Privacy policy

HR Plug places great importance on the protection of personal data. In this privacy policy, we explain which personal data we collect, why we use it, with whom we may share it, how long we retain it, and what rights individuals have.

HR Plug processes personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian legislation.

1. Scope

This privacy policy applies to the processing of personal data of website visitors, candidates, freelancers, consultants, clients, prospects, suppliers, professional contacts, and other individuals who come into contact with HR Plug.

2. Who is responsible for the processing?

HR Plug is the data controller for the personal data it processes for its own purposes.

For questions regarding the processing of personal data or for the exercise of your privacy rights, you can contact us at:

Email: info@hrplug.be

When HR Plug processes personal data solely in accordance with a client's instructions in the context of payroll support or HR administration, HR Plug may act as a processor. In that case, the agreements regarding the processing of personal data will be recorded in a separate processing agreement.

3. What personal data do we process?

Depending on your relationship with HR Plug, we may process the following personal data:

• Identification and contact details;
• Professional contact details;
• CV and career data;
• Information about education, diplomas and skills;
• Availability and work preferences;
• Salary or rate information;
• Interview notes and evaluations;
• Professional communication;
• Client, assignment and contract details;
• Invoicing and payment details;
• Information you provide to HR Plug;
• Other information necessary for our services.

In payroll and HR administrative assignments, we may also process employment and contract data, salary components, benefits, bonuses, absences, working hours, bank details, national register numbers, and other data necessary for payroll or personnel administration, within the client's instructions.

HR Plug does not request sensitive personal data that is not necessary for the services. If such data is necessary, it will only be processed when there is a valid legal basis and appropriate security measures have been taken.

4. For what purposes do we use personal data?

HR Plug may process personal data for the following purposes:

• Answering questions and contact requests;
• Maintaining professional contacts;
• Preparing and following up on quotes;
• Entering into and executing agreements;
• Customer, prospect and supplier management;
• Recruitment and selection;
• Assessing and proposing candidates;
• Mediating freelancers and consultants;
• Carrying out HR consultancy assignments;
• Payroll support and HR administration;
• Project monitoring and quality control;
• Invoicing and accounting;
• Security and fraud prevention;
• Handling complaints and disputes;
• Complying with legal and administrative obligations;
• Informing professional contacts about our services and relevant developments.

Recipients can object to direct marketing at any time or unsubscribe from commercial communication by contacting info@hrplug.be.

5. On what legal grounds do we process personal data?

Depending on the situation, the processing of personal data may be based on:

• Your consent;
• The preparation or execution of a contract;
• A legal obligation;
• The legitimate interest of HR Plug or a third party;
• The necessity to establish, exercise or defend legal claims.

When HR Plug relies on a legitimate interest, we weigh that interest against the rights and freedoms of the data subject.

When processing is based on consent, you can withdraw that consent at any time. The withdrawal of your consent does not affect the lawfulness of the processing that occurred before the withdrawal.

6. How do we obtain personal data?

We may receive personal data directly from the data subject, for example via:

• A contact request;
• A job application;
• A CV or cover letter;
• A telephone or personal conversation;
• A quote;
• An agreement;
• Professional correspondence.

In addition, we may receive personal data from clients, professional partners, referees, recruitment platforms, job sites, professional social networks, public sources, social secretariats or other service providers involved in an assignment.

When HR Plug does not receive personal data directly from the data subject, we inform the data subject where and when this is legally required.

7. With whom can we share personal data?

HR Plug shares personal data only when this is necessary and lawful.

Personal data may be shared with:

• Clients or potential clients;
• Candidates;
• Freelancers and consultants;
• Social secretariats;
• Payroll and HR software providers;
• IT and hosting providers;
• Accountants;
• Insurers;
• Legal and professional advisors;
• Professional partners;
• Government services;
• Other parties that are necessary for the execution of our services or a legal obligation.

Candidate data is shared solely in the context of a concrete or appropriate professional opportunity.

Service providers who process personal data on behalf of HR Plug are contractually bound to appropriate confidentiality and security obligations.

HR Plug does not sell personal data to third parties.

8. International transfers

HR Plug aims to process personal data within the European Economic Area. When personal data is processed outside the European Economic Area, HR Plug ensures a valid transfer basis and appropriate safeguards in accordance with the GDPR.

9. How long do we retain personal data?

HR Plug does not retain personal data longer than necessary for the purposes for which it was collected. The specific retention period is determined, among other things, by:

• The nature and duration of the relationship with HR Plug;
• The duration of a selection procedure or assignment;
• The relevance of the data for future professional opportunities;
• Legal, tax, and accounting retention obligations;
• Applicable limitation periods;
• Instructions from clients;
• The necessity to address potential complaints or disputes.

Candidate data is deleted or anonymised when it is no longer relevant for recruitment or mediation, unless the individual consents to further inclusion in the candidate network or longer retention is legally justified.

10. Security and confidentiality

HR Plug takes appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal data is restricted to individuals who need this data for their work and who are bound by confidentiality obligations.

Although HR Plug applies reasonable security measures, no system can guarantee absolute security. Our security measures are therefore regularly evaluated and adjusted as necessary.

11. Automated decision-making

HR Plug does not make decisions with legal effects or similar significant consequences that are based solely on automated processing, unless this is legally permitted and the data subject is informed in advance.

Any selection and matching tools support our services, but do not replace human assessment.

12. What rights do you have?

Under the terms of the GDPR, you have the following rights:

• The right to information about the processing of your personal data;
• The right to access your personal data;
• The right to have inaccurate or incomplete data corrected;
• The right to have your personal data deleted;
• The right to restrict processing;
• The right to data portability;
• The right to object to certain processing;
• The right to withdraw your consent at any time;
• The right to object to direct marketing.

You can direct your request to info@hrplug.be.

HR Plug may request additional information to verify your identity. We will process your request within the legally prescribed period.

13. Complaints

Do you have a question or complaint about the processing of your personal data? Please contact HR Plug via info@hrplug.be.

14. Changes to this privacy policy

HR Plug may amend this privacy policy when the services, internal operations, or applicable regulations change. The most recent version of the privacy policy is always available on the HR Plug website.

General terms and conditions

These general terms and conditions (the “Terms”) govern the contractual relationship between HR Plug and each Client. By using the services of HR Plug, accepting a quote, receiving a Candidate, placing an assignment, or otherwise collaborating with HR Plug, the Client accepts these Terms.

Article 1. Definitions

HR Plug: the company that provides mediation, selection, payroll, HR administrative, and consultancy services.

Client: any organization or person that assigns a task to HR Plug or to whom HR Plug proposes Candidates.

Candidate: any person, freelancer, or consultant whose information HR Plug provides to the Client for potential employment, freelance assignment, consultancy assignment, or other collaboration.

Introduction: the provision of information (for example CV, profile or contact details) that identifies a Candidate. The Client acknowledges that merely receiving a CV or other information constitutes an Introduction.

Quote: a document provided by HR Plug to the Client in which the assignment, the intended services, the agreed fees and any additional costs are described. Rates and percentages are only mentioned in a quote or invoice.

Consultancy assignment: a project in which a Candidate performs work for the Client as a self-employed person or through HR Plug.

Article 2. Scope and precedence

These Terms and Conditions apply to all Introductions, assignments and agreements in which HR Plug proposes Candidates to the Client. The Terms and Conditions take precedence over any purchase or other general terms and conditions of the Client.

Deviations from these Terms and Conditions are only valid if confirmed in writing by HR Plug. If one provision is found to be invalid, the remaining provisions shall remain in full force.

Article 3. Services of HR Plug

HR Plug provides its services to the best of its ability. Unless expressly agreed otherwise in writing, HR Plug has an obligation of means and not an obligation of result.

The Client provides timely, complete and accurate all information necessary for the execution of the assignment and remains responsible for its correctness.

The Client remains responsible for the final selection, recruitment, contractual decision, labour organisation and compliance with applicable legislation.

When HR Plug proposes freelance profiles or consultants, the services of HR Plug to the Client consist of mediation, selection, Introduction, coordination and/or project follow-up as described in the quotation. HR Plug does not take over any personal, tax, social, insurance or administrative obligations of the involved Candidate, unless this has been expressly agreed in writing.

Advice, models and controls from HR Plug constitute operational HR support and do not exempt the Client from their own control or specialised validation where necessary.

HR Plug and the Client commit to not using discriminatory criteria and to respecting the applicable legislation regarding equality, non-discrimination and privacy.

Article 4. Payroll support and HR administration

When HR Plug provides payroll support or HR administrative services, this is done based on the data, documents, choices and instructions provided by the Client.

HR Plug can, as further described in the quotation, provide support for payroll preparation, payroll administration, leave and absence registration, benefits, bonuses, cafeteria plans, mobility budgets, reporting, export to payroll secretariats or payroll software and similar HR administrative processes.

HR Plug does not take over any statutory employer obligations of the Client. The Client remains responsible for the correct application of, among other things, the joint committee, job classification, scales, working time regulations, wage components, social documents, Dimona declarations, social security obligations, tax obligations, applicable collective agreements and internal policies.

If HR Plug prepares or reviews HR documents, this is done based on the information provided by the Client. The Client remains responsible for final approval, legal validation, implementation, communication to employees, consultation of any employee bodies, filing or registration where required, and compliance with legal formalities.

Article 5. Confidentiality and data protection

The parties treat all information they receive in the context of the collaboration as strictly confidential and use it solely for the execution or evaluation of the assignment.

Candidate information may only be used for the assessment of the relevant Candidate in the context of the HR Plug assignment. The Client may not share this information with third parties, affiliated companies, or other departments other than those directly involved in the selection or decision-making process, without prior written consent from HR Plug.

If no collaboration is established, the Client shall delete or return all received Candidate information at the first request of HR Plug, unless legal retention obligations require otherwise.

Both HR Plug and the Client act as separate data controllers under the General Data Protection Regulation (GDPR). Each of them ensures appropriate technical and organisational measures to protect personal data and respects the legal retention periods.

Confidential business information exchanged by the parties in the context of the assignment, including strategies, business processes, and rates, remains the property of the disclosing party. The parties refrain from using or disseminating Confidential Information for other purposes.

Article 6. Non-circumvention and candidate protection

Each Introduction of a Candidate is confidential. The Client may not approach, hire or propose the Candidate to third parties directly for twelve months after the Introduction without the mediation of HR Plug. This period is restarted each time HR Plug later reintroduces the Candidate; this prevents HR Plug from being bypassed by the Client engaging the Candidate after a reintroduction.

If the Client initially rejects a proposed Candidate or the Candidate refuses an offer but a labour agreement or collaboration is established within the aforementioned period between the Client (or an affiliated company) and the Candidate, the Client owes the full mediation fee. The same applies if the Client passes on the Candidate's details to third parties who then hire the Candidate.

As a fixed compensation for violation of the non-circumvention or confidentiality provisions, 15% of the gross annual salary or the total contract value of the Candidate applies. HR Plug reserves the right to claim a higher compensation if the actual damage suffered is greater.

Article 7. Fees and fee structures

Success fee for recruitment: In the case of a successful placement of a Candidate, the Client pays a success fee, calculated as a percentage of the total annual gross compensation or the total project value. These percentages are only mentioned in the quotation or invoice and not in these Terms.

Retainer and shortlist fee: For exclusive assignments, an advance (retainer) and/or a shortlist fee may be requested. These amounts are agreed upon in the quotation and deducted from the success fee.

Temporary assignments and consultancy: For temporary assignments, interim recruitment, and consultancy assignments, HR Plug charges an hourly or daily rate. These rates are always documented in the quotation. If the Client wishes to directly employ a temporarily assigned Candidate after or during the assignment, a success fee or transfer fee is due.

Transfer of Candidates to permanent employment: If a Candidate works for the Client during a consultancy assignment or via HR Plug, and the Client wishes to directly employ this Candidate, directly engage them, or engage them through a third party, this can only occur upon payment of a transfer fee. HR Plug will determine the transfer fee and the applicable period per assignment in the quotation.

Additional costs: Costs for advertisements, assessments, travel, or other external services will only be charged if they have been agreed upon in advance with the Client and are mentioned in the quotation.

Article 8. Quotations, invoicing, and payment

Quotations from HR Plug are non-binding until accepted by the Client. Acceptance can be explicit (signature) or implicit by interviewing or engaging the Candidate.

Invoices are payable on the due date stated on the invoice and, in the absence thereof, within the statutory payment term for commercial transactions, net and without discount. In the event of non-payment, default interest and flat-rate compensation are due without prior notice of default, in accordance with the provisions included in the quotation. The Client cannot suspend payment obligations due to complaints about the performance of the Candidate.

The Client shall timely provide correct invoicing details (e.g. PO number). Incorrect or late submission may result in an administrative cost.

Complaints about invoices must be reported in writing and with justification within eight calendar days of the invoice date. In the absence thereof, the invoice is deemed accepted.

Article 9. Cancellation, suspension and termination

If the Client unilaterally cancels an assignment or terminates it prematurely, a flat-rate compensation is due equal to the fees that HR Plug would have received for full execution.

HR Plug may terminate the agreement with immediate effect without compensation if the Client is seriously in default, for example in the case of non-payment or breach of confidentiality or non-circumvention obligations.

Provisions regarding confidentiality, data protection, non-circumvention, compensation, liability and applicable law remain in effect even after termination.

Article 10. Liability, warranty and indemnity

HR Plug is solely liable for damage that directly results from its own proven fault. HR Plug is not liable for indirect damage, consequential damage, loss of profits, loss of revenue, reputational damage, loss of data, missed opportunities or damage caused by Candidates, employees of the Client, payroll agencies, software suppliers or other third parties.

The total liability of HR Plug is, to the extent permitted by law, limited to the amount that HR Plug has effectively received for the relevant assignment during the three (3) months preceding the damaging event. This limitation does not apply in cases of intent or for liability that cannot be legally excluded.

If a warranty period has been agreed in the quotation and the collaboration with a Candidate is terminated within that period due to insufficient performance, HR Plug may, at its discretion, propose a replacement Candidate free of charge or credit part of the success fee, provided that the Client has fulfilled all obligations.

The Client indemnifies HR Plug against claims from Candidates, employees, governments or third parties arising from incorrect or late information from the Client, decisions of the Client, violations of labour, social, tax or privacy legislation by the Client, or approaching or engaging Candidates outside of HR Plug.

Article 11. Applicable law and competent court

These Terms and Conditions are governed by Belgian law. Disputes regarding the interpretation or execution of these Terms and Conditions shall be exclusively submitted to the competent court of the district where HR Plug is located.