Welcome to be-consultancy-group.com(the “Site”). This Privacy Policy (“Policy”) describes how BE Consultancy Group, or (“We”, “we”, “us”, “our” and “ours” or “BE Consultancy Group”) as referred below may use and disclose information that we may collect about you through the Site: https://www.be-consultancy-group.com/
BE Consultancy Group fully respects your right to privacy and we are committed to ensuring that your privacy is protected. Please read the following to learn more about how we collect, store, use and disclose information about you when you interact or use our website or services. For the purpose of the EU General Data Protection Regulation 2016/679 and the Data Protection Act 2018 (the “Act”), the data controller is BE Consultancy Group whose registered office is at De Vrièrestraat 54/2, 2000 Antwerpen, Belgium.
This Privacy Policy (the “Policy”) covers our treatment of your personal information that we gather when you are accessing or using our websites or services or when you contact us in any manner. We gather various types of information, including information that identifies you as an individual (“Personal Information”) as explained in more detail below.
We receive and store information that you provide directly to us. For example, we collect Personal Information, such as name, age, contact details including email, postal address and telephone numbers, education details, employment history, and immigration status (and of course you may choose to share other relevant information with us).
Any information which you provide to us is not made available to any third parties without your permission and is used by BE Consultancy Group only in line with the purpose for which you provided it and in accordance with the Act.
The information you provide to us is used by us to:
This list is not exhaustive and we may seek to process, use or disclose your information for any other purpose which has not been listed above always with your explicit consent. The more information we have about you the more bespoke we can make our service.
Where appropriate, we will seek your consent to undertake some of these activities.
We may also use the information you send to us via the websites and/or services, to communicate with you via email and, possibly, other means, or to send you our newsletter, if this is in accordance with your marketing preferences. However, you will always be able to opt out of such communications at any time (see the “Your Rights” section below).
We do not share your personal information with anyone except as set out herein. Primarily we will share your information with prospective employers to increase your chances of securing a job. Within the scope of the purposes outlined above, we may outsource collected personal information to outside contractors/third parties. If we do so, we will take contractual measures to ensure that they process your data in a manner consistent with this Policy.
In the event of a sale, merger, receivership, or transfer of all assets of our company, we reserve the right to assign or share your personal information with such third parties and their advisers, you will be sent a notice of such an event, should it occur, with the ability to opt-out of such a transfer.
We use appropriate technical, organizational, and administrative security measures to protect any information we hold in our records from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. While BE Consultancy Group takes all due care in ensuring the privacy and integrity of the information that you provide to us, we recognize that no data transmission over the internet can be 100% guaranteed as secure. The possibility exists that this information could be unlawfully observed by a third party while in transit over the internet. BE Consultancy Group accepts no liability should this occur.
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements. In general, your personal data will be retained for a period of five years from the date of your last contact with us.
In some circumstances you can ask us to delete your data: see Right to erasure below for further information. In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
While BE Consultancy Group takes all due care in ensuring the privacy and integrity of the information that you provide to us, we recognize that no data transmission over the internet can be 100% guaranteed as secure. The possibility exists that this information could be unlawfully observed by a third party while in transit over the internet. BE Consultancy Group accepts no liability should this occur.
If you have consented to receive certain marketing communications from us, you can opt-out of receiving such promotional or marketing communications from us at any time, by sending us an email to dpo@be-consultancy-group.com.
Exercise my Data Subject Rights (GDPR Compliant Countries):
Under the General Data Protection Regulation, you have the following rights:
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities, you may withdraw your consent at any time.
Right to rectification: If the personal data that we hold is inaccurate or incomplete, you have the right to request the rectification of your personal data.
Data Subject Access Requests: You have the right to ask us to confirm what information we hold about you at any time, and to provide you with copies of that information. We will respond to your request within 30 days. At this point we may comply with your request or:
Right to erasure: In certain situations, you have the right to request us to “erase” your personal data. We will respond within 30 days and delete your data unless limited legal conditions apply.
For any request, email dpo@be-consultancy-group.com.
Right to lodge a complaint: You have the right to lodge a complaint with the Office of the Data Protection Commissioner.
Further information can be found at https://ec.europa.eu/info/law/law-topic/data-protection_en
We may need to change this Privacy Statement from time to time. We will alert you to material changes by placing a notice on our websites and/or sending you an email when required by law. You are responsible for periodically reviewing this Privacy Statement.
This Privacy Statement was most recently updated on 13/07/2021.
If you have any questions or concerns regarding our privacy policies, please send us a detailed message at dpo@be-consultancy-group.com and we will try to resolve your concerns.
Be Consultancy Group BV — Version 1.0
Applies under both of our brands: BE Consultancy Group and All European Careers.
Be Consultancy Group BV, De Vrièrestraat 54/2, 2000 Antwerpen, Belgium, enterprise number BE 0811.467.950, trading as BE Consultancy Group and All European Careers ("we", "us"), represents you, the candidate, for permanent and contract roles with hiring companies. Representation is non-exclusive and free for you: hiring companies pay our fee, you never pay anything.
These terms apply whether you applied to a specific vacancy or asked us to represent you. In both cases we present you to the company concerned and may match you to other roles that fit, as set out below.
You remain free to apply anywhere, work with other agencies and run your own search.
You can pause or end our representation at any time by a simple message. Introductions already made are closed gracefully: we tell the company and stop. Clause 4 continues to apply to those introductions.
How we handle your personal data is set out in Part 2, the Candidate Privacy Notice, which you accept together with these terms.
We keep your job search confidential, including from your current employer. You keep confidential what you learn through us about companies and their vacancies.
We work on a best-efforts basis and do not guarantee introductions, interviews or a placement. We are liable only for direct damage caused by our fault, to the extent the law allows.
These terms apply from your acceptance until you or we end the representation. Clauses 4 and 8 survive for introductions already made.
If we change these terms or the privacy notice in a way that matters to you, we tell you before the change takes effect and ask for your renewed acceptance where needed.
Belgian law applies. Disputes go to the courts of Antwerp, without prejudice to any mandatory rules of the country where you live.
Be Consultancy Group BV, De Vrièrestraat 54/2, 2000 Antwerpen, Belgium, enterprise number BE 0811.467.950 ("we", "us") is the data controller: we decide what happens with your personal data and are responsible for it. We operate under two brands, BE Consultancy Group and All European Careers. Whichever brand you deal with, the company behind it is the same and this notice applies. The GDPR and the Belgian Data Protection Act of 30 July 2018 govern how we handle your data.
Privacy contact: gdpr@be-consultancy-group.com. Use it for any question, request or complaint about your data.
Privacy lead: Pablo de Prado Lopez.
| Path | You apply to a specific vacancy | You ask us to represent you |
|---|---|---|
| What happens | We assess you for that role and, if suitable and with your go-ahead, present you to that company by name. | We vet you once, then continuously look for live vacancies that fit you, present your anonymised profile to matching companies, and release your full profile only to a company that has signed our terms for you. We tell you every time, and you can stop any introduction. |
| What you give us | The application form, your CV, a short call. | The representation form or an intake interview (45 to 60 minutes), your block-list, the companies you are already talking to, your preferences. |
Whichever way you came to us, you accept one document, the Candidate Agreement, of which this notice is Part 2, and both paths are open to you from then on. Everything here applies equally whether you came to us through our website, a LinkedIn advert, a job board, a referral, a recruiter approaching you, or either of our brands.
What we do not want: please do not send us data about your health, religion, ethnicity, sexuality, political opinions, union membership or criminal record. We do not ask for it and it plays no role in our assessment. If you need an adjustment during the process, for example for an interview, tell us and we record only what is needed to arrange it, with your explicit consent. Where a company legally requires a background or criminal-record check for a specific role, we tell you before anything happens and the company runs it under its own responsibility. We do not knowingly process data of anyone under 18.
| What we do | Why (legal basis) |
|---|---|
| Register you, reply to you, book calls, keep your record up to date | Steps you asked for and our agreement with you (Art. 6(1)(b)) |
| Assess your experience and fit: CV review, calls, interview, technical screen, written notes | The same, plus our legitimate interest in presenting suitable candidates (Art. 6(1)(f)) |
| Record and transcribe the intake interview so the recruiter can write accurate notes | Your consent, asked at the start of the call. You can say no; the interview runs exactly the same and notes are then written by hand. |
| Vacancy applications: present you by name to the company whose vacancy you applied to, once we have confirmed the company name with you | Steps you asked for (Art. 6(1)(b)) |
| Representation: create your anonymised profile, match it continuously against live vacancies, present the anonymised profile to matching companies, release your full profile to a company once it has signed our terms, tell you each time, run the process through to offer | Performance of the Candidate Agreement you accepted (Art. 6(1)(b)). Your acceptance is the mandate for all of this; we do not ask again per company. |
| Keep your profile in our talent pool after a specific application closes, so we can contact you about a future role that fits | Our legitimate interest in maintaining a network of professionals (Art. 6(1)(f)). You can object at any time and we stop. |
| Take up references at shortlist stage | Steps you asked for, and our and the company's legitimate interest in verifying what we present. Always announced to you first. |
| Handle the placement: offer, contract paperwork, start date, and for contractors the timesheets, invoicing, payroll or employer-of-record arrangements | Our agreement with you and legal obligations (Art. 6(1)(b) and (c)) |
| Keep the compliance logs: when you accepted the Candidate Agreement, each introduction message and stop request, each match and the recruiter's decision, each anonymisation review | Legal obligations under the GDPR and the EU AI Act (Art. 6(1)(c)), and our legitimate interest in being able to show we kept our promises |
| Handle disputes, for example when two agencies claim the same introduction | Legitimate interest (Art. 6(1)(f)) |
| Send you market and salary insights for your profile | Your consent (separate optional tick), withdrawable any time with one click |
| Comply with the law: tax, accounting, employment-agency rules, requests from courts or authorities | Legal obligation (Art. 6(1)(c)) |
Providing your data is voluntary, but without it we cannot consider you for a role or represent you.
What we never do: sell your data, contact your current employer, use your data for advertising, or make a decision about you by machine alone (section 5). Our websites set no tracking cookies.
We use AI tools in three places: to read your CV into structured fields, to propose matches between your profile and published vacancies (with a short written reason for each proposal), and to draft documents: your anonymised profile, the recruiter's interview notes from the transcript, and the messages we send to companies.
Every draft is a draft. A recruiter reads it, corrects it and decides. No introduction, submission, rejection or other decision with a significant effect on you is ever made solely by automated means (GDPR Art. 22). In practice:
Under the EU AI Act, AI used in recruitment is classed as high-risk. We are a deployer of such tools and inform you accordingly: people oversee every output, we keep logs of what the AI proposed and what the recruiter decided, and you can ask us at any time what role an AI tool played in a decision about you, ask a person to review that decision, and give your point of view.
Our AI providers process your data only on our instructions under a data processing agreement and may or may not use it to train their models.
For direct applications to a vacancy the same principle applies in a simpler form: if the vacancy was published without the company's name, we tell you the company before your details go to them, and you can withdraw.
Hiring companies: For a vacancy you applied to: that company, by name, after confirmation with you. For representation: matching companies receive the anonymised profile; your identified profile only after they have signed our terms, with a message to you each time (section 6). Once a company holds your identified profile it becomes a controller of that data in its own right, and its own privacy notice applies to its selection process.
Service providers (processors) who act only on our instructions, under data processing agreements:
| Provider | What for | Where |
|---|---|---|
| Zoho Corporation (Zoho One: Recruit, CRM, Forms, Sign, Bookings, Mail, WorkDrive, Creator, Flow, Analytics, Cliq) | Our candidate system of record, forms, e-signature, scheduling, email, file storage, dashboards | EU |
| Anthropic Ireland, Limited | AI-assisted parsing, matching proposals and drafting (section 5) | Ireland (contracting entity); processing in the USA under the safeguards in section 8 |
| Microsoft Teams, WhatsApp, Wispr and VoipStudio | Interview recording and transcription, with your consent | EU (Teams, WhatsApp), UK (VoipStudio), USA (Wispr) |
| Microsoft Teams, Microsoft 365, Zoho WorkDrive | Email, calendar, documents, internal team chat | EU |
| Cloudflare | Serving our websites and forms | USA |
Vacancy data reaches us from job boards and vacancy-data providers. No candidate data goes to those providers, nor to the tools we use to find hiring contacts at companies.
Others, when relevant: your referees (at shortlist, announced to you); payroll, employer-of-record or umbrella partners for contract placements; our lawyers, accountants, auditors and insurers; public authorities where the law requires it.
LinkedIn and job boards where you applied are independent controllers for what you did on their platform. Their notices apply there.
Our team: members of our team in Spain and Sri Lanka may access your data to support the process; for Sri Lanka, under the safeguards in section 8.
We are based in Belgium and store your data in the EEA. Some providers, or members of our team, are outside the EEA; currently the USA for AI processing, website hosting and dictation, the United Kingdom for telephony, and Sri Lanka, where team members may access records. For every such transfer we rely on a lawful mechanism: an EU adequacy decision (including the EU-US Data Privacy Framework for certified providers), or the European Commission's Standard Contractual Clauses together with a transfer risk assessment. You can ask us for a copy of the safeguards in place.
Wherever you live, this notice and the GDPR apply to you, because we are established in Belgium. If the law of your own country gives you additional rights, you keep them: tell us and we will honour them.
| Situation | Kept for |
|---|---|
| You applied to a vacancy and were not placed | 12 months after the last contact or decision, then deleted, unless you are in our talent pool (next row) |
| You are represented by us or in our talent pool | While we work together, and 12 months after the last meaningful contact. We check at least every 12 months whether you want to stay; no answer means we delete. |
| You withdraw or object | Active matching stops immediately; your record is deleted within 30 days, except for what the rows below require us to keep |
| Interview recording and transcript | Deleted automatically within 30 days of the interview, once the recruiter's notes are final. The AI-drafted notes are replaced by the recruiter's final notes. |
| You were placed (permanent or contract) | Contract, invoicing and payroll records for 7 years after the placement or contract ends, as Belgian accounting and tax law requires |
| Compliance logs: acceptance of the Candidate Agreement, introduction messages and stop requests, match decisions, anonymisation reviews, block-list | For as long as your record exists, plus 5 years |
| After you ask us to erase you | A minimal suppression record (your name, email and blocked companies) so that we do not contact you or approach a blocked company about you again |
| We approached you and you did not respond | Deleted 12 months after our first message |
| Someone else sends us your CV (a referral) | We contact you within one month with this notice; if you do not want to continue, we delete |
Where a legal claim or investigation is under way, we may keep the relevant data until it is closed.
You can, at any time and free of charge:
Write to gdpr@be-consultancy-group.com or tell your recruiter. We may need to confirm your identity. We respond within one month; if a request is complex we may take up to two more months and will tell you why.
Access to candidate data is limited to the recruiters who work with you and the founder. Roles in our system prevent recruiters from deleting or exporting the database, and compliance fields (your acceptance date, the introduction messages sent to you) are read-only for staff. Anonymised profiles travel through expiring, non-guessable links, never as attachments. Our providers encrypt data in transit and at rest. Interview recordings are deleted automatically. We keep no candidate data in shared spreadsheets or personal drives.
Keep your side safe too: tell us when your contact details change, and treat what we share with you about companies as confidential.
We may update this notice as our services or the law change. Each version carries a number and a date. If a change affects how we use your data in a material way, we tell you before it takes effect. Where a new purpose would need your agreement, we ask for it; we do not assume it.
Be Consultancy Group BV, trading as BE Consultancy Group and All European Careers De Vrièrestraat 54/2, 2000 Antwerpen, Belgium Enterprise number BE 0811.467.950 — gdpr@be-consultancy-group.com
In our online forms (one tick on every form, under both brands):
How your acceptance is recorded: We store the date, time, source and version of your acceptance and email you a copy of this document. If you prefer a signed copy, ask your recruiter and we send it through Zoho Sign: I accept the Candidate Agreement, version 1.0, Parts 1 and 2.