THE JAKOB GROUP provides executive search and marketing services which collects, uses and stores a variety of personal data necessary to provide such services. THE JAKOB GROUP is committed to protect the privacy of your personal data. This statement summarizes our policy regarding the collection, use and transfer of your personal data. The term “data” within this statement refers only to personal data as defined in the EU General Data Protection Regulation (EU GDPR), effective May 2018.
What personal information do we collect?
What is the purpose for personal data processing?
What is the source of the data?
How long do we keep your personal information?
How do we use your personal information?
How do we share your information?
What is the legal basis for the processing activity?
What are your data protection rights?
International Data Transfers
How Do We Keep Your Personal Information Secure?
Potential Candidate Data
If you are a potential candidate we collect and process name, title, position, employer and business contact data from potential candidates. We collect data from the following publicly accessible sources: public business websites, services like LinkedIn, Xing, Viadeo, dun&bradstreet, BoardEx, Capital IQ and other business press or publications. Your data are processed for the purpose providing executive search services to potential employers worldwide. No retention period has been defined for your data. It is deleted upon your request.
The legal basis for this processing activity is our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Candidate Data
If you are a candidate for one of our executive search assignments, categories of personal data we collect may include:
This data may be obtained directly from you, through publicly available sources and/or third parties such as sources/referees, your professional networking profile and press releases.
Your data are processed for the purpose providing you with employment opportunities and job career related information as well as providing executive search services to potential employers worldwide.
You are not obliged to provide personal data. It is not THE JAKOB GROUOP’s policy to seek any sensitive information about you unless done for legitimate recruitment purposes. We suggest that you do not provide information of this nature unless necessary. The legal basis for our processing activity is your consent (Article 6 (1) a) EU GDPR and for our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Referee or Source Data
If you are an individual who provides a personal reference or feedback for a candidate (depending on the circumstances) we may classify you as a Referee or Source.
Referee: individual who provides employment or personal references for a particular Candidate.
Source: individual who helps to identify and provide market intelligence about a potential Candidate.
We may collect and process your contact details, certain professional details (such as title, occupation, qualifications and employment history) and your connection to the candidate. We may collect this information directly from you, the candidate or from publicly available sources. We will use this information to gather information on the relevant potential candidate such as your connection to, experience with, and opinion about such potential candidates. Any reference or feedback you provide about a candidate would not be attributed to you if shared with third-parties. We may also use your contact details to contact you in relation to any of our services that we believe may be of interest to you.
The legal basis for our processing activity is your consent (Article 6 (1) a) EU GDPR and for our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Client Data – Business Partners and their employees, Service Providers
If you are a client and Business Partner and/or employee of a Business Partner or a Service Provider of THE JAKOB GROUP, we will collect and use information about your company and individuals within your company for the purposes of fulfilling our obligations to you and furthering our business relationship. Data collected will typically comprise your contact details (such as name, telephone number, email address, job title, and business record related to our services).
Recipients of data may include banks for the processing of payments. Public authorities and offices may receive data within the scope of their duties, as far as we are obligated or entitled to transmit data.
All contractual data and data relevant for accounting are stored for 10 calendar years in accordance with the storage periods under tax and commercial law. Inquiries and communication data are automatically deleted after 10 years.
The legal basis for processing are in case of contracts with natural persons according to Article 6 (1) b) EU GDPR, in case of contracts with legal entities Article 6 (1) f) EU GDPR (legitimate interest, specifically communication with contact persons relevant to the contract), and Article 6 (1) c) EU GDPR (legal obligations, in particular commercial and tax provisions).
Business Contact Data
We process the data from prospective business contacts for the purpose of communication with the data subject. The legal basis for processing data from prospective business contacts is Article 6 (1) f) EU GDPR (legitimate interest, specifically communication with prospective business contacts).
Information Clients provide to us
Our Clients may provide us with personal information about certain Candidates in connection with our Services (for example, they may provide us with a list of Candidates they would like us to assess through the Services). We typically process this personal information as a processor on our Client’s behalf. We use that information to provide the Services to our Client and as instructed by our Client. Under these circumstances, it is our Client that controls what personal information about you we collect and how we use it. If you have privacy-related questions or concerns about a Client's privacy practices or the choices a Client has made to share your information with us or any other third party, you should reach out to the Client or review their privacy policies. We are not responsible for the privacy or security practices of our Clients.
How long do we keep your personal information?
We will retain information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with the Services or to comply with applicable legal, tax, or accounting requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Legal basis for storage period is Article 5 (1) e) and Recital (39) of the EU GDPR.
How do we use your personal information?
We process personal data only for its own use, only for legitimate purposes, and in accordance with applicable law.
We typically use Candidate data for the following purposes:
Search & Leadership Advisory Activities: to provide our Clients with the Services, including assessing your suitability for executive roles with a Client; contacting you about board or executive search assignments conducted for Clients; sending your information to our Clients; and/or verifying the details you have provided (e.g., Referees or degree verification). We may also use your personal information for other business purposes such as data analysis, identifying usage trends, creating anonymized data sets for research, statistics and analytics purposes, creating knowledge pieces, determining the effectiveness of our Services, and/or to enhance, customize, and improve our features, products and services.
Marketing Activities: to send you information (e.g. reports, research, white papers, events and general information about relevant industry sectors) that we think you may find interesting (in accordance with your marketing preferences).
Equal Opportunity Monitoring: to ensure that our recruitment processes are aligned with our commitment to ensuring equal opportunities. Some of the data we may collect about you (in appropriate circumstances and in accordance with applicable local law) falls under the umbrella of diversity information. This could be information about your ethnic background, gender, and/or age.
Some of this information is considered ‘sensitive’ personal information and as such, slightly stricter data protection will apply. Where required by law, we will obtain your explicit consent before we use it. Where appropriate and in accordance with local laws and requirements, we will use this information to provide our Clients with diverse pools of qualified Candidates. We may also disclose this data (suitably anonymized where appropriate) to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own employment processes or legal requirements – but again, only where in accordance with applicable local law. We may also collect other sensitive personal information about you, such as health-related information, religious affiliation, or details of any criminal convictions if this is appropriate in accordance with local law and is required for a role for which we are recruiting you. We will never do this without your explicit consent.
We typically use Client data for the following purposes:
Search & advisory activities: to provide the Services to our clients, business partners and their employees; to manage our relationship; and/or for our other business purposes such as data analysis, identifying usage trends, creating anonymized data sets for research, statistics and analytics purposes, creating knowledge pieces, determining the effectiveness of our Services, and/or to enhance, customize, and improve our features, products, and services.
Marketing activities: to send you information (such as reports, promotions, research, white papers, and event invitations) that we think you may find interesting in accordance with your marketing preferences.
We use Referee Data to obtain your opinion regarding Candidates in the course of providing the Services to our Clients. In addition, we may use your details to contact you in relation to any of our Services that we think may be of interest to you as a potential Client or Candidate.
We use Source Data to identify and gather information on potential Candidates in the course of providing the Services to our Clients. In addition, we may use your details to contact you in relation to any of our Services that we think may be of interest to you as a potential Client or Candidate.
How we share your information?
We may share your personal information with the following types of third parties for the purposes described as follows:
We may share your information with any competent law enforcement body, regulatory or government agency, court or other third party where we believe disclosure is necessary as a matter of applicable law or regulation; to exercise, establish, or defend our legal rights; or to protect your vital interests or those of any other person.
In the case of Candidates, Referees, and Sources, we may share your information with Clients who will need to process your information for the purposes we have described in this Notice.
In the case of Candidates, we may share your information with third parties who we have retained to provide services such degree and/or license verification checks, to the extent that these checks are appropriate and in accordance local laws.
Similar for Candidates we may share your information with Sources and Referees with whom we liaise in connection with providing the Services to our Clients.
For Sources and Referees, we endeavor to keep your information confidential from the Candidates you discuss with us, unless you provide us with the authorization that the information can be disclosed to them.
Your Data Protection Rights
You have the following data protection rights:
If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided on the top of this statement. When asked to remove a record from our database, THE JAKOB GROUP will retain minimal personal information in order to prevent future contact, to keep a record of the information disclosed to our Clients and Candidates, and to preserve our interests in accordance with any applicable legal requirements. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
How do we keep your personal information secure?
Transmissions over the Internet are not completely secure or error-free. We do take appropriate technical and organizational measures to protect your personal information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information and to help ensure that your data is safe, secure, and only available to you and to those with authorized access.
What personal information do we collect?
What is the purpose for personal data processing?
What is the source of the data?
How long do we keep your personal information?
How do we use your personal information?
How do we share your information?
What is the legal basis for the processing activity?
What are your data protection rights?
International Data Transfers
How Do We Keep Your Personal Information Secure?
Potential Candidate Data
If you are a potential candidate we collect and process name, title, position, employer and business contact data from potential candidates. We collect data from the following publicly accessible sources: public business websites, services like LinkedIn, Xing, Viadeo, dun&bradstreet, BoardEx, Capital IQ and other business press or publications. Your data are processed for the purpose providing executive search services to potential employers worldwide. No retention period has been defined for your data. It is deleted upon your request.
The legal basis for this processing activity is our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Candidate Data
If you are a candidate for one of our executive search assignments, categories of personal data we collect may include:
- Contact information (e-mail address, postal address, telephone number)
- Résumé information: career history, education history, professional experience, languages, photographs,
- Personality profile: individual capabilities and preferences, executive competencies and interview notes (if applicable)
- Identification data (civil/marital status, gender, nationality), and contact history
- Financial information: to reimburse expenses in connection with our Services (e.g. travel, lodging, meal costs when attending an interview with a Client), we may collect certain financial information needed to document the expenses and to reimburse you (e.g. bank account number)
- Other information: compensation and benefit details (where permitted by applicable legislation)
This data may be obtained directly from you, through publicly available sources and/or third parties such as sources/referees, your professional networking profile and press releases.
Your data are processed for the purpose providing you with employment opportunities and job career related information as well as providing executive search services to potential employers worldwide.
You are not obliged to provide personal data. It is not THE JAKOB GROUOP’s policy to seek any sensitive information about you unless done for legitimate recruitment purposes. We suggest that you do not provide information of this nature unless necessary. The legal basis for our processing activity is your consent (Article 6 (1) a) EU GDPR and for our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Referee or Source Data
If you are an individual who provides a personal reference or feedback for a candidate (depending on the circumstances) we may classify you as a Referee or Source.
Referee: individual who provides employment or personal references for a particular Candidate.
Source: individual who helps to identify and provide market intelligence about a potential Candidate.
We may collect and process your contact details, certain professional details (such as title, occupation, qualifications and employment history) and your connection to the candidate. We may collect this information directly from you, the candidate or from publicly available sources. We will use this information to gather information on the relevant potential candidate such as your connection to, experience with, and opinion about such potential candidates. Any reference or feedback you provide about a candidate would not be attributed to you if shared with third-parties. We may also use your contact details to contact you in relation to any of our services that we believe may be of interest to you.
The legal basis for our processing activity is your consent (Article 6 (1) a) EU GDPR and for our legitimate interest to provide such services according to Article 6 (1) f) EU GDPR.
Client Data – Business Partners and their employees, Service Providers
If you are a client and Business Partner and/or employee of a Business Partner or a Service Provider of THE JAKOB GROUP, we will collect and use information about your company and individuals within your company for the purposes of fulfilling our obligations to you and furthering our business relationship. Data collected will typically comprise your contact details (such as name, telephone number, email address, job title, and business record related to our services).
Recipients of data may include banks for the processing of payments. Public authorities and offices may receive data within the scope of their duties, as far as we are obligated or entitled to transmit data.
All contractual data and data relevant for accounting are stored for 10 calendar years in accordance with the storage periods under tax and commercial law. Inquiries and communication data are automatically deleted after 10 years.
The legal basis for processing are in case of contracts with natural persons according to Article 6 (1) b) EU GDPR, in case of contracts with legal entities Article 6 (1) f) EU GDPR (legitimate interest, specifically communication with contact persons relevant to the contract), and Article 6 (1) c) EU GDPR (legal obligations, in particular commercial and tax provisions).
Business Contact Data
We process the data from prospective business contacts for the purpose of communication with the data subject. The legal basis for processing data from prospective business contacts is Article 6 (1) f) EU GDPR (legitimate interest, specifically communication with prospective business contacts).
Information Clients provide to us
Our Clients may provide us with personal information about certain Candidates in connection with our Services (for example, they may provide us with a list of Candidates they would like us to assess through the Services). We typically process this personal information as a processor on our Client’s behalf. We use that information to provide the Services to our Client and as instructed by our Client. Under these circumstances, it is our Client that controls what personal information about you we collect and how we use it. If you have privacy-related questions or concerns about a Client's privacy practices or the choices a Client has made to share your information with us or any other third party, you should reach out to the Client or review their privacy policies. We are not responsible for the privacy or security practices of our Clients.
How long do we keep your personal information?
We will retain information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with the Services or to comply with applicable legal, tax, or accounting requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Legal basis for storage period is Article 5 (1) e) and Recital (39) of the EU GDPR.
How do we use your personal information?
We process personal data only for its own use, only for legitimate purposes, and in accordance with applicable law.
We typically use Candidate data for the following purposes:
Search & Leadership Advisory Activities: to provide our Clients with the Services, including assessing your suitability for executive roles with a Client; contacting you about board or executive search assignments conducted for Clients; sending your information to our Clients; and/or verifying the details you have provided (e.g., Referees or degree verification). We may also use your personal information for other business purposes such as data analysis, identifying usage trends, creating anonymized data sets for research, statistics and analytics purposes, creating knowledge pieces, determining the effectiveness of our Services, and/or to enhance, customize, and improve our features, products and services.
Marketing Activities: to send you information (e.g. reports, research, white papers, events and general information about relevant industry sectors) that we think you may find interesting (in accordance with your marketing preferences).
Equal Opportunity Monitoring: to ensure that our recruitment processes are aligned with our commitment to ensuring equal opportunities. Some of the data we may collect about you (in appropriate circumstances and in accordance with applicable local law) falls under the umbrella of diversity information. This could be information about your ethnic background, gender, and/or age.
Some of this information is considered ‘sensitive’ personal information and as such, slightly stricter data protection will apply. Where required by law, we will obtain your explicit consent before we use it. Where appropriate and in accordance with local laws and requirements, we will use this information to provide our Clients with diverse pools of qualified Candidates. We may also disclose this data (suitably anonymized where appropriate) to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own employment processes or legal requirements – but again, only where in accordance with applicable local law. We may also collect other sensitive personal information about you, such as health-related information, religious affiliation, or details of any criminal convictions if this is appropriate in accordance with local law and is required for a role for which we are recruiting you. We will never do this without your explicit consent.
We typically use Client data for the following purposes:
Search & advisory activities: to provide the Services to our clients, business partners and their employees; to manage our relationship; and/or for our other business purposes such as data analysis, identifying usage trends, creating anonymized data sets for research, statistics and analytics purposes, creating knowledge pieces, determining the effectiveness of our Services, and/or to enhance, customize, and improve our features, products, and services.
Marketing activities: to send you information (such as reports, promotions, research, white papers, and event invitations) that we think you may find interesting in accordance with your marketing preferences.
We use Referee Data to obtain your opinion regarding Candidates in the course of providing the Services to our Clients. In addition, we may use your details to contact you in relation to any of our Services that we think may be of interest to you as a potential Client or Candidate.
We use Source Data to identify and gather information on potential Candidates in the course of providing the Services to our Clients. In addition, we may use your details to contact you in relation to any of our Services that we think may be of interest to you as a potential Client or Candidate.
How we share your information?
We may share your personal information with the following types of third parties for the purposes described as follows:
We may share your information with any competent law enforcement body, regulatory or government agency, court or other third party where we believe disclosure is necessary as a matter of applicable law or regulation; to exercise, establish, or defend our legal rights; or to protect your vital interests or those of any other person.
In the case of Candidates, Referees, and Sources, we may share your information with Clients who will need to process your information for the purposes we have described in this Notice.
In the case of Candidates, we may share your information with third parties who we have retained to provide services such degree and/or license verification checks, to the extent that these checks are appropriate and in accordance local laws.
Similar for Candidates we may share your information with Sources and Referees with whom we liaise in connection with providing the Services to our Clients.
For Sources and Referees, we endeavor to keep your information confidential from the Candidates you discuss with us, unless you provide us with the authorization that the information can be disclosed to them.
Your Data Protection Rights
You have the following data protection rights:
If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided on the top of this statement. When asked to remove a record from our database, THE JAKOB GROUP will retain minimal personal information in order to prevent future contact, to keep a record of the information disclosed to our Clients and Candidates, and to preserve our interests in accordance with any applicable legal requirements. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
How do we keep your personal information secure?
Transmissions over the Internet are not completely secure or error-free. We do take appropriate technical and organizational measures to protect your personal information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information and to help ensure that your data is safe, secure, and only available to you and to those with authorized access.