Legal disclaimer MSF SUPPLY PRIVACY NOTICE About this Privacy Notice At MSF we make sure we protect the information you give us. References to “we” or “us” are to MSF Supply ASBL. This privacy notice is written in accordance with relevant data protection legislation including Belgian Data Protection Authorities and the General Data Protection Regulation. This privacy notice sets out how MSF Supply collects, uses and stores personal data via its websites https://www.msfsupply.be/. If you’ve any questions please contact us using the details provided on our website or contact our Privacy Officer – privacy@msfsupply.msf.org When do we collect information about you? We collect information: directly given to us indirectly given to us given to us via social media when you use our websites or apps, through cookies DIRECTLY Through our website – https://www.msfsupply.be/ – or our page on social media : Facebook; LinkedIn; Twitter. You may give us personal information when you: communicate with us and/or leave a comment on our social media accounts. SOCIAL MEDIA We may get information about you from your social media accounts or services. We can do this if you’ve set your account settings to give us permission. Please check your settings and their privacy policies for more details. COOKIES We use “cookies” to identify you when you visit our website. What are cookies? Cookies are small text files that are transferred from the website to your computer, phone or tablet. Websites store cookies on your internet browser (Chrome, Firefox or Internet Explorer, for example) when you visit. Every time you return to the site and navigate around it picks up these bits of information. There are several types of cookie and they each have different functions and uses. Some cookies can be really helpful and most websites rely on them in order to work properly and to understand what their users do when they visit. Types of cookies The four categories, from the least to the most intrusive, are: Strictly necessary. These cookies let you move around the website and use areas like the log in and e-news sign up. They don’t gather information about you that could be used for marketing or remember where you’ve been on the internet. These cookies only last until you close your browser. Performance. These cookies help us understand how you use our website and if users have had any problems. They also let us know if you see one of our adverts online or click on our banners. The information they gather is anonymous. We only use the information to improve the way the Website works. Functionality. These cookies remember any choices you’ve made on a website. This could be changing the text size, preferences or color. They can also remember if you’ve already completed a survey. They can’t track you on other websites. Targeting. These cookies collect info for third parties and remember what you looked at on a website. They’re used for things including ‘Like’ and ‘Share’ buttons, as well as online advertising. Do you see ads for things you’ve looked at online appear on random websites? It’s because of targeting cookies. What cookies do we use? Our website is using only strictly necessary cookies. Controlling cookies You can control and/or delete cookies at any time. You can also get rid of all the cookies already on your computer. Most web browsers automatically accept cookies, but you should be able to change your browser to prevent that. If you want to know how to do this please look at the help menu on your web browser. Further information is available on the following websites: Microsoft Internet Explorer™: https://support.microsoft.com/fr-fr/help/17442/windows-internet-explorer-delete-manage-cookies Microsoft Edge: https://privacy.microsoft.com/fr-fr/windows-10-microsoft-edge-and-privacy Mozilla Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences Safari: https://support.apple.com/fr-fr/guide/safari/manage-cookies-and-website-data-sfri11471/mac Google Chrome: https://support.google.com/chrome/answer/95647?co=GENIE.Platform=Desktop&hl=en Further, most third party providers offer modules or proceedings allowing you to opt out from data collection. What information do we collect? If you contact us we’ll usually collect your: Name and last name; Email address; Phone number; Address; Gender; Language. If you apply for a position, additionally to previous data categories we will also collect your: Resume; Cover Letter; References from previous employment. How do we use your information? As a general rule, your personal data will not be used for any other purpose than that for which they were voluntarily provided to us. Your personal data are shared or transferred to third parties if such sharing or transfer is authorized by you or required to achieve the purposes for which you have provided them to us. It means that we may share your personal data with service providers, who help assist us in fulfilling our purposes. For instance, by applying for an open vacancy, you consent that your personal data (Resume, Cover Letter and References) be processed for the purpose of sending you emails. Personal data may also be shared with third parties when required by law or by a court order. We use your data to: deal with your questions and requests understand how we can improve our services and information How we use your data depends on why you’re providing it: RECRUITMENT We use your information to process and keep a record of your application, in accordance with the relevant legislation on data retention. SOCIAL MEDIA We may use publicly available information from your profile to target you with specific posts that may interest you. We’ll never ask for personal sensitive information on social media. We may repost or share your posts on social media if it relates to MSF and our work. We may respond to questions, queries or comments left on our social media channels. We may use information found on your profile to help us answer these. Check your social media accounts if you want to change the information you make public. Our websites use sharing buttons which share our web pages to social media platforms. Use these buttons at your own discretion. Social media platforms may track these shares through your accounts. Who has access to your data? TRAINED STAFF Your information is only accessible by trained staff and we regularly review who has access to your information. As a general rule, your personal data will only be accessible insofar as it is necessary to fulfill the purpose for which it was collected. For instance, the data you provide for recruitment purpose will be accessible to our HR department, the direct line manager of the position and to service providers, if any, for the purpose of processing your application. We do comprehensive checks on any contractors before we work with them. We always put a contract in place that sets out how they manage the personal data they collect or have access to. DATA PROCESSORS We use other companies to help us manage and store personal data and to carry out certain activities on our behalf. Our main data processors are listed below, but we may enlist the services of others from time to time: HETZNER – Our IT server to archive our data CentralPoint & Colt – Our partners for communication (email & phone) & customer service LinkedIn, Monster, Stepstone – our partners for recruitment Securex – Our HR portal and database We’ll only disclose your personal data to third parties, without your consent, when we have to by law, for example to authorised statutory agencies or authorities. How do we keep your information safe? We use appropriate technical and organizational measures and precautions in order to protect your personal data and to prevent the loss, misuse or alteration of your personal data. We have lots of technical measures, eg we routinely monitor our network and we use industry standard SSL certificates. While we make sure to keep your data safe, no data transmission over the Internet is 100% secure. We can’t guarantee the security of any information you send us and you do so at your own risk. How long do we keep your information? We keep your information for as long as it’s necessary in connection with the purposes defined above in “How do we use your information?”. For instance and as a general rule, we keep your resume for the purpose of analyzing your application until the position has been fulfilled. If you request to receive no further contact from us, we’ll delete all information you provided us with. Information gathered by cookies will be stored for one month before to be deleted. Our legal basis for processing personal data Organizations need a lawful basis to collect and use personal data under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal data). Four of these are relevant to the types of processing that MSF carries out: A person’s consent (eg to ask for references by your former employer); Processing that is necessary for compliance with a legal obligation (eg to let you in our building); Processing that is necessary for conducting a contract or in order to conclude a contract (eg to provide you with hospitalization insurance); and Our legitimate interests (please see below for more information). Our legitimate interests include administration and operational management such as including responding to solicited enquires, providing information and services, research, events management, the administration of volunteers and employment and recruitment requirements. If you’d like to change our use of your personal data in this manner, please get in touch with us using the details below. How can you change your information and what are your rights? Contact us at privacy@msfsupply.msf.org or 02 249 11 37 if you’d like to change or update your personal information. You have a number of rights under data protection legislation: You can request any information we hold on you. Email us at privacy@msfsupply.msf.org and ask for it in writing. You may be asked for proof of identity. You have the right to ask us to stop using or to restrict the processing of your personal data. You can withdraw your consent to us processing your data at any time (where such processing is based on consent eg to ask for references by your former employer). If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated. To update your records please get in touch with us using the details above. In accordance with the provisions of the General Data Protection Regulation, you have a right to erasure (“to be forgotten” i.e. to have your personal data deleted from our database), or transferred to another organisation (“data portability”). If you have any concerns about the way your data is being used or if you’d like to make a complaint please contact us using the details above. You’re also entitled to make a complaint to the Belgian Data Protection Authorities. When do we update this notice? We change this Privacy Notice when we need to. If we make any significant changes in the way we treat your personal information we’ll make this clear on our websites or by contacting you directly. Last updated on May 2021 Any all rights on this document belong to MSF. Any reproduction, without written consent, is strictly forbidden. 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