1. Controller and scope
FORCEFORE SRL, BE1002.643.270, Avenue de Maire 44, 7500 Tournai, Belgium, determines the processing described here for recruitment and candidate follow-up. Contact the recruitment contact in your file or contact@forcefore.com for data questions.
This document supplements the common FORCEFORE privacy policy for candidates, people discussing vacancies and relevant references. Successful recruitment leads to separate employment information. Keeping necessary employment records does not authorise unlimited reuse of the entire candidate file.
2. Information in the file
Depending on the stage, we receive identity, contact details, language, country, CV, presentation or letter, portfolio, experience, qualifications, availability, questionnaire answers and preferences relevant to the role. Correspondence, additional documents, rescheduling requests and interview information can supplement the file.
Provide only relevant information. Sensitive health, belief, origin or criminal-record information must not be requested or used simply because a free-text field allows it. Any justified collection of protected information requires the applicable legal conditions, safeguards and access restrictions.
Reference information must be relevant and provided fairly. Any contact with a reference is limited to appropriate recruitment matters and applicable information duties. Receiving a portfolio does not authorise commercial exploitation of its creations.
3. Technical and process information
The portal records information needed for sign-in, security and operation, including account and session identifiers, IP and browser details, dates, login events and temporary tokens. Cookies can maintain a session, remember preferences and record consent choices.
Process records include the vacancy, submission dates, stages, status, communications, decisions, relevant reasons, appointments and internal assignments. Calendar information organises interviews without revealing employees’ private agenda details to candidates.
4. Purposes and legal bases
Examining an application and taking requested steps before a possible contract can rely on GDPR Article 6(1)(b) where its conditions are met. Legally required processing relies on Article 6(1)(c). Each basis must correspond to the actual operation rather than a blanket portal acknowledgement.
Security, abuse prevention, necessary recruitment organisation and defence of claims may rely on legitimate interests after considering necessity, proportionality and your rights. Optional processing requiring consent needs a separate, withdrawable choice. Applying does not subscribe you to general commercial campaigns.
Missing information necessary for an actual step may prevent that step. We must explain the need and avoid excessive collection. You can ask why a field is required or explain an accessibility difficulty requiring another method.
5. Automated organisation and review
Tools can structure answers, search for relevant elements or assist comparison of role-related information. Portal status transitions also use automatic administrative rules. These mechanisms do not provide an exhaustive judgment of a person.
In particular, the first interview invitation closes other still-open applications with an application-in-progress reason, without affecting an already accepted application. New submissions are then blocked while that process is in progress. Administrative closure does not mean your abilities were separately rejected for every other role.
Ask recruitment for an explanation or review of information and status. A solely automated decision with legal or similarly significant effects remains subject to applicable GDPR safeguards. Acknowledging terms does not waive them. A future provider or new use requires appropriate information and safeguards before that processing occurs.
6. Access and providers
Access is limited to people with a justified role in recruitment, such as HR, relevant managers and authorised interview participants. Technical administration access does not authorise unrelated or private use. Submission does not make a file public.
Hosting, protected-storage, email, calendar and interview providers actually used may receive information necessary for their task. Roles and obligations depend on the service. Video conferencing does not mean routine recording; any recording would need its own information and appropriate basis.
Advisers, authorities and competent bodies may receive necessary evidence for a legally grounded obligation, check or dispute. We do not sell application files. Applying does not imply permission to share your file with another entity for an unrelated purpose.
7. Transfers and security
Where a provider or contact processes data outside the European Economic Area and GDPR transfer rules apply, an appropriate mechanism is required, such as adequacy or standard contractual clauses, with necessary assessment and supplementary measures. You can request information about relevant safeguards.
Protection includes access controls, authorisations, protected file storage and security checks. Keep links to application documents confidential. No system eliminates all risk; report exposure or suspicious access without republishing other candidates’ information.
8. Retention
Rejected or withdrawn applications are normally retained for no more than two years from the application date, not the rejection date. Cleanup takes process status into account. An active recruitment, validated contract or separate legal obligation is not automatically treated as a closed file no longer needed.
Eligible inactive accounts are anonymised under these criteria. Login IP and browser information is cleaned after 90 days, while event history is retained for one year. Recruitment cookie-choice records remain for up to thirteen months. Orphan temporary uploads are checked for cleanup after seven days; that is not the general retention period for a CV attached to an active application.
Legal duties or disputes can require certain evidence longer, with restricted access and a defined purpose. Employment can justify transferring only necessary information to staff administration under its own periods. Backups can delay technical erasure but must not revive a use without a remaining basis.
9. Withdrawal and candidate-account deletion
Withdrawing an application stops its examination without automatically deleting necessary follow-up and evidence. Account deletion has a 30-day period before execution; signing in again during it cancels scheduled deletion. Applications are withdrawn as soon as deletion is requested.
These controls do not replace legal rights. Contact FORCEFORE to request erasure, restriction or an explanation of retained categories. Identity verification may be requested when necessary and proportionate. Deleting a candidate account does not automatically delete an account on another FORCEFORE service; specify the scope of your request.
10. Rights and complaints
Subject to applicable conditions, you may access, correct, erase or restrict data, object to legitimate-interest processing and obtain portability where its requirements are met. Consent can be withdrawn without invalidating earlier lawful processing. Safeguards concerning relevant automated decisions also remain available.
Send requests to contact@forcefore.com or the recruitment contact in your file. Under the GDPR, we normally respond within one month. Any permitted extension because of complexity or number of requests must be explained within that period. A restriction must have a proper basis; other people’s rights can limit disclosure of some information.
You may complain to the Belgian Data Protection Authority, https://www.dataprotectionauthority.be, or another competent authority, including that of your habitual residence, without waiving other remedies. The version and effective date identify updates. Publication alone does not authorise a new optional use of your information.