Privacy Disclaimer

Privacy Policy for the Job Portal of Kuehne + Nagel Nederland

The Kuehne + Nagel Nederland Applicant Portal provides a standardized digital representation of the entire application process, from creating an applicant profile, through the specific application process, all the way to job alerts. Protecting your personal data is accorded the very highest priority. Extensive technical and organizational measures have been taken to protect personal data against unauthorized access and misuse.

The principles of fair and transparent processing of data laid down in the General Data Protection Regulation (GDPR) require that you be informed of the existence of the individual processing operations and the purposes of the same as they relate to the Applicant Portal. The specific personal data collected and the extent to which such data is subject to further processing is essentially based on the job-specific requirements and in accordance with the statutory provisions regarding data protection, in particular employee data protection.

Table of contents

  1. Data controllers
  2. Contact for data protection issues
  3. Consent
  4. Data processing when creating the applicant profile
    • Direct acquisition via the input screen
    • Transmission of master data from LinkedIn and Seek
    • Storage of the applicant profile
  5. Data processing absent registration of an applicant profile
  6. Data processing in the application process
    • Establishment of the employment relationship
    • Expanding your profile information and further procedures in the selection process
    • Processing of special categories of personal data
    • Submission to the personnel management system on hiring
  7. Data processing on participation in the applicant pool
  8. Data processing for job alerts
  9. Recipients and categories of recipients
  10. Data transmission to a third country
  11. Duration of storage or criteria for determining this duration
  12. Rights of the data subject
    • Right of access
    • Right to rectification
    • Right to erasure
    • Right to restrict processing
    • Right to data portability
    • Right to object
    • Right to revoke data protection consent
    • Right to lodge a complaint with the supervisory authority
  13. Origin of the data

1. Data controllers

The data controller in the Applicant Portal are Kuehne + Nagel N.V. and/or Kuehne + Nagel Logistics B.V. Lloydstraat 35, 3024 EA Rotterdam, the Netherlands (hereinafter referred to as ” Kuehne + Nagel “).

2. Contact for data protection issues

The central contact for data protection at Kuehne + Nagel is the data protection officer. The data protection officer can be reached at the following address:

Kuehne + Nagel N.V.

Data protection officer

knnl.privacy@Kuehne-Nagel.com

3. Consent

By submitting your application, you warrant that you have read and agree with the information contained in this privacy policy regarding the processing and use of your personal data. If you have not yet reached the age of majority, you have obtained the prior authorization of a parent or legal guardian to apply for a position at Kuehne + Nagel. You also warrant that your information is correct.

If you are under the age of 16, please enclose a written consent from your parent or legal guardian to your application. Please note that if this condition is not satisfied, Kuehne + Nagel cannot consider your application, and will delete your data due to legal requirements.

4. Data processing when creating the applicant profile

  • Direct acquisition via the input screen

As part of your application via the Applicant Portal, it is possible to create an applicant profile and to sign up by entering your personal data. In so doing, your data is entered in an input screen and transmitted to and saved by Kuehne + Nagel. When applying for a specific job, the data is transmitted to the Employer when the Employer receives access to your applicant profile. For more details regarding the recipients or categories of recipients, please refer to section 9. For more details regarding the duration of storage or the criteria determining such duration, please refer to section 11.

Following successful sign-up, additional personal data is entered in the applicant profile and then transmitted to Kuehne + Nagel and/or to the Employer.

The legal basis for the transmission and storage of your master data used in the creation of an applicant profile is provided by Article 6, para. 1 b) GDPR, Necessity for the establishment of an employment relationship.

4.2 Transmission of master data from LinkedIn and Seek 

If you have a professional profile at LinkedIn or Seek, the input screen gives you the option to transmit the data required for the application from your professional profile to Kuehne + Nagel. This means that manual collection of master data via the input screen will only be partially necessary. Your applicant profile will be created on transmission of the master data.

In addition to the master data, additional data such as your current Employer and position may be transferred from your profile at LinkedIn or Seek. Such data is generally not required to create your applicant profile, yet may still be transmitted based on your profile settings. The providers of LinkedIn and Seek are the data controllers in these cases, not Kuehne + Nagel. For this reason, please check your profile settings prior to submission to determine which personal data is affected.

You have the option of adjusting, rectifying and deleting your data at any time using the applicant profile settings.

The legal basis for the transmission of your master data and additional data from LinkedIn or Seek is provided by Art. 6 para. 1 a) GDPR, Consent given to the providers. The providers have also entered into contractual arrangements and taken technical precautions to prevent misuse of the data upon transmission.

Please refer to the following link for all additional information on data protection at LinkedIn and Seek, in particular as regards revoking your consent.

LinkedIn: https://www.linkedin.com/legal/privacy-policy?trk=uno-reg-guest-home-privacy-policy Seek: https://www.seek.com.au/privacy/

4.2 Storage of the applicant profile

At your request, your applicant profile can be saved without having applied for a specific job opening or after completion of an application process. If you wish to apply multiple times within Kuehne + Nagel, or if you wish to apply in the future, you can avoid multiple data acquisition by saving your applicant profile, and the principle of data minimization will be observed. This will facilitate access to additional application processes.

Because this is an optional service in the Applicant Portal, the applicant profile settings give you the option of supplementing, rectifying or deleting personal data.

The legal basis for the storage of your applicant profile without applying to a specific job or following completion of an application process is provided by Art. 6 para. 1 f) GDPR. The necessary legitimate interests of Kuehne + Nagel in satisfaction of the legal basis relate to the purpose of facilitating access to the application process and guaranteeing the principle of data minimization.

If the applicant profile has not been used for more than five months and if specific application processes have been completed, Kuehne + Nagel will use your email address to inform you that your applicant profile will be deleted. Your applicant profile will be stored for another six months if you log into your applicant profile. The foregoing does not apply to the extent that additional statutory retention periods apply, such as storage for the purpose of the assertion or defence of legal claims, or if other country- specific storage periods apply. For more details regarding the duration of storage or the criteria determining such duration, please refer to section 11.

5. Data processing absent registration of an applicant profile

You have the option of submitting your application without registering an applicant profile as well. However, the data you entered will not be available for you to draw on for future applications in this case

The application process can only be completed if you have given us your consent to store and use your data for purposes of the online application.

The legal basis for the transmission and storage of your master data used for applying without registration is provided by Article 6, para. 1 b) GDPR, Necessity for the establishment of an employment relationship.

6. Data processing in the application process

 Following successful application, additional personal data may be entered in your applicant profile, on the one hand in order to enable an objective hiring decision in the specific application process, and, on the other, to hone your application profile with information about training, certificates or language skills. We differentiate between obligatory and voluntary data collection in this regard.

6.1 Establishment of the employment relationship

The collection of personal data required for the decision establishing the employment relationship is obligatory. While the employment relationship is being contractually initiated, the Employer has an interest in ensuring that you possess the professional competence and personal suitability required for the job in question.

The requirements of the specific job are taken into account in assessing necessity. For this reason, specific information is collected for the job in question. The master data is also required. No application is possible without the possibility of identifying you as a person, or the ability to contact you during the application process. Following data acquisition and together with the application for a specific job, Kuehne + Nagel transmits the data to the Employer when said Employer is granted access to your applicant profile. For more details regarding the recipients or categories of recipients, please refer to section 9. The data will then be stored and used by the Employer until the specific application process is completed.

The legal basis for data processing for the establishment of the employment relationship is provided by Article 6 para. 1 b) GDPR.

After completion of the specific application process and after the elapse of a six-month storage period due to labour law retention obligations, the Employer will no longer have access to your applicant profile, and the job-specific requirements will be deleted. For more details regarding the duration of storage or the criteria determining such duration, please refer to section 11.

6.2 Expanding your profile information and further procedures in the selection process

Using your applicant profile, you have the option to enter other data in addition to the personal data required for the establishment of the employment relationship. Any data entry is voluntary and fundamentally has no adverse effect on your application.

Entering and storing voluntary information gives you the opportunity to hone your applicant profile and to continually save documents such as continuing education diplomas and certificates in one place, should you intend to apply for additional jobs at Kuehne + Nagel. Following data acquisition and together with the application for a specific job, Kuehne + Nagel will transmit these data to the Employer as well when said Employer is granted access to your applicant profile. For more details regarding the recipients or categories of recipients, please refer to section 11.

In addition, please note that Kuehne + Nagel may ask for references during the application process. In this regard, it is possible that third-party providers will be commissioned with the performance of additional tasks during the selection process. You also acknowledge that Kuehne + Nagel will provide them with timely information about the details of the respective process.

The legal basis for the processing of voluntary information is provided by Article 6 para. 1 f) GDPR. The necessary legitimate interests of Kuehne + Nagel in satisfaction of the legal basis relate to the purpose of facilitating access to the continued application process and to guaranteeing the principle of data minimization.

After completion of the specific application process and after the elapse of a six-month storage period due to labour law retention obligations, the Employer will no longer have access to your applicant profile, and the job-specific requirements will be deleted. The foregoing does not apply if further statutory retention periods apply, such as storage for the purpose of asserting or defending legal claims. If the applicant profile has not been used for more than five months, Kuehne + Nagel will use your email address to inform you that your applicant profile will be deleted. Your applicant profile will be stored for another six months if you log into your applicant profile. For more details regarding the duration of storage or the criteria determining such duration, please refer to section 11.

6.3 Processing of special categories of personal data

In principle, no special categories of personal data are collected in the data processing performed during the specific application process via the Applicant Portal. In this respect, when uploading documents like cover letters or your CV, you are required to ensure that these do not include any special categories of personal data.

Special categories of personal data include information revealing racial or ethnic origin, political opinions, religious or philosophical convictions or trade-union membership, as well as genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning the sex life or sexual orientation of a natural person. Unlike simple personal data, the admissibility of special categories of personal data is determined by Art. 9 GDPR.

After completion of the specific application process and after the elapse of a six-month storage period due to labour law retention obligations, the Employer will no longer have access to your applicant profile, and the job-specific requirements will be deleted. For more details regarding the duration of storage or the criteria determining such duration, please refer to section 11.

6.4 Submission to the personnel management system on hiring 

Following completion of the specific application process and upon hire, Kuehne + Nagel will transmit your master data to the personnel management system on behalf of the Employer. The transmission of your master data guarantees the principle of data minimization and is necessary for the implementation of the employment relationship. Absent the entry of your master data in the personnel management system, you cannot, for instance, enter your working hours, nor can you draw your wages.

7. Data processing on participation in the applicant pool

When creating the applicant profile, and irrespective of any specific application process, you have the opportunity to participate in the Kuehne + Nagel  applicant pool. Participation in the applicant pool is voluntary and is only possible with your consent. If you do not give your consent, this will not have any adverse effect on the application process.

The objective that Kuehne + Nagel is pursuing with the applicant pool is to give you the opportunity, both before and after a specific application process, to make your applicant profile available via a search function to group companies with whom you have not actively applied for a job. Group companies’ access is limited to the following data, to the extent that you have provided the voluntary information:

  • master data and profile information;
  • application documents;
  • professional background;
  • academic background;
  • language skills;
  • willingness to travel/mobility.

The job-specific information is not included in the access of Group companies, as such information is only transmitted to the relevant group company during the specific application procedure, and is deleted upon expiry of the six-month retention period.

The legal basis for the transmission of your applicant profile to the Group company is provided by Art. 6 para. 1 a) GDPR, Consent given to Kuehne + Nagel.

Your consent is valid until such time as your applicant profile is deleted, and may be revoked at any time with future effect. In the event that you should revoke your consent, Kuehne + Nagel will deprive the Group companies of their access rights. For more details regarding the duration of storage or the criteria determining such duration and your right of revocation, please refer to sections 11 and 12.6.

8. Data processing for job alerts

The Career page gives you the option to sign up for an automatically generated job alert free of charge. The purpose of the job alert is to notify you of current jobs in the Kuehne + Nagel Group, and then for the group to acquire applicants. Signing up is voluntary and is independent of the specific application process.

You can sign up for the job alert by entering your email address and clicking the confirmation link. You can  select different categories to tailor the content of the job alert to your needs.

The legal basis for the email job alert is provided by Art. 6 para. 1 f) GDPR. The necessary legitimate interest of Kuehne + Nagel in satisfaction of the legal basis relate to the acquisition of applicants.

9. Recipients and categories of recipients

During an application process, in principle only those persons who make the specific hiring decision will receive access to your applicant profile. These are generally Human Resources employees and one or more superiors.

In addition, compliance with legal obligations under Dutch employment law and social security or social protection law may necessitate that employee representatives (the Works Council and the SHE representative) be given access to your applicant profile during a specific application process.

The service providers used to manage the Applicant Portal may also access your applicant profile. The condition of being bound by directives, as well as data security and confidential treatment of your data by the service providers are ensured by means of order processing contracts (additional details regarding order processing are set out in Article 28, GDPR).

The transfer of data to recipients outside of Kuehne + Nagel takes place if required by law, or if you have given your consent to such transfer. The same applies to recipients within the Kuehne + Nagel Group, as data protection law does not provide for an intra-Group exemption. Under these conditions, recipients of your application profile may include:

  • Companies in the Kuehne + Nagel Group who receive access to the applicant profile on the basis of a specific application process and who continue to process the data for hiring decision purposes;
  • Public bodies and institutions, such as law enforcement agencies, who are given access to the applicant profile on the basis of compliance with statutory or regulatory
  • Third-party providers commissioned with the performance of additional tasks during the selection

 

10. Data transmission to a third country 

The transfer of data to recipients in countries outside of the European Union (referred to as third countries) is permissible subject to suitable guarantees establishing an adequate level of data protection pursuant to Art. 45 et seqq. GDPR. For example, standard contractual clauses provided by the

EU Commission may qualify as a suitable guarantee. However, this may be disregarded if you consent to the third-country transfer.

A third-country transfer takes place within the context of the Applicant Portal in the following cases: Administration, execution and technical maintenance of the Applicant Portal may be carried out by the Kuehne + Nagel Group in a third country. Kuehne + Nagel has made use of standard contractual clauses in accordance with Art. 46 para. 2 c) GDPR to ensure compliance with the European level of data protection in the respective third country.

A third-country transfer occurs if you have consented to participate in the Group-wide applicant pool and have given Kuehne + Nagel Group companies headquartered in third countries access to your applicant profile. With your consent, you have expressly acknowledged, pursuant to Art. 49

para. 1 a) GDPR, that there is no level of data protection in line with that prevailing in the EU upon data transmissions to third countries.

11. Duration of storage or criteria for determining this duration

The personal data from your applicant profile will be stored as long as required for the purposes for which it was collected or otherwise processed. The foregoing does not apply if the Employer is subject to statutory retention periods.

The entire applicant profile will be deleted after six months, provided that the application process(es) has/have been completed, or if the applicant profile has not been used for six months (i.e. you have not signed back in since completion). The purpose of the six-month retention period is to satisfy the Employer’s statutory obligations under labour law.

Shortly before the expiry of the six-month period, Kuehne + Nagel will use your e-mail address to inform you of the deletion of your entire applicant profile. You prevent such deletion by logging on, at which point the applicant profile will be stored for another six months and be available for your use during such time. Job-specific information is excluded from such storage. Such information is stored on a job- specific basis, and is automatically deleted six months after completion of the specific application process. The foregoing does not apply to the extent that additional statutory retention periods apply, such as storage for the purpose of the assertion or defence of legal claims, or if other country-specific storage periods apply.

12. Rights of the data subject

As an applicant and as a subject of the data processing that occurs in the Applicant Portal, you have data protection rights that you may assert against Kuehne + Nagel and the Employer. Should you have questions about data protection, please refer to section 2 for details about the contact person. The data protection rights are as follows:

  • Right of access (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to data portability (Art. 20 GDPR)
  • Right to object (Art. 21 GDPR)
  • Revocation of data protection consent
  • Right to lodge a complaint with a supervisory authority

Please note that the right to restriction of processing or the right to data portability, for instance, do not apply to all instances of data processing, but only under certain conditions. The same goes for the right to object.

12.1 Right of access

You may ask Kuehne + Nagel and/or your Employer to disclose which personal data concerning you are processed in the Applicant Portal. You may also ask the Employer for confirmation regarding which personal data are processed in the context of a specific application process. In this case, Kuehne + Nagel is not responsible for data protection to the extent that it is not the Employer, and is therefore not the addressee.

12.2 Right to rectification 

Kuehne + Nagel and/or the Employer are obliged to rectify and/or complete your data insofar as the processed personal data concerning you is incorrect or incomplete. Rectification is to be made immediately. You also have the option to rectify or complete your data using the applicant profile settings.

12.3 Right to erasure

Personal data must always be deleted if it is no longer required for the purposes for which it was collected or otherwise processed. However, you have no right to erasure if, for example, the continued storage of your data is required for the assertion, exercise or defence of legal claims, or for the defence of the rights of another natural person or legal entity, or for reasons of an important public interest of the Union or a Member State. If country-specific statutory retention periods apply or the data and

application documents are still required as protection against legal claims, the data/documents shall be stored in line with the specified country-specific periods.

If you have not created a user account, you can use the following link: 1.) To withdraw your application and/or

2.) To request the erasure of your data.

https://www.kn-portal.com/about_us/careers/candidate_support/data_deletion

Please refer to section 11 for additional details regarding the storage duration of your data.

12.4 Right to restrict processing 

Under certain conditions, you may request a restriction in the processing of your data. If the processing of your data has been restricted, these data – aside from the storage thereof – may only be processed with your consent or for the assertion, exercise or defence of legal claims or for the defence of the rights of another natural person or legal entity, or for reasons of an important public interest of the Union or a Member State.

12.5 Right to data portability

Under certain circumstances, you have the right to receive the data with which you have provided Kuehne + Nagel and/or the Employer through the Applicant Portal in a structured, common, machine- readable format. Moreover, you have the right to request that Kuehne + Nagel and/or the Employer transmit these data to a new person in charge.

12.6 Right to object

You have the right, for reasons resulting from your personal situation, to object to the processing of your personal data on the legal basis laid down in Art. 6 para. 1 f) GDPR at any time.

Furthermore, you have the right to object to the processing of personal data for purposes of direct mailing at any time. Please refer to section 8 for more details about job alerts.

At your objection, Kuehne + Nagel will no longer process your data, unless Kuehne + Nagel is able to demonstrate compelling reasons for such processing according to which these interests outweigh rights and freedoms, or where such processing is required for the assertion, exercise and defence of legal claims.

You may submit your revocation using the following link:

https://app-de.onetrust.com/app/#/webform/0a22d30e-5874-4513-953f-3079967f561b

12.7 Right to revoke data protection consent 

You have the right to revoke your data protection consent at any time. The revocation of consent shall not affect the legality of the processing carried out on the basis of such consent until such time as the revocation ensued.

Please refer to section 12.6 for further details on the revocation of your consent

12.8 Right to lodge a complaint with the supervisory authority

Without prejudice to any other administrative or judicial remedy, you are entitled to lodge a complaint with a supervisory authority, in particular in your member State of residence, your place of work or the place of alleged infringement, if you believe that the processing of the personal data concerning you is in violation of the GDPR.

13. Origin of the data 

In principle, Kuehne + Nagel stores this personal data in the applicant profile that has been entered directly via the input screen (referred to below as “direct acquisition”). Collection in the absence of direct acquisition only takes place if you, as an external applicant, have given your consent to the transmission of personal data from your LinkedIn or Seek user profile to the operators of those sites. For more details regarding the transmission of personal data from LinkedIn and Seek, please refer to

section 4.2

This privacy policy was published in version 1.0 on 25 May 2018.