Privacy & cookies policy

Privacy Statement Captains of Finance BV

Captains of Finance collects, records, and processes personal data from its clients and candidates applying for positions managed by Captains of Finance. Certain data must be explicitly provided by the client or candidate to ensure proper service delivery.

Captains of Finance also collects data automatically, such as anonymous or aggregated non-personal data (e.g., browser type, IP address, operating system, or the domain name of the website through which the user accesses our website). This data is used to optimize the website for users.

All collected data is stored in the database of Captains of Finance, Antwerpselaan 1, 1853 Grimbergen Belgium, VAT number BE 0646.860.039. Captains of Finance is responsible for the processing of personal data. Employees who require access to personal data to perform their duties (e.g., recruiters, HR staff, sales managers, communication managers) have access to the database.

Why does Captains of Finance collect personal data?
Captains of Finance collects and processes personal data as part of its business activities. This includes finding suitable candidates for clients’ job openings (through secondment or recruitment).

The personal data provided by the client for the execution of a contract, where Captains of Finance acts as a data processor, is not stored in Captains of Finance’s database. This data remains the property of the client, acting as the data controller. A data processing agreement is always concluded between Captains of Finance and the client to regulate this relationship.

The personal data covered by this privacy statement relates to professional contacts necessary for building Captains of Finance’s client portfolio.

Why is personal data shared with Captains of Finance’s subsidiaries?
Captains of Finance specializes in financial profiles. Candidates with broader knowledge or experience may also qualify for positions managed by its subsidiaries, offering candidates more job opportunities.

How does Captains of Finance collect personal data?

  1. Directly:
    • Via an email sent directly by the individual (e.g., sending a CV).
    • Via a completed form on Captains of Finance’s website or its subsidiaries’ websites.
    • Via forms completed on social media.
  2. Indirectly:
    • Through the referral program (employees can refer candidates or clients).
    • Through applications via other platforms (e.g., VDAB, StepStone, etc.).
    • Using public information (e.g., public LinkedIn profiles).
    • From purchased databases with explicit consent from the individuals concerned.

What personal data is collected and processed?
Captains of Finance primarily records the following information:

  • First and last name
  • Gender
  • Address (street, number, postal code, city)
  • Phone number
  • Email address

This information is used to identify and contact the individual (by phone, SMS, or email). Additional data, such as those on the candidate’s CV or application history, are stored to find the best match between candidates and clients.

Providing personal information is essential to ensure proper service delivery. The person providing the information is responsible for its accuracy and completeness.

Why are personal data processed (purpose)?
Personal data are processed for the following purposes:

  • Prospecting the market to build and expand a client portfolio (legitimate interest).
  • Identifying (potential) clients and creating a client database.
  • Matching candidates’ skills and knowledge with job requirements.
  • Contacting candidates regarding job opportunities.
  • Presenting candidates to clients for job vacancies.
  • Drafting contracts related to job placements or service sales.
  • Executing a contract where a data processing agreement is drafted.
  • Sending mailings (direct marketing) with explicit opt-in consent.

Data processing is based on Article 6.1 of the General Data Protection Regulation (GDPR) and may rely on:

  • Explicit consent (which can be withdrawn at any time by emailing info@cofin.be).
  • Necessity for contract execution.
  • Legal obligations.
  • Legitimate business interest.

Are personal data shared with third parties?
Personal data are shared with third parties only when necessary to achieve the stated purposes. These third parties are always located within the European Economic Area (EEA) and are bound by a data processing agreement with Captains of Finance to ensure data protection.

How long are personal data retained?

  • Data of rejected candidates without explicit consent are deleted four weeks after the recruitment process ends.
  • Indirectly collected data without explicit consent are deleted after 30 days.
  • Data of selected candidates are retained based on contractual necessity, legal obligations (e.g., tax/social declarations), or legitimate interest (e.g., evaluations).
  • Data of active clients are retained as long as required for contract execution.
  • Data of passive clients and prospects are retained for one year with explicit opt-in consent. Otherwise, they are deleted 30 days after the last contact.

Rights of individuals under GDPR:
Under GDPR, individuals have the following rights:

  • Access (information about data processing and a copy of registered data).
  • Rectification (correction of inaccurate or incomplete data).
  • Erasure (permanent removal of personal data).
  • Restriction (limiting data use for certain purposes).
  • Objection to data processing.
  • Withdrawal of consent for data processing.
  • Data portability, where legally and technically possible.

Requests should be sent to hr@cofin.be, along with proof of identity. Captains of Finance commits to responding within 30 days. Complaints can also be addressed to the Belgian Data Protection Authority (Drukpersstraat 35, 1000 Brussels – commission@privacycommission.be).

Cookies:
Cookies are used to optimize user experience and enable website functionality. Cookies do not identify individuals but can identify devices. Users can adjust browser settings to manage cookies. Refusal may impact certain website features.

Google Analytics cookies are used for anonymous statistical analysis. Users can opt out using the Google Analytics Opt-out Browser Add-on.

Contact details for data controller:
Captains of Finance BV
Antwerpselaan 1, 1853 Grimbergen
Email: info@cofin.be
Phone: +32 2 897 77 10