Your data, in good hands.

Shortlist. (jointheshortlist.be) is an initiative of Greystone. The company responsible for your data is Greystone Recruitment BV, Frankrijklei 119, 2000 Antwerp, enterprise number 0656.852.722. What you fill in on this site, we process in line with our privacy statement. Questions about your data? Email privacy@greystonerecruitment.be.

• What you fill in yourself on a form: your name, email address, phone number, LinkedIn profile, job title and current employer, a range for your billing, your question and, if you like, your current gross salary or what you spend each month (for your wealth-⁠building guide).
• For the Shortlist Brief: just your email address.
• If you’re a member, your login and what’s in your member portal: your placements, payouts, documents, requests and event registrations.
• How you got to the site, for example through a LinkedIn campaign. We send that along when you submit a form.
• Anonymous visitor numbers: which pages are viewed. Without cookies, and without us recognising you.

• To call or email you back, as you ask.
• To prepare your personal calculation or your wealth-⁠building guide and send it to you.
• To send you the Brief once a month, until you unsubscribe.
• As a member: to run your member portal and follow up on your requests.
• To measure which campaigns work. Only if you accept cookies.

We never sell your data and we don’t send you unsolicited sales pitches.

Gauthier and Vince, and the people at Greystone who follow up on your request. We also work with a few service providers who process your data only on our behalf: Vercel (hosting the site), Resend (the site’s automatic emails), Supabase (login and member portal, in the European Union), n8n (automation), Bullhorn (our client database), Microsoft 365 (email) and Brevo (the Brief). If a provider is outside the European Union, the EU standard contractual clauses or the EU-⁠US Data Privacy Framework apply.

Greystone Recruitment BV processes your personal data in accordance with Regulation (EU) 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

In this privacy statement we explain how we do this: which personal data we process about you, on what basis and why. This privacy statement applies regardless of our relationship (candidate, prospect, supplier or client) and regardless of how we received your personal data (directly from you, through third parties or public sources, or through the website).

We also inform you of your rights if you do not agree with the way we process your personal data.

As we may change this privacy statement from time to time, we recommend that you consult it regularly.

This privacy statement applies to Greystone Recruitment BV, with its registered office at Frankrijklei 119, 2000 Antwerp, enterprise number 0656.852.722 (hereinafter “we”), which acts as the controller.

Depending on the relationship we have with you, we process different data.

If you are a candidate, this means that we have already been in contact with you and have received information from you, or that you have sent us your information of your own accord (through the website, vacancies, advertisements, job fairs …). We then process the following categories of personal data:

• Name and contact details (address, telephone number, email, LinkedIn, other social media);
• personal details (such as age, gender, date of birth, place of birth, marital status, nationality);
• where applicable: work and residence permit;
• education, accreditations/licences, qualifications and skills;
• criminal record or information about your health, only if this is relevant to the performance of a particular role and you provide it to us;
• the course of your career (including remuneration, where applicable);
• references;
• your job requirements (including place of work, desired remuneration and role);
• psychological data such as the result of any assessment or the feedback of a potential employer or references;
• your CV and any other information you provide to us;
• complaints, accidents and incidents;
• notes of meetings, email exchanges;
• recordings of conversations by telephone and over the internet;
• password and login, and the dates, times and frequency with which you access our services.

We are also always looking for potential candidates. In that case we rely on information we find online. When we think you might be interested in our services or that we could help you build your career, we process this information in order to contact you. We then process the following personal data, if we find it:

• name and contact details;
• personal details (such as age, gender, date of birth, place of birth, marital status, nationality);
• current employer and role;
• other information you have shared about yourself on a public website that may be relevant to our services. This is information you would also include in your CV.

If you are a candidate for a job at Greystone Recruitment, we process the following personal data:

• name and contact details;
• personal details (such as age, gender, date of birth, place of birth, marital status, nationality);
• where applicable: work and residence permit;
• education, accreditations/licences, qualifications and skills;
• the course of your career (including remuneration, where applicable);
• references;
• psychological data such as the result of any assessment or references;
• your CV and any other information you provide to us;
• notes of meetings, email exchanges.

As soon as we offer you a job, however, you no longer fall under this privacy statement, and we continue to process your personal data in accordance with the internal privacy statement that you will find with your work rules.

If you are a client, the personal data we process about your staff, employees or representatives is generally limited to name, contact details and the role they perform. In the search for a suitable candidate, more information may be processed, for example about the team the candidate would join. In that case too, we only ever process the information your staff provide to us, and possibly the feedback our candidate gives about these people if it may be relevant to a future collaboration. We also process recordings of conversations by telephone and over the internet.

If you are a potential client, the personal data we process about your staff, employees or representatives is generally limited to name, contact details and the role they perform. In any case, we only ever process the information you publish online yourself on your website or on other websites or platforms, or that we obtain from you through contact with your secretariat.

If you are a supplier, we only process the name, contact details and role of your staff, employees or representatives.

We may process your name, contact details and role because a candidate gave your name as a reference or contact person.

All data provided to us is processed in accordance with the principle of data minimisation.

You alone are responsible for the accuracy of the data you provide to us and/or enter.

If you are a candidate or a candidate for a job at Greystone Recruitment, we collect your personal data directly when you give us your details in person (at a job fair, an event, through the website or otherwise), by email, by video conference or by telephone, as well as through other sources (see below). We may also receive personal data from assessment agencies we engage, or as feedback from references or potential employers.

If you are a potential candidate, we collect your personal data through other (public) sources, such as social media sites (LinkedIn, Facebook, Twitter), the websites of your professional organisation, job boards and job sites, your current employer or its website, or through referrals.

We receive the personal data of employees or representatives of clients or suppliers through the client or supplier itself, through their website or, where applicable, through social media such as LinkedIn, Facebook or Twitter.

We may also collect your personal data through cookies on our website. You can find more information about this in our cookie policy.

We mainly use the personal data you provide to us for our recruitment activities: the more information we have about you, the better and faster we will find a suitable role or candidate for you.

If you are a candidate, we process your data:

• to help you find a suitable role and to introduce you to potential employers;
• to keep you informed of vacancies we think may interest you; to inform you about our services, new events or developments in the sector, and to send you (news) messages and promotional messages;
• to meet our contractual obligations towards third parties in the context of your recruitment (invoicing the client) and to pursue our interests (in the event of a dispute with the client about the performance of the assignment);
• to evaluate our operations and service;
• to answer your questions and communicate with you;
• to handle complaints and comments;
• to evaluate and train our employees;
• to manage our database;
• to safeguard our rights and defend our interests.

If you are a potential candidate, we process your data:

• to check whether you might be interested in our services and to assess whether we could help you, and to manage our database;
• to contact you in order to help you build your career;
• to inform you about our services, events or developments in the sector, and to send you (news) messages and promotional messages.

If you are a client, we process the personal data of your employees and representatives:

• to conclude and perform the contract concluded with you;
• to help you find a suitable candidate;
• to inform you about our services, new events or developments in the sector, and to send you (news) messages and promotional messages;
• to evaluate our operations and service;
• to evaluate and train our employees;
• to answer your questions and communicate with you;
• to comply with legal obligations or to respond to any reasonable requests from competent authorities;
• to safeguard our rights and defend our interests.

If you are a potential client, we process the personal data of your employees and representatives:

• to inform you about our services and, where applicable, send you blind CVs;
• to manage our database.

If you are a supplier, we process the personal data of your employees and representatives:

• to conclude and perform the contract concluded with you;
• to answer your questions and communicate with you;
• to comply with legal obligations or to respond to any reasonable requests from competent authorities;
• to safeguard our rights and defend our interests.

If you are a reference or a contact person given by the candidate, we only process your personal data when looking for a suitable role for the candidate concerned.

If you are a (potential) candidate, we rely on the following legal bases:

• For the management of our database, we rely on our legitimate interest in running efficient work processes and maintaining an active relationship with you.

  If you are included in our database as a potential candidate, this means that the personal data we process has already been made public in some way by you or with your knowledge. We therefore believe that the processing of this data does not harm you in any way; on the contrary, this information enables us to offer our services more efficiently and to check whether we can help you build your career. This personal data is only disclosed to third parties with your consent.

  If you are included in our database as a candidate, this means that we have been in personal contact with you and that you have added to your personal data so that we can help you develop your career further. We believe that you could reasonably expect this data to be included and kept in our database, so that we can contact you again in the future.

• For sending blind CVs (in which your personal data is therefore pseudonymised) to potential employers, we rely on our legitimate interest in attracting potential clients and offering new profiles to existing clients. This approach makes it possible to interest existing and potential clients in your profile without your identity being traceable. You can rely on us to do this with great care, as we too suffer harm if your identity becomes known.

• For introducing candidates to potential employers, we rely on your consent.

• For all other purposes for which we process the personal data of (potential) candidates in our aim to match candidates with employers, such as informing you about career opportunities and our services and contacting you to help you build your career, we rely on our legitimate interest in carrying out our commercial activities.

If you are a (potential) client, we rely on the following legal bases to process the personal data of your employees or representatives:

• For the conclusion and performance of the contract concluded between us and for the search for the right candidate, we rely on the performance of the contract.
• For all other purposes in our aim to find suitable candidates for clients or to be able to offer our services, such as informing you about our services, answering your questions, maintaining communication, evaluating our operations and service, and evaluating and training our employees, we rely on our legitimate interest in carrying out our commercial activities.
• Sending news and promotional messages (such as our newsletter) is based on our legitimate interest in direct marketing.
• For the purposes for which we process the personal data of employees and representatives of potential clients in our aim to carry out commercial prospecting and develop new business relationships, such as informing you about our services and, where applicable, sending blind CVs, as well as for the management of our database, we rely on the legitimate interest in carrying out our commercial activities.

For the use of the AI assistant during conversations with candidates and (potential) clients, we rely on our legitimate interest in maintaining an active relationship with you and keeping our database as complete and accurate as possible, as well as in training our employees. The AI assistant makes a transcript of our conversation, which we keep in our database. This allows us to focus fully on you during the conversation and ensures that all the details of our conversation are noted correctly, so that we can better help you in your search for a new job/employee.

For conversations with candidates, the transcript is also used for applications in which new documents and selections are actively generated on the basis of the information from the conversation, namely: drawing up a front sheet and/or CV, generating a personalised introduction email to (potential) clients, and creating a prioritised list of relevant clients based on the candidate’s wishes and profile. For this, we rely on our legitimate interest in carrying out our recruitment activities efficiently and introducing the most suitable candidates to our clients in good time.

In the context of prospecting potential clients, the AI assistant may be used to record notes of a first (telephone) contact. Insofar as personal data of employees or representatives of potential clients is processed in doing so, we rely on our legitimate interest in developing new business relationships and carrying out our commercial activities. The person concerned is informed about the use of the AI assistant before the conversation.

The transcript is also used internally to train our employees and to evaluate the quality of our services. For this, we rely on our legitimate interest in optimising our internal work processes and improving the quality of our services.

For an accurate transcript, the conversations are recorded. However, the recording is not kept longer than necessary for the transcription by the AI assistant, after which it is destroyed no later than 1 day after the recording, except in the case of spot checks on the accuracy of the transcript, in which case the recording may be kept for up to 30 days. Here too, we rely on our legitimate interest.

If you are a supplier, we rely on the performance of the contract for the processing of the personal data of your employees and representatives.

Finally, when processing the personal data of (potential) candidates and (potential) clients in order to evaluate our operations and service, handle complaints and comments, evaluate and train our employees, meet our contractual obligations and safeguard and defend our rights, we also rely on our legitimate interest, namely protecting and monitoring our business and legal interests.

When you provide us with information about third parties, we assume that these third parties have given you permission to provide this information to us, so that we can process it further in accordance with this privacy statement.

Your personal data is treated in strict confidence. Only our staff have access to your personal data.

We only share candidates’ personal data with potential employers with your consent, except for blind CVs, for which we may also pass on your pseudonymised data to potential clients. When you send us your CV, we regard this as your consent to work with this CV and to share it with (potential) clients.

The personal data of potential candidates is not shared with or disclosed to third parties.

We may, however, share your personal data with affiliated companies or with third parties that process data on our behalf. When these service providers act as processors on our behalf, we do not allow them to use or disclose this data in a way that does not correspond to the cases described in this privacy statement.

We do not sell the personal data we have collected to third parties, nor do we release it to them, except in the cases described in this privacy statement or as communicated to you at the time of collection.

We may also disclose your personal data:

• when specific legislation or legal proceedings require us to do so;
• in the context of an investigation into suspected or actual fraudulent and illegal activities;
• if necessary to defend our interests (for example to lawyers and the courts).

We reserve the right to transfer personal data if we sell part or all of our business or assets. Should such a sale take place, we will take all reasonable measures to encourage the acquirer to process the personal data provided to us correctly and in a manner consistent with this privacy statement.

We process your personal data within the European Economic Area.

We keep personal data for as long as necessary to provide our services to you or for other essential purposes, such as complying with our legal obligations.

If you are a candidate, we keep your data for 10 years after the last contact between us, except in the case of an ongoing dispute.

We only keep recordings of conversations by telephone or over the internet for as long as it takes to transcribe them, for a maximum of 1 day.

As an exception, these recordings are kept for a maximum of 30 days for the purpose of training the transcription software.

In the event of an ongoing dispute, they may be kept for longer.

If, in order to fill a particular vacancy, we have received medical or judicial data about you, this data is deleted 6 months after the vacancy has been filled.

If you are a potential candidate and have not yet had personal contact with one of our employees, all your personal data is deleted after a period of 24 months.

The personal data of clients and suppliers is deleted 10 years after the end of the collaboration or after the last contact, except in the event of a dispute.

We have taken appropriate physical, technical and organisational security measures to protect your personal data effectively against unauthorised access, use, destruction and disclosure.

Our employees and subcontractors have been thoroughly informed about the privacy and security policy and are obliged to act in accordance with this privacy statement. In addition, they are all bound by a duty of confidentiality.

Our website contains links to other websites. This privacy policy applies only to our website. We therefore recommend that you consult the privacy statements of the other websites. We are not responsible for the privacy policies of other websites, even if you visit such a website through one of the links on our website.

In accordance with the General Data Protection Regulation (EU Regulation 2016/679), you may at any time ask us to access, adjust, correct or erase, in whole or in part, your personal data. You may also always ask us for a copy of the personal data we have received from you.

You may also object to the processing of your personal data.

Finally, you have the right to restrict the processing of your data.

Following such a request, we will only continue to process this personal data insofar and to the extent that we have a valid reason to continue processing it or if this is necessary to comply with a legal obligation.

Where the processing is based on your consent, you can always withdraw this consent, in whole or in part. This may, however, mean that we can no longer provide our services.

If you have a request, question or complaint about the processing of your personal data, you can send it to privacy@greystonerecruitment.be, with proof of identity so that we can be sure we are dealing with the request of the right person. We undertake to respond to these requests and complaints in good time.

If at any time you feel that one of your rights has not been respected, you can also lodge a complaint with the Belgian Data Protection Authority via contact@apd-gba.be or the complaint form provided for this purpose on its website (www.dataprotectionauthority.be).

If you have further questions about this privacy statement, wish to exercise your rights, or wish to change the data or settings you have provided, please contact us here:

Greystone Recruitment
Frankrijklei 119
2000 Antwerp
privacy@greystonerecruitment.be

In the overview below, we inform you about the use of cookies on our website. Because we want to protect your privacy and make your visit(s) more user-⁠friendly, we think it is important that you know how and why Greystone Recruitment uses cookies.

If you have given jointheshortlist.be permission to use non-⁠functional cookies, you can change this setting at any time. If you refuse these cookies, our website works just as well.

A cookie is a simple, small text file that is stored on your computer or other device when you visit our website. The information collected in it can be sent back to our servers or those of a third party on a later visit.

A website can use both first-⁠party cookies and third-⁠party cookies:

• First-⁠party cookies are technical cookies that make sure the website works properly. This improves the quality of our services.
• Third-⁠party cookies are cookies placed by a domain name other than that of our website, for example through pixels. They pass information on to third parties such as LinkedIn and Meta (Facebook). For cookies placed by third parties, we refer you to the statements these parties publish on their websites.

Cookies can also be divided according to their lifespan. Some cookies are deleted when the browser session ends (session cookies). Other cookies stay on your device and allow us or our partner companies to recognise your browser on your next visit, until you delete them or they expire (persistent cookies).

As personal data is also collected through cookies, we recommend that you read our privacy statement to find out how we process it. If you have consented to the placement of third-⁠party cookies, we also recommend that you read the privacy statements of these third parties.

Cookies are useful because they allow a website to recognise the visitor’s device. Cookies cannot spread viruses and cannot damage your computer.

Essential and functional cookies: these cookies are necessary for the website to work properly and securely. For placing these cookies, we rely on our legitimate interest; they can be placed without your consent.

Non-⁠functional cookies: these cookies are placed for statistical, social and commercial purposes. Your explicit consent is required for placing these cookies. On jointheshortlist.be, these are only marketing cookies: they let us measure which campaigns bring visitors to our website, so that we can make our communication, vacancies and online advertising more relevant. To manage your settings for marketing cookies with other parties, please refer to the websites of those parties.

We measure visitor numbers without cookies, see below.

When you use the website, the following cookies and techniques are used.

Functional, without consent:

• Your cookie choice: the website remembers in your browser (local storage) whether you accepted or refused marketing cookies. This is not a cookie and it does not leave your device. (Duration: 6 months)
• Logging in (sb-…-auth-⁠token): if you log in to the member portal, the website stores a Supabase session cookie so that you stay logged in. Without that cookie, the portal does not work. (Duration: until you log out, and at most 400 days)
• Your billing and the podcast: the website remembers in your browser (local storage) which billing you chose in the calculator and where you were in a podcast episode. These are not cookies and they do not leave your device.

Visitor numbers, without cookies:

• Vercel Web Analytics: counts anonymously which pages are viewed, without cookies and without recognising you. Read the Vercel privacy policy here.

Marketing, only with your consent:

• LinkedIn Insight Tag: shows us which LinkedIn campaigns bring visitors to our website and how many visitors submit a form after an advert, so that we can improve our adverts on LinkedIn. To do this, LinkedIn places cookies (including li_sugr, bcookie, lidc and UserMatchHistory). Read the LinkedIn cookie policy here. (Duration: from 1 day to 1 year)
• Meta Pixel (Facebook): makes sure you see relevant content from our website on Facebook and Instagram and that we can serve you as well as possible online. To do this, Meta places cookies (including _fbp and fr). Meta keeps the data for as long as it needs it to offer products and services. To find out more about how Meta processes your personal data, please refer to the Meta privacy policy. (Duration: 90 days)

Occasionally, unforeseen cookies may be stored on your computer through our website. We are not always aware of cookies placed by third parties. If you notice this, you can always contact us.

Cookies may only be stored on your device without your consent if a visit to jointheshortlist.be is impossible without them and the cookie is necessary. If these conditions are not met, we will only place the cookies concerned after we have obtained your consent.

You give this consent when you first visit jointheshortlist.be, by clicking “Accept”. If you click “No thanks”, we do not place any marketing cookies. Your choice is valid for six months; after that, we ask again. You can also change it at any time with the button at the top of this cookie policy.

Through your internet browser, you can delete cookies and decide for yourself which cookies may be placed. You can find more information about these options in the instructions of your browser’s help function:

• Chrome
• Firefox
• Safari
• Edge

You can find more information about cookies in general at www.allaboutcookies.org.

Please note: if you disable or delete cookies, jointheshortlist.be may not work properly. After you delete your cookies and site data, we will ask for your choice again on your next visit.

Do you have questions about our cookie policy? Email us at privacy@greystonerecruitment.be.