender, date of birth | Recruitment process |
| Category 2: Application information | CV, cover letter, LinkedIn profile, work experience, education, skills, references | Recruitment process |
| Category 3: Communication with Extra Horizon | Emails, phone calls, LinkedIn messages and other correspondence exchanged during the recruitment process | Recruitment communications |
| Category 4: Language preference | Desired language for communication | Recruitment process |
Article 3 – Purposes of Processing
Extra Horizon processes your personal data for the following purposes:
| Category | Legal Basis | Purpose |
|---|---|---|
| Category 1 | Consent / Pre-contractual measures | Inviting and contacting the applicant, managing the recruitment process |
| Category 2 | Execution of agreement / Consent | Assessing the compatibility of the applicant’s profile with the open position, reviewing LinkedIn profile |
| Category 3 | Consent | Facilitating communication with the applicant in their preferred language |
| Category 4 | Consent | Internal communications with Extra Horizon staff regarding the recruitment process |
Article 4 – Duration of Processing
Extra Horizon stores and processes your personal data for the period necessary to fulfil the purposes of processing.
- If you are hired: your personal data will be retained for the duration of your employment and for 7 years thereafter, or for as long as required by applicable law.
- If you are not hired: your CV and application information will be retained for a maximum of 3 years after the conclusion of the recruitment process, unless you withdraw your consent earlier.
After this period, Extra Horizon will delete or anonymise your personal data.
Article 5 – Your Rights
5.1 Right of access
You have the right to obtain confirmation from Extra Horizon as to whether personal data concerning you are being processed. If so, you have the right to access those personal data and to receive information about the purposes of the processing, the categories of personal data concerned, the recipients to whom the data have been or will be disclosed, the envisaged retention period, and your rights.
5.2 Right to rectification, erasure, and restriction
You have the right to request rectification of inaccurate personal data. You also have the right to request the erasure of your personal data where: the data are no longer necessary for the purposes for which they were collected; you withdraw your consent; you object to the processing; or the data have been unlawfully processed.
You have the right to request restriction of processing where: you contest the accuracy of the data; the processing is unlawful but you oppose erasure; Extra Horizon no longer needs the data but you require them for the establishment, exercise or defence of legal claims; or you have objected to processing.
5.3 Right to object
You have the right to object at any time to the processing of your personal data where it is based on legitimate interests. Extra Horizon will stop processing your personal data unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms.
5.4 Right to data portability
You have the right to receive the personal data you have provided to Extra Horizon in a structured, commonly used and machine-readable format. You have the right to transmit those data to another controller where the processing is based on consent or on a contract and carried out by automated means.
5.5 Right to withdraw consent
Where the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Article 6 – Exercising Your Rights
You can exercise your rights by sending a written request to:
DPO Extra Horizon Kempische Steenweg 303/27 3500 Hasselt, Belgium
Or by email to dpo@extrahorizon.com.
Extra Horizon will respond to your request within one month. This period may be extended by two further months where necessary, taking into account the complexity and number of requests. Extra Horizon will inform you of any such extension within one month of receipt of the request.
Article 7 – The Right to Lodge a Complaint
If you believe that Extra Horizon is processing your personal data in violation of applicable data protection law, you have the right to lodge a complaint with the national data protection authority:
Gegevensbeschermingsautoriteit (GBA) Drukpersstraat 15, 1000 Brussels Email: contact@apd-gba.be Phone: +32 2 274 48 00 Website: https://www.gegevensbeschermingsautoriteit.be
Article 8 – Security
Extra Horizon takes appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data transmitted, stored or otherwise processed. These measures include encryption, access controls, and regular security reviews.
Article 9 – Sharing Your Personal Data
Extra Horizon will not share your personal data with third parties except where necessary for the recruitment process (e.g., background screening providers, HR software platforms) or where required by law. Any third parties processing your data on behalf of Extra Horizon are bound by appropriate data processing agreements.
Article 10 – Changes to This Policy
Extra Horizon may update this privacy policy from time to time. We will notify you of any significant changes through our usual communication channels. The most recent version is always available on our website.
Article 11 – Contact
For any questions or requests regarding this privacy policy, please contact:
Extra Horizon NV Kempische Steenweg 303/27, 3500 Hasselt dpo@extrahorizon.com