Picnic candidate privacy statement
This Candidate Privacy Statement informs you on how Picnic (“Picnic” / “we” / “our” / “us”) collects and uses personal data about you in the context of your candidacy for employment with Picnic.
We, Picnic, are the data controller for any personal data you provide in the context of your application and that we collect during the application process. We want your application process to go as smoothly as possible. To that end, we use your personal data. We understand that you wouldn’t want your personal data to be available to everyone. That’s why we take your privacy seriously. You can trust that we handle your data carefully and that we comply with all laws and regulations concerning the use of your data.
We also think that it’s important that you understand which data we collect and what we do with it. Therefore, we have put together this Candidate Privacy Statement to explain what personal data we collect from you as a Picnic Candidate, how we use that personal data, with whom this data is shared and what your rights regarding your personal data are.
This Candidate Privacy Statement applies to you when you apply for a (job/internship/traineeship) vacancy at Picnic. If you would like to learn more on how Picnic handles personal data from employees or contractors, please check out the Picnic Employee Privacy Statement that is available on Picnic’s internal websites and Wiki’s.
When we talk about data or personal data in this privacy statement, we refer to all data that can be directly or indirectly traced back to you as an individual. When you apply for a (job/internship/traineeship) vacancy at Picnic, we collect and use various categories of data.
We collect personal data about you from the following sources:
You, the candidate
Recruitment agencies we engaged with
Professional online networking profile, such as LinkedIn
Referees who named you for the position
Social plugins
i) Information you provide us through our application form
Name and contact data:
Name
Gender
Contact information (home address, phone number, email address)
Other information you provide
Application data:
Your job preferences
Letters
Your desired salary and other terms relating to compensation and benefits packages
Your cv/resume
Information about your prior employment and education and other relevant experiences
References and referrals
ii) Information you provide us, or that we collect, during the interview:
Interview data:
iii) Information provided to us by third parties or other:
Picnic may use data received from recruitment agencies and other third parties to find suitable candidates for the vacancies. Moreover, we use online resources, such as LinkedIn, to find more information about the candidates.
Name and contact data:
Name
Gender
Contact information (home address, phone number, email address)
Other information you provide
Application data:
Your job preferences
Letters
Your desired salary and other terms relating to compensation and benefits packages
Your CV/resume
Information about your prior employment and education and other relevant experiences
References and referrals
Other data:
Your use of the app and our websites
Data resulting from social plugins
We ensure that your personal data is only accessed by those who really need to in order to perform their tasks and duties, and third parties we engage for the purposes mentioned above.
Your personal data may only be shared with other employees, other Picnic group companies, contractors, consultants and service providers who require the data to assist Picnic to establish, manage or terminate your candidacy with Picnic. For example, we share your information with our recruitment agencies or providers who carry out assessments on our behalf. In some cases, these parties may also provide certain IT and data processing services to us so that we can operate our business. When we share personal data with these parties we typically require that they only use our data as instructed by us and in a manner consistent with this statement. We also make sure these parties respect the confidentiality of your personal data and have appropriate data security measures in place.
Your information will never be sold to third parties.
During the recruitment process, we try to process your data within Europe as much as possible. Sometimes it is necessary to use your data outside Europe, for example if we use a service provider located outside Europe. When we use your data outside Europe, we ensure that this is done in accordance with this privacy statement and applicable data protection laws. We make sure that your personal data is always adequately safeguarded. We do this, for example, by entering into agreements with service providers based on the applicable European standard contractual clauses for the international transfer of personal data (you can ask us for a copy). You can exercise your rights under the standard contractual clauses by contacting us or the third party who processes your personal data.
We make sure that you are in charge of your own data. You have the right to access, update, correct, delete and restrict the use of your personal data during your application process.
If your personal data changes during the course of your candidacy, you may request us to correct or delete certain data. You may also ask for an overview of the information we have about you. Moreover, you have the right to object to or restrict the use of your data or to request the transfer of your data to other organisations.
Where we have asked your consent to use your data for a specific purpose, you may at any time withdraw this consent. In some cases we process your data based on our legitimate interest. In those cases you can ask us for more information about these legitimate interests.
However, there are some exceptions to your rights. For instance, we cannot delete your data if we are required by law to keep it or if we hold it in connection with a contract with you. Likewise, access to your information may be denied if we are prohibited by law from disclosing such information.
If you wish to exercise any of your rights, please contact us using the contact details below. If we cannot find a solution together, you also have the right to contact the competent supervisory authority for the country you work in.
We might need to change this Candidate Privacy Statement from time to time. If we make material changes, we will inform you on this page.
Last updated: October 2023
Depending on the country where you apply for a Picnic job and on your position, the responsible entity is Picnic B.V., Picnic Services B.V., Picnic Hubs B.V., Picnic Fulfilment B.V., Picnic Technologies B.V., Picnic International B.V., Picnic GmbH, or Picnic SAS.
One of the entities mentioned above is the data controller of the personal data relating to your application. This entity may then also share the collected personal data with other Picnic companies for the purposes set out in this privacy statement.
In order to use your personal data, Picnic always needs a reason (a so-called legal basis). Picnic only uses your data for the following reasons:
Performance of a contract or a (pre)contractual relationship: some data we need to perform our contractual obligations as an employer. For example, we need to administer our recruitment process or we need your data to prepare and enter into an employment contract with you.
Legal obligation: sometimes a legal obligation requires us to collect and retain certain data. For example, Picnic must process your personal data to comply with local tax and accounting related obligations, or when we suspect fraud.
Consent: Picnic may ask for your consent to receive messages or emails about (other) relevant vacancies or for tracking cookies for recruitment purposes. Please know that once given, you can always withdraw your consent.
Legitimate interest: in certain situations, Picnic or another party has a legitimate interest to process your data. For example, if we use your personal data to improve our recruitment process or to improve our direct marketing. Contact us if you want to understand a specific justification based on this ground.
Purpose of Processing Your Data
During your online interview process, we may use AI tools in two ways. First, in some cases, an AI tool may be used to interact with you as part of the interview process. Second, we may use a third-party AI tool to record, transcribe, and summarize your interview with our human interviewers.This allows our interviewers to focus fully on the conversation with you, rather than on taking detailed notes, and helps improve the overall efficiency of our process. We also use this information to train our interviewers, ensure the quality and fairness of our interview process, and improve our recruitment practices.You will be informed beforehand when AI is involved. Specifically for the recording and processing of your interview, you will have the option to opt-out. AI will only be used to gather information and make the process more efficient, and will never be used to make an automated decision about you.
Categories of Personal Data Used for this Purpose
Name and contact details
Audio recordings of your interview
Interview transcripts and AI-generated summaries
Information provided by you during the interview (including any responses to AI-driven interactions)
Picnic uses your data for the following purposes:
1. To consider you for, and assess your suitability for employment opportunities with Picnic
We use your personal data to consider you for, and assess your suitability for employment opportunities with Picnic. Based on the information you provide to us, Picnic assesses your suitability for the opportunity you applied for, and in certain cases for other opportunities at Picnic. Moreover, we manage your application and undertake pre-hire actions. If we match you after a successful interview with the vacant position, we prepare you an offer letter.
For this purpose, we use the following categories of personal data:
Name and contact data
Application data
Interview details
The legal basis for processing this data is:
Legitimate interest
Performance of a contract
2. To stay in touch and engage with you
We like to stay in touch and engage with you during and after the recruitment process about the recruitment process, other suitable job opportunities at Picnic and relevant projects that we are working on.
For this purpose, we use the following categories of personal data:
Name and contact data
Application data
The legal basis for processing this data is:
Legitimate interest
Performance of a contract
3. To show you and others ads
We like to show you and potential other candidates online ads. This allows us to find more people that may want to work for Picnic. For this purpose, we use your personal data. We collect this data, among other things, by placing cookies. For more information about our use of cookies see our cookie statement. If you give us consentpermission, or if we have a legitimate interest, we share the information below with ad networks such as Google, Tiktok and Meta/Facebook.
A hashed version of your email address and phone number
Usage data
Information about the app, browser and device, such as device IDs, and information about when you open the app
Advertising data
These ad networks help Picnic advertise in a more targeted and effective way.
We share this information to show you and others relevant ads on other websites. In addition, ad networks may use this information to find other potential Picnic candidates and show them ads too if they have given their consent. We also use this information to measure how effective our advertising campaigns are and to find out which ads you may have seen from us before. In addition, these third parties may use your data to show you targeted ads based on the data they have collected. Picnic has a legitimate interest to measure and optimise the effectiveness of its campaigns at an aggregated level.
The legal basis for processing this data is:
Consent, where legally required
Legitimate interest
4. To maintain and improve our recruitment processes, for internal planning and management reporting and to comply with law and regulations
We try our best to maintain and improve the features of our recruitment processes. In doing that, we prepare and perform management reporting and perform analysis related to recruiting metrics, such as the length of the recruitment process. Furthermore, we use personal data for our internal planning related to the recruitment process. Lastly, we create and submit reports as required by applicable law or regulation.
For this purpose, we use the following categories of personal data:
Name and contact data
Application data
Interview data
The legal basis for processing this data is:
Legitimate interest
Legal obligations
Picnic retains your data only for as long as this data is necessary for the purposes for which we collected it. The exact retention period therefore varies depending on the purpose for which the data was collected. As a main rule, we keep your data for two years because there are many applications and we need to be able to identify and refer to those who return within a short period. Hence, we keep your data for our legitimate interests of being able to administer and manage our recruitment administration and optimise the efficiency of our recruitment process.
If your application is unsuccesful, we may keep your data in case we want to recommend relevant vacancies that may become available in the future (but only if you have given us consent to do so). Where we have no continuing legitimate business need to process your personal data, we will either delete or anonymize it. When we anonymize your data, we make sure it can no longer be associated with you, in which case we may continue to use such anonymized information for our legitimate business purposes as mentioned above.
If necessary for our legitimate interest to protect our legal rights, we will keep your data for longer than one year, in any case until the relevant claim(s) have been settled.
If you’re successful in your application and you become a member of our team, we will transfer the data we have gathered during your application phase to your employment record, for the purpose of administration of your employment. That information will then no longer be covered by this privacy statement. See the Picnic employee privacy statement for more information.
Picnic takes organisational and technical measures to secure and protect your personal data. For example, we use various security techniques (such as firewalls, encryption and virus scanners) to ensure that your personal data and the content of your communication is protected. We use physical (access) security measures for our offices and important equipment (such as servers). We also keep our systems and software as up-to-date as possible and ensure that your data is accessed only by those who need access for their role. Picnic has a dedicated Security Team that focuses on the protection and security of your personal data.
If you have any questions, please reach out to the person you are in contact with regarding your application. You can also send an email to privacy@picnic.nl.
Questions, comments, requests or complaints about this privacy statement and how we process your personal data are welcome and can be directed to our DPO at DPO@picnic.nl.
This Candidate Privacy Statement informs you on how Picnic (“Picnic” / “we” / “our” / “us”) collects and uses personal data about you in the context of your candidacy for employment with Picnic.