what personal data do we collect about you? why do we need your personal data? how long do we keep your personal data?

what personal data do we collect about you?

When you are a temporary worker on an assignment at one of our clients, we may process personal data about you such as:

  • Identification information – your name, contact information (including home address, home phone number and mobile phone number), citizenship and country of residence, date of birth, (in exceptional cases) gender, digital signature and languages spoken.
  • Professional information – we may process personal data related to your work including (without limitation) your job title, description and location, your department, professional email address, reporting levels, and employment status (full-time/part-time/etc.).
  • Financial information – financial information including (without limitation) your bank account number, bank details, VAT number (NIP).
  • Salary information – we may process salary information including (without limitation) recurring payments and benefits, your bonus.
  • Performance-related information – performance-related information including (without limitation) information on your performance reviews.
  • Disciplinary information - information relating to disciplinary measures taken against you, if any.
  • Grievance information – In order to assist in the reporting of grievances and (suspected) misconduct within the Randstad Group of companies, we have established dedicated channels through which stakeholders may voice concerns, either through local reporting mechanisms in place at the level of the local Randstad Group companies or, for serious misconduct (including whistleblowing), through our Integrity Line, the Randstad Group reporting facility. Whenever we receive a grievance report or a report about (suspected) misconduct we may process personal data related to the complainant, the other individuals mentioned in the complaint and the person(s) that is/are subject of the complaint and/or of the investigation into the complaint. 
  • Government issued identifiers – government issued identifiers including (without limitation) the national identification number (PESEL), as legally required.
  • CV/resumes and other recruitment information – your CV/resume and other relevant information (such as your photograph, interview notes and information included in the cover letter or as part of the application process).
  • Travel and expense data – travel and accommodation information and expenses including (without limitation) travel itineraries, hotel and travel reward cards.
  • Information you choose to share with us – information you choose to share with us, including (without limitation) information you share when using IT support or calling the helpline, and information about you that may be conveyed by your use of a webcam in communicating with us.
  • Vehicle information – information about your personal or company car including (without limitation) your license plate, parking tickets and driving fines.
  • Photographs and video footage – when participating in external or internal events, meetings, conferences or other events, we may process photographs or videos of you.
  • Trade union membership – data revealing your trade union membership.
  • Family and dependent information – information related to your family and dependents including (without limitation) details regarding family composition (names, genders, ages), any "special needs" or education requirements for children or dependents, emergency contact information. 
  • Information related to identification/access control cards – employee identification and access control cards may contain your name, photograph, employee number and may be linked to other details on record (department, phone number, license plate).
  • CCTV footage – we may process footage of you obtained through our use of CCTV surveillance systems.
  • Survey results – we may process your responses to questions in employee surveys.
  • Information related to your usage of Randstad devices, software and access to Randstad’s network – we may process information related to your use of our devices, software and access to our networks, including (without limitation) your browsing history, your use of email, internet and social media, whether at the workplace, on our equipment or otherwise through our networks. 
  • Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
  • Special categories of data, such as: 
    • Health-related information – health-related information including (without limitation) injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, as legally required.

To the extent we process these special categories of data, we will protect, secure and use that information in a manner consistent with this notice and applicable laws.

  • Trade sanctions information relating to you - we may verify whether you are a politically exposed person, a specially designated national or otherwise subject to sanctions under applicable laws or regulations.

  • Once we establish and maintain an employment, staffing or placement relationship with you, we use the data you provided to us, to comply with laws and regulations, including but not limited to employment law, tax and social security and national and international sanctions regulation compliance. For the purposes mentioned above your employer may transfer your personal data to other Randstad entities that provide services on behalf of the employer. Personal data is information which can be used to identify you such as name, date of birth, identification number or other factors specific to your identity.

Randstad processes your personal data only for the purposes specified below:

  • Purposes for which we process your personal data

General HR management and administration purposes (including workforce management)

  • Legal grounds for the processing of your personal data

The processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for compliance with employment and social security legal obligations.

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  • Purposes for which we process your personal data

Compensation, payroll and expense reimbursement (including reporting and billing to clients)

  • Legal grounds for the processing of your personal data

The processing is necessary for the performance of the temporary worker’s employment contract; and/or

Processing is necessary for compliance with employment and social security/tax legal obligations.

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  • Purposes for which we process your personal data

Insurance, pension and other benefits

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for compliance with employment and social security legal obligations.

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  • Purposes for which we process your personal data

Performance management, career development and training

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the development and training of employees.

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  • Purposes for which we process your personal data

Fleet management

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets.

 

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  • Purposes for which we process your personal data

Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Randstad’s misconduct reporting procedure

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes.

 

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  • Purposes for which we process your personal data

Dispute management and litigation

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes.

 

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  • Purposes for which we process your personal data

Health and safety management

  • Legal grounds for the processing of your personal data

The processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for compliance with employment and social security legal obligations.
If not based on the above grounds: Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of its employees, company assets, protecting its legal interests and managing legal claims/disputes; or
protection of the vital interests of the Data Subjects.

 

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  • Purposes for which we process your personal data

Managing holidays, leaves and other absences

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business.

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  • Purposes for which we process your personal data

Compliance with labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)

  • Legal grounds for the processing of your personal data

Processing is necessary for compliance with employment and compliance with our legal obligations under labor, tax, social security and other laws and regulations.

 

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  • Purposes for which we process your personal data

IT support

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or

Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems.

 

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  • Purposes for which we process your personal data

Facilities, security and contingency planning purposes

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding and securing our assets, our facilities, our information systems and our people.

 

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  • Purposes for which we process your personal data

Network and device usage optimization and related security controls (including company network access and authentication)

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for the purpose of the legitimate interests pursued by Ransdstad, which include safeguarding our assets and ensuring security of our information systems.

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  • Purposes for which we process your personal data

Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals  and screening against sanctions lists)

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes; and/or
Processing is necessary to comply with our legal obligations (including when authorities or administrations ask information about a temporary worker).

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  • Purposes for which we process your personal data

Emergency and disaster management

  • Legal grounds for the processing of your personal data

Based on a legitimate interest pursued by Randstad, which includes ensuring the safety of talent; and
Where the above ground is not possible because local mandatory law requires so, only in those limited cases may this be based on a consent.

 

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  • Purposes for which we process your personal data

Relocation, mobility and travel management

  • Legal grounds for the processing of your personal data

Processing is necessary for the performance of the temporary worker’s employment contract; and/or
Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business.

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  • Purposes for which we process your personal data

To monitor and enforce compliance with Randstad policies and procedures

  • Legal grounds for the processing of your personal data

For the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems

 

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  • Purposes for which we process your personal data

To monitor and enforce compliance with legal obligations applicable to us (including the requirements set out in your contract with us)

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include the protection of company assets, protecting its legal interests and managing legal claims/disputes

 

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  • Purposes for which we process your personal data

Recruitment and staffing

  • Legal grounds for the processing of your personal data

(a)  (pre)contractual necessity for our services when matching (e.g. via Terms & Conditions on the website) or when we enter into an employment contract with you we require some data to be able to draw up this contract and to then be able to execute it correctly;

(b)    If and only if the local process would not amount to a legally binding contractual relationship under (a) or if applicable law prescribes otherwise, the exception could be based on our legitimate interest to build and maintain a relationship;

(c)    Where (a) and (b) are not possible or local mandatory law requires so, only in those limited cases may this be based on a consent.

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  • Purposes for which we process your personal data

Employee surveys, statistical purposes

  • Legal grounds for the processing of your personal data

Based on our legitimate interest to survey our temporary workers so as to better understand their needs, to improve our services and to build and maintain a good relationship with our temporary workers and with the clients our temporary workers work at.

 

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  • Purposes for which we process your personal data

Events

  • Legal grounds for the processing of your personal data

Based on our legitimate interest to organise events so as to better build and maintain a good relationship with the community of temporary workers and with the clients our temporary workers work at.

 

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  • Purposes for which we process your personal data

To manage memberships of employees to professional associations

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business.

 

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  • Purposes for which we process your personal data

To perform internal and external audits

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the workplace and the proper conduct of its business, including compliance with laws and regulations.

 

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  • Purposes for which we process your personal data

To conduct corporate transactions (including mergers, acquisitions and divestments)

  • Legal grounds for the processing of your personal data

Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include Randstad’s interest in developing its business through mergers, acquisitions and divestments.

 

how long do we keep your personal data?

Your personal data will be kept for:
- personal data covered by employee documentation, including employment contracts and documents related to the termination of the employment relationship - in order to fulfill the statutory obligation to store (archive) relevant employee documentation, pursuant to art. 94 point 9b of the Act of June 26, 1974 - the Labor Code and art. 125a paragraph. 4 of the Act of 17 December 1998 on pensions and disability pensions from the Social Insurance Fund in connection with art. 7 sec. 2 of the Act of January 10, 2018 amending certain acts in connection with the shortening of the storage period for employee files and their electronicisation (the period of required storage is in relation to employees employed until December 31, 2018 - 50 years from the date of termination by the employee contract; the period of required storage is in relation to employees employed after January 1, 2019 - 10 years from the date of termination by the employee contract);

  • personal data covered by payroll documentation, including payroll lists - in order to fulfill the statutory obligation to store (archive) relevant documentation, which is the basis for the calculation of the old-age or disability pension is determined, pursuant to Art. 94 point 9b of the Act of June 26, 1974 - the Labor Code and art. 125a paragraph. 4 of the Act of 17 December 1998 on pensions and disability pensions from the Social Insurance Fund in connection with art. 7 sec. 2 of the Act of January 10, 2018 amending certain acts in connection with the shortening of the storage period for employee files and their electronicisation (the period of required storage is in relation to employees employed until December 31, 2018 - 50 years from the date of termination by the employee contract; the period of required storage is in relation to employees employed after January 1, 2019 - 10 years from the date of termination by the employee contract).

We may keep your personal data long if necessary in connection with any actual or potential dispute (e.g. we need this personal data to establish or defend legal claims), in which case we will keep your personal data until the end of such dispute; and/or for us to comply with any legal or regulatory obligation (e.g. for tax or pension purposes), in which case we will keep your personal data for as long as required by that obligation.