what personal data do we collect about you? proč potřebujeme vaše osobní údaje? 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 address of permanent and/or temporary residence, home phone number and mobile phone number, private email address), citizenship and country of residence, date and place of birth, (in exceptional cases) gender, 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.
  • 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 (in Czech rodné číslo) , social insurance number and social security number, 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 in connection with business trips  – travel and accommodation information and expenses including (without limitation) travel itineraries, hotel and travel reward cards.
  • Information you choose to share with us and content of our communications – information you choose to share with us (e.g. during our communications, 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 in connection with business trips – 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. We may also process these for marketing purposes.
  • Trade union membership – information about contributions to trade unions.
  • Family and dependent information in connection with tax purposes – information related to your family and dependents. 
  • 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 occupational injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, results from COVID test 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.
  • Information about the User – identification data of the User, where you perform work, User’s contact details, information from and about the agreement about your secondment including information about the comparable User’s employee 
  • Contract: type of the contract

When you are a dependent child of our temporary worker, a taxpayer who also supports such a child (next to our temporary worker) or a spouse of our temporary worker (collectively “family members of our temporary workers”), we may process personal data about you such as:

  • Identification information – your name, address of permanent residence
  • Professional information – in case you are a taxpayer who also supports the children of our temporary worker, we may process information on your employer
  • Government issued identifiers – birth registration number
  • Special categories of data, such as: 
    • Health-related information - in case you are a dependent child or spouse of our temporary worker, we may process information on whether you are holder of a ZTP/P card

The provision of most such data is a statutory or contractual requirement since our companies will not be able to fulfill their legal or contractual obligations without it. Your personal data may be obtained:

  • directly from you.
  • indirectly from you, i.e. from state authorities (e.g. information on your enforcement or insolvency proceedings) or from our temporary worker if you are his/her family member.

In the latter case, we will inform you of the purpose and data sources we use when we communicate with you in connection with the temporary worker’s employment contract, or in any event within one month of the time we indirectly obtain your data. The exception is where the provision of this information to you would cause disproportionate efforts. In that case, we may take alternative measures to protect your rights and freedoms.

why do we need your personal data?

When you are a temporary worker on an assignment at one of our clients, our companies process your personal data only for the purposes specified below:

- Conclusion of the employment contract and execution of the employment (including realization of temporary assignment): Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary to comply with our legal obligations;

- General HR management and administration purposes (including workforce management): 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;

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

- Insurance, pension and other benefits: 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; 

- Claiming a tax credit or other tax advantage: Processing is necessary to comply with our legal obligations arising from the Income Tax Act if you wish to claim a tax credit or other tax advantage;

- Performance management, career development and training: 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 

- Fleet management: 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 asset;

- Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Randstad’s misconduct reporting procedure: 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 handling reports of potential misconduct within or relating to Randstad;

- Dispute management and litigation: 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;  

- Health and safety management: 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;

- Managing holidays, leaves and other absences: Processing is necessary for the performance of the temporary worker’s employment contract; and/or Processing is necessary for compliance with our legal obligations; 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;

- Compliance with labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements): Processing is necessary for compliance with employment and compliance with our legal obligations under labor, tax, social security and other laws and regulations;

- IT support: 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;

- Facilities, security and contingency planning purposes: 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;

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

- 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): 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);

- Emergency and disaster management: Based on a legitimate interest pursued by Randstad, which includes ensuring the safety of talent; and/or Processing is necessary to comply with our legal obligations; 

- Relocation, mobility and travel management: 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; and/or Processing is necessary to comply with our legal obligations; 

- Electronic communications between you and us (including sending payrolls via email and fulfillment of our related legal obligations): Processing is necessary for the purpose of the legitimate interests pursued by Randstad, which include improving efficiency in the communication with its temporary workers appointed to users and the proper conduct of its business;

- Contacting you via your private phone number in urgent cases: The processing of your personal data for this purpose may happen if you have given a consent to such processing;

- To monitor and enforce compliance with Randstad policies and procedures: For the purpose of the legitimate interests pursued by Randstad, which include safeguarding our assets and ensuring security of our information systems; and/or Processing is necessary to comply with our legal obligations;

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

- Employee surveys, statistical purposes: 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;

- Events: Based on our legitimate interest to organize 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;

- Publishment of your photos for marketing purposes: The processing of your personal data for this purpose may happen if you have given a consent to such processing;

- To manage memberships of employees to professional associations: 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

- To perform internal and external audits: 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;

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

- Direct marketing: The processing of your personal data for this purpose may happen if you have given a consent to such processing.

When you are a family member of our temporary workers, our companies may process your personal data only for the purposes specified below:

- Claiming a tax credit or other tax advantage: Processing is necessary to comply with our legal obligations arising from the Income Tax Act if our temporary worker wishes to claim a tax credit or other tax advantage.

how long do we keep your personal data?

Provided that the processing is based on a consent, we may retain your personal data for a period for which you have granted us a consent unless you withdraw such a consent. Provided that the processing is not based on a consent, we will retain your personal data for the duration of our temporary worker’s employment contract and after its termination further for a duration of the statutory limitation period or any obligatory archiving period. We may keep your personal data also after this period 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.