Privacy Policy

1. Introduction

Matchwell respects your privacy and is committed to safeguarding your personal information. Therefore, we only process your personal information for the purposes as specified at the time of collection of the information and explained to you in this Privacy Policy.

In this Privacy Policy you can read how your personal data is collected, used, shared, and secured, as well as your related choices regarding use, access and correction. We may update this policy from time to time by publishing a new version on our website.

If you have any questions about our Privacy Policy, please feel free to contact us. You will find the contact details under the heading "Responsible for data processing".

2. Responsible for data processing

Matchwell is responsible for the processing of your personal data as shown in this Privacy Policy.

Contact details:

Matchwell

Rokin 92-96

1012 KX Amsterdam

Registered in the Trade Register of the Chamber of Commerce: TBC

For questions, please contact us via: nicole@matchwell.nl

3. The personal data that we collect

We may process the following personal data of candidates as part of our recruitment services:

• Name

• Email address

• Phone number

• Current employer and job title

• Curriculum Vitae (CV)

• Interview notes

• Availability and leave details

• References, certificates, and other information relevant to assessing the candidate’s suitability

• If an assessment is conducted, information related to the results, which may qualify as special category data

• Work experience (e.g., from LinkedIn or the employer’s website)

• Any other information shared by the candidate relevant to the recruitment process

• Information submitted via website forms, including: name, current employer, current position, legal practice areas or areas of focus.

For candidates identified through a search carried out by Matchwell, Matchwell will only explicitly draw attention to this Privacy Policy once the candidate is approached for a specific role. Until then, candidates may review the Privacy Policy via our website.

When working with clients, Matchwell may process the following business and personal data

• Name and contact details of client representatives (e.g. email address, phone number, job title)

• Company name and address

• Details about the vacancy or hiring needs

• Notes from meetings or calls

• Communication history

• Billing and payment information

• Any other information provided to us that’s relevant for delivering our services

4. Special and / or sensitive personal data that we process

We do not collect special categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences, unless legally required for recruitment purposes. If you do wish to provide sensitive information for any reason, Matchwell accepts your explicit consent to use that information in the ways described in this Privacy Policy or as described at the point where you choose to disclose.

5. How We Use Information

Your personal data will be processed by us only for the following purposes:

Facilitating introductions between candidates and employers

To present you as a potential candidate to potential employers (Matchwell clients), your personal information may be shared with clients and/or transferred between Matchwell’s (future) affiliates and subsidiaries. This includes processing personal data for executive search purposes, communicating with both parties, and recording interview notes. If you do not provide the information we request, we may be unable to offer you tailored advice or assist you effectively in our recruitment and consulting services. It is your responsibility to ensure that the personal information you share with us is accurate, complete, and up to date.

Assessment procedures

In certain cases, an assessment may be part of the recruitment process. We only process candidate data for assessments with their explicit consent (Article 6(1)(a) and 9(2)(a) GDPR).

Respecting contact preferences

Candidates who prefer not to be contacted again can be added to our “do-not-contact” list to avoid further outreach.

Website

When you visit our website, we may also collect certain data using “cookies” and other automated means. This enables us to improve our website and deliver a better and more personalised service to you. This information (for example your IP address, web browser and operating system) is not considered personal data. Find out more about the cookies we use in our “Cookie Policy”.

Newsletters

We will send you newsletters via e-mail with news, updates, job opportunities, announcements, and other communications. We do this only if you have explicitly given your consent to us to do so.

Testimonials

With your consent, we may post your testimonial along with your name on our website or social media pages. If you wish to update or delete your testimonial, please contact us.

Social media

We are also active on social media platforms such as LinkedIn, Facebook, X, TikTok and Instagram. From time to time, we may post job opportunities on our social media platforms. We encourage candidates to apply via our official channels. If you contact us via social media, we process your data in order to reply to questions you may ask via social media. However, we do not process candidate data submitted via social media messaging unless redirected to our secure platform.

Communication tools

We may use WhatsApp or other communication tools to communicate quickly and effectively with candidates and clients. This includes scheduling interviews, providing updates, or answering questions related to the recruitment process. We will only contact you via WhatsApp if you have shared your number with us and have not objected to this form of communication. Your information is never shared via WhatsApp with third parties without your consent. All conversations are handled with care, in line with applicable privacy laws and our commitment to confidentiality.

6. Storage of your personal data

We will keep your personal data only for as long as is reasonably necessary for the purposes outlined in this Privacy Policy, or for the duration required by any legal, regulatory, accounting or reporting requirements, whichever is the longer.

Candidate data is typically kept for up to five years after our last contact, or one year if no contact has taken place. Website visitor data is stored for up to six months.

Upon expiry of the applicable retention period, we will securely destroy your personal data in accordance with applicable laws and regulations. In some circumstances we may anonymize your personal data so that it can no longer be associated with you, in which case it is no longer personal data. You may request earlier deletion if the data is no longer needed.

7. Providing your personal data to others

We only share personal data with trusted third parties when it is necessary for recruitment purposes, for example, with potential employers or assessment providers involved in the hiring process. We may disclose your data with our service providers insofar as reasonably necessary for the performance of the agreement you have concluded with us. All such service providers are governed by this privacy policy or are bound by the appropriate confidentiality and data transfer agreements, an oath or legal obligation. We may send your personal information to:

• accountant

• payment services

• platform for sending the newsletter

• platform for sending invoices

• email provider

• supplier of chat software

• hosting party

• virtual assistant

• software supplier for creating a website

• telephone provider

• appointment system

International transfers of your personal data

Our website is hosted by Hostinger International Ltd. The data associated with our website and its users is stored on servers located within the European Economic Area (EEA), typically in the Netherlands or Germany. Hostinger complies with applicable data protection laws, including the GDPR, and maintains appropriate technical and organizational measures to safeguard your data. However, some of our service providers may be situated in countries outside the European Economic Area (“EEA”). In order to comply with EU legislation, we carefully consider whether an adequate level of protection can be provided. These service providers are only permitted to use the information insofar as reasonably necessary for the performance of the agreement you have concluded with us. Where necessary, we conclude data transfer agreements with these service providers based on standard contractual clauses established by the European Commission. These service providers may be obliged to provide access to your data based on their applicable laws and regulations. For more information about safeguards for international transfers, please contact us using the contact details provided in this Privacy Policy.

8. View, change or delete data

You may at any time request the rectification or erasure of your personal information. You have the right to request a copy of your personal information from our record.

If you wish, we can send your personal data to you so that you can transfer it to another party. You can make a request to that effect by sending an email to nicole@matchwell.nl. Most likely, in such case we will no longer be able to continue our service as we can no longer guarantee the safeguard of your personal data.

In addition, you can ask us to restrict the processing of your personal data (for example if you deem the information to be incorrect, the processing is unnecessary or the processing is unlawful) or the termination of use of your personal information.

Remember, you can always object to the processing of your personal data.

Also, you have the right to not be subject to a decision based solely on automated processing. We do not use automated decision-making and profiling regarding your personal data.

If you are of the opinion that this is the case or if you want to use one of your other rights, please send us an email. You will find the contact details under the heading "Responsible for data processing". You will be required to verify your identify before we fulfill your request. When you send a copy of your ID, we request that you redact the passport photo, the machine-readable zone (the strip with numbers at the bottom of the passport), passport number and Citizen Service Number (BSN). This is to protect your privacy. Finally, you can always submit a complaint about our data processing practices to the Dutch Data Protection Authority via www.autoriteitpersoonsgegevens.nl.

9. Security

We take the processing of your personal data seriously and have therefore taken appropriate measures to prevent misuse, loss and other forms of unlawful processing. Encryption of sending personal data via our website (SSL), anonymizing of IP addresses and regularly updating our systems are examples of these measures. If you think that your data is not properly secured or if you have indications that your data is being misused, please send us an email. You will find the contact details under the heading "Responsible for data processing".

10. Changes to this policy

We may update this Privacy Policy from time to time in order to reflect, for example, changes to how we use your personal information or for other operational, legal or regulatory reasons. However, you will always find the most recent version on this page. Please therefore re-visit this Privacy Policy regularly to stay informed about our use of your personal information.