Privacy Statement

At Polarsteps, we care deeply about your privacy. When you apply for a role with us, we treat your personal information with respect and handle it with care. This page explains how we collect, use, and protect your data during the application process.

Who is responsible for the processing of your personal data?

The entity responsible for the processing of your personal data is:
Polarsteps B.V.
Vijzelgracht 53A, 1017 HP Amsterdam

Which personal data does Polarsteps process?

Please find below an overview of the categories of personal data we process:

Category of personal data

Examples

Identification

Pronouns (optional)
E-mail
Phone (optional)
Current location (place of residence)

Application data

Resumé/CV
LinkedIn profile (if provided)
Motivation
Answers to questions tailored to the specific function
Portfolio (depending on the position)
Any other information shared in the application
Data on assessments (if applicable)

Residence and work eligibility status

If needed for the purpose of verifying if you are entitled to work in the Netherlands:

Visa
Residence permit
Work permit

Polarsteps does not process special categories of personal data of its applicants, unless directly provided by the applicant.

For which purposes does Polarsteps process personal data and on what legal basis?

Polarsteps processes your identification and application data in order to process your application. The legal basis is the performance of the agreement with you.
Polarsteps processes your residence and work eligibility data, if necessary, to verify wither you are entitled to work in the Netherlands. Polarsteps does so to comply with a legal obligation.
If you were not selected for the job you applied for, Polarsteps may reach out to you about different vacancies that may be of interest to you. The legal basis for this is your consent.

To whom does Polarsteps transfer personal data?

Polarsteps does not provide personal data of applicants to external parties, other than processors and authorised third parties. For the processing of your application data, Polarsteps engages the services of Ashby Inc., which is a recruiting software and applicant tracking system.

Polarsteps enters into contractual arrangement which requires processors and third parties to process personal data carefully and in accordance with the law.

Does Polarsteps transfer personal data to third countries?

Polarsteps may use the services of third parties to process your data in accordance with this privacy statement. Those parties may be established outside the European Union/European Economic Area (“EU/EEA”).

We, or third parties engaged by us, will only store or process your personal data outside the EU/EEA if that is in compliance with the prevailing regulations on the transfer of personal data to countries outside the EU/EEA. This means that we will only transfer your personal data to countries outside the EU/EEA if the European Commission has decided that the third country concerned safeguards an adequate level of protection, or if other adequate safeguards are provided, such as an adequacy decision or the use of standard contractual clauses that have been approved by the European Commission.

How long does Polarsteps retain your personal data?

Polarsteps stores your personal data only insofar as it is necessary to process your application. If your application is successful, we store your personal data as a part of your personnel file. If your application is not successful, we retain your data for a maximum of 4 weeks after the end of the application process. If you give us your consent, we can store your personal data for up to 12 months in order to reach out to you about other vacancies that may be of interest to you.

What rights do you have?

The GDPR provides you with the following rights regarding your personal data processed by Polarsteps:

Right of access to your personal data that Polarsteps processes. If available, you can access and alter a large portion of your personal data yourself by logging on to the HR software;
Right to rectification inaccurate or incomplete personal data concerning you.;
Right to erasure of personal data in certain situations, for example when the personal data is no longer necessary for the stated purpose;
Right to restriction of processing in certain circumstances, such as when you contest the accuracy of the personal data processed;
Right to data portability, or the right to receive certain personal data concerning you and to transmit this data to another controller;
Right to object to certain processing when this is based on the legitimate interests of Polarsteps;
Right to object to decisions based solely automated individual decision-making, including profiling; and

Right to lodge a complaint with the supervisory authority of your habitual residence, such as the Dutch Data Protection Authority (in Dutch: “Autoriteit Persoonsgegevens”).