Candidate privacy statement

Data protection principles

We handle your data lawfully, fairly and transparently; we collect it only for the purposes explained here; we keep it relevant and limited to what's needed; we keep it accurate; we don't keep it longer than necessary; and we store it securely.

What data we collect

Through this website, we collect the details you enter in the application form: your name, email address, phone number, preferred work location, whether you are legally allowed to work in the Netherlands, whether you hold a driver's license, your weekly availability, and any message you choose to add. If you choose to attach a CV, we also collect that document and the information it contains — such as your work history, education, languages and anything else you include in it.

If you move forward in the recruitment process, RGIS may collect further information directly from you or from referees — such as your work history, qualifications, interview notes, assessment results and, where relevant to the role, background or criminal record checks — as described in RGIS's full candidate privacy statement.

WhatsApp and AI assistant

If you contact us on WhatsApp, we process your WhatsApp number, profile name if provided, message content, voice-note content when you send audio, timestamps, and bot or staff replies. The RGIS WhatsApp number is connected through VixAI and Meta/WhatsApp.

Candidate questions and voice-note transcriptions may be processed with OpenAI to generate a helpful recruitment reply from RGIS information. If you attach a CV to your application, that document may also be processed with OpenAI to produce a structured summary of it (such as work history, education, languages and skills) that helps our recruiters review your application. We do not use WhatsApp chats, transcriptions, CV summaries or other AI output to make automated hiring decisions, and a person remains responsible for recruitment decisions.

Approved-candidate onboarding

If your application is approved, RGIS may invite you to a secure onboarding portal to provide the information needed to prepare employment documents. This may include identity and work-permit documents, BSN, bank details or bank proof, emergency-contact details, and your availability by day and shift. Do not upload a photograph of your bank card.

Uploaded onboarding documents may be processed with OpenAI solely to extract visible fields and prefill the form. You must review the extracted information, and RGIS staff remain responsible for verification. Documents and onboarding data are encrypted at rest, access is logged, and the onboarding file is scheduled for deletion after the configured 90-day retention period unless RGIS has a legal reason to retain it longer.

How your data is collected

Most of your data comes directly from you, through this form. At later recruitment stages, RGIS may also receive information from recruitment agencies, referees you name, or background-check providers, where applicable to the role.

Why we use it, and our legal basis

We use your data only to assess your application, to contact you about it, and to manage our recruitment. Our legal basis is our legitimate interest in finding suitable colleagues, and taking steps at your request before entering into an employment contract.

If you don't provide your data

Some fields are required because we cannot progress an application without them — for example, contact details and confirmation that you're allowed to work in the Netherlands.

Sensitive data and criminal records

This website's application form does not ask for sensitive data (such as health information, race, religion or sexual orientation) or criminal record information. If a later stage of recruitment requires it — for example, a disability accommodation, or a background check for roles involving access to customer assets — RGIS will explain why and how it is used at that time.

How long we keep it

If we do not offer you a position, we keep your application data for up to 6 months after we have told you our decision, so that we can show our recruitment was fair. We keep it longer only if you give us your explicit consent to be considered for future roles.

Inactive WhatsApp conversations are kept only while useful for recruitment support and are purged periodically. The current operational target is 6 months unless a longer period is needed for a specific recruitment or legal reason.

Who we share it with

Your data is handled by RGIS and by service providers who act on our behalf — for example, the tool that delivers your application to our recruiters. They may only use your data on our instructions, and must keep it confidential and secure under an appropriate data processing agreement. We never sell your data.

Service providers for WhatsApp and AI

For WhatsApp and AI assistant features, service providers can include VixAI, Meta/WhatsApp and OpenAI, limited to operating the messaging and candidate-support workflow and to summarizing CVs for our recruiters. OpenAI may retain API data briefly (currently up to about 30 days) for abuse monitoring before deleting it, and does not use it to train its models.

How we protect it

We take appropriate technical and organizational measures to prevent loss, misuse or unauthorized access to your data. Access is limited to the people who need it for recruitment, and we have procedures in place to deal with any suspected data breach.

Automated decisions

We do not make decisions that significantly affect you based only on automated processing. A person always reviews your application.

Your rights

You can ask to see the data we hold about you, have it corrected or deleted, restrict or object to its use, or receive it in a portable form.

You can also withdraw, at any time, any consent you previously gave (for example, to be kept on file for future roles). Once you do, we stop processing your application on that basis and delete the data in line with our retention period above.

To exercise a right, email us at privacy@rgis.com. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Data Protection Officer

RGIS has appointed a Data Protection Officer who oversees compliance with this statement. You can reach them with any question or complaint about your data at privacy@rgis.com.