MSF Privacy Policy

1/ About this Privacy Notice

At MSF Supply, we take great care to protect the data you entrust to us. Any use of the term ‘we’ refers to MSF Supply ASBL.

We collect information to help us make fully informed decisions and provide you with the best possible experience on our website and in our communications, in accordance with General Data Protection Regulation 2016/679.

This privacy policy describes how MSF Supply collects, uses and stores your personal data, in particular via its website https://www.msfsupply.be/.

Should you have any questions, please contact us via the contact details on our website or by emailing our Data Protection and Privacy Officer at privacy@msfsupply.msf.org.

2/ When do we collect your data?

We collect data:

• Entrusted to us directly
• Entrusted to us indirectly
• Sent to us via social networks
• When you use our website or applications through cookies.

DIRECTLY

We might get information about you when you contact us to request information about our work or make a request to visit our offices.

INDIRECTLY

We may obtain your personal data through one of our partners in the recruitment industry (e.g. a temping agency), provided that you have given your consent. Please consult the privacy policies of these organisations when providing them with information about yourself.

SOCIAL MEDIA

We may obtain information about you from your social network accounts or use, provided you have set up your account to give us permission to do so. Please check your settings and the privacy policies on social networks for more information.

OUR WEBSITE

On our website – https://www.msfsupply.be/ – we use cookies to help us improve performance.

What are cookies?

Cookies are small text files that websites send to your computer, phone or tablet via your internet browser (e.g. Firefox, Chrome or Internet Explorer).They record and store information about how you use the website in question.

We use cookies to provide you with a personalised experience on our website. They make our site faster and easier to use. For example, a cookie helps the site ‘remember’ the language you choose for browsing.

Our website also uses third-party cookies that enable us to track activity on our website, as well as to generate advertisements that appear on Facebook, for example, and search engines such as Google, for you and other potential users. These third-party cookies may collect or receive information as a result of your time on our websites in order to suggest ads or create similar audiences. We do not collect personal information via these cookies.

Managing cookies

You can manage cookies and/or delete them at any time. You can also delete all cookies already on your computer by going to your browser menu and changing the settings.

WHAT TYPE OF DATA DO WE COLLECT?

When you contact us, we generally collect the following information:

• First and last name
• Email address
• Telephone number
• Address
• Gender
• Language.

If you are applying for one of our vacancies, in addition to the above information, we will collect:

• Your CV
• Your cover letter
• Contact details for references from previous employers.

3/ How do we use your data?

Your personal data will never be used without your prior consent for any purpose other than that for which you have voluntarily provided it to us.

We will only transfer your personal data to other third parties if you authorise us to do so or if it is necessary for the processing for which you have provided it. This means that we may share your data with service providers to help us process your data. For example, when you apply via email, you give us permission to use your personal data (CV, cover letter and references) in the recruitment process and to contact you in relation to it.

We use your data to:

• Answer your questions and requests
• Understand how we can improve our systems

The way in which we use your data depends on the reason you provide it:

RECRUITMENT

We use your data to process your application and store it in accordance with the relevant legal requirements.

SOCIAL NETWORKS

We may use publicly available information from your profile to provide you with messages that better match your interests.

On social networks, we will never ask you for any sensitive personal information (criminal record, financial information, company information, etc.). We may republish or share your posts on social media channels if they are relevant to MSF Supply and our work. We may respond to questions, requests or comments made on our social media channels. We may use information from your profile to help us answer them.

Check your social media accounts if you want to change the information made public. Our websites use share buttons so that our website can be shared on social networking platforms. Use these buttons at your own discretion. Social network platforms can track these shared posts through your accounts

4/ Who has access to your data?

TRAINED STAFF MEMBERS

Your personal data is only accessible to trained staff and we regularly check who can access your information.

We also regularly monitor the service providers we work with and each of our contracts specifies how they handle the personal data they collect or have access to.

DATA PROCESSORS

We ask companies to help us manage and store personal data and to carry out certain activities on our behalf. 

Our main data processors are listed below, but we may occasionally use the services of other data processors:

• HETZNER –  IT server to archive our data
• Microsoft and CentralPoint & Colt –  Our communication partners (email & phone) & customer service
• LinkedIn, Indeed, Alterjobs –  our partners for online recruitment
• Facebook
• Instagram

We will only disclose your personal data to third parties (e.g. authorities) without your consent if we are required to do so by law.

5/ How do we protect your data?

We take appropriate technical and workplace measures and precautions to protect your personal data from loss, misuse or alteration.

We have implemented many technical features, such as systematic monitoring of our network, and we use SSL certificates.

We take great care to keep your data safe, but data transmission over the Internet is never 100% secure. We cannot guarantee the security of any information you send to us, so you do so at your own risk.

6/ How long do we keep your data?

We do not keep your personal data for any longer than is necessary for the purposes for which it is processed.

If you ask us not to contact you again, we will delete your data unless we are legally required to retain certain information. You will be informed of the data we will be keeping and how long we will keep it.

7/ The grounds for processing your data

Every organisation needs grounds for collecting and using personal data covered by data protection legislation.

The law allows for six ways of processing personal data (and sensitive personal data). Four of these apply to the types of processing used at MSF Supply:

• The person’s consent (e.g. to ask for references from previous jobs)
• The need to comply with a legal obligation (e.g. to let you into our building)
• The need to enter into a contract (e.g. to take out hospital insurance for our employees) and
• Our legitimate interest.

Our legitimate interest includes administrative and operational management such as responding to requests made to us, providing information and services, conducts research, managing events and activities, volunteer management and personnel management including recruitment activities.

If you wish to change the way we use your personal data, please contact us using the contact details below.

8/ How can you access your data and what are your rights?

If you wish to change, update or delete your personal data, please contact our data protection officer via privacy@msfsupply.msf.org or +32 (0)2 249 1137.

Current data protection legislation gives you a number of rights in relation to the use of your personal data:

• You can request information about the data we hold about you at any time. To do so, please send a written request to privacy@msfsupply.msf.org. We may ask you for proof of identity in order to comply with your request.
• You may withdraw your consent to personal data processing where consent is legally required at any time.
• Should you have any concerns about the way your data is processed or if you wish to make a complaint, please contact us via the contact details provided above.

9/ How often do we update this notice?

We will amend this privacy policy when necessary. If we make significant changes to the way we process your personal data, we will make this clear on our website.

This privacy policy has been drafted to be as comprehensive as possible, but it does not contain an exhaustive list of all the various aspects of personal data collection and use that we carry out. We will be happy to provide any further information or explanation on our practices.

Should you have any questions, comments or suggestions, please do not hesitate to contact us.

Last updated in December 2022.

10/ Disclaimer

MSF Supply cannot be held liable for any errors, omissions, or for the consequences of using this information. The obligation on MSF Supply is only to provide the information it places on its website, not the outcome.

In addition, hyperlinks may redirect you from our site to other servers, over which MSF Supply has no control. MSF Supply does not guarantee the permanent accessibility of its website, the absence of disruptions or the proper functioning of the website.

11/ Copyright

The website, including the text, layout, graphics, presentation, logos, software and other elements of this site, is protected by the intellectual property rights of MSF Supply and Médecins Sans Frontières or others, such as copyright, related rights, database rights and trademark rights.

Any reproduction, dissemination, sale, distribution, publication, adaptation, translation, processing or use, even partial, of this website is prohibited without prior written consent from MSF Supply.