Candidate Agreement

Version 1.0 · 27 October 2026 · This is the one document you accept when you apply to a vacancy, ask us to represent you, or work with us after we approached you about a role. Part 1 is our agreement with you, the Candidate Terms. Part 2 is our Candidate Privacy Notice. It applies under all of our brands, BE Consultancy Group, All European Careers and Work for International Organizations.

Candidates accept this agreement with one tick when they create a profile or apply. You can also ask for a signed copy.

Part 1 — Candidate Terms

Clause 1. Who we are and what this covers

Be Consultancy Group BV, De Vrièrestraat 54/2, 2000 Antwerpen, Belgium, enterprise number BE 0811.467.950, trading as BE Consultancy Group, All European Careers and Work for International Organizations ("we", "us"), represents you, the candidate, for permanent and contract roles with hiring companies. Representation is non-exclusive and free for you: hiring companies pay our fee, you never pay anything.

These terms apply whether you applied to a specific vacancy or asked us to represent you. In both cases we present you to the company concerned and may match you to other roles that fit, as set out below.

Clause 2. What we do

• Assess your experience through your CV, a call or an intake interview, and where relevant a technical screen. References are taken only at shortlist stage and only after telling you.
• Build your profile, including an anonymised version that does not identify you.
• Match your profile continuously against live vacancies. Matching is AI-assisted; a recruiter reviews every match and decides. No introduction, rejection or other significant decision is made by a machine alone.
• Present your anonymised profile to companies with a fitting vacancy, release your full profile once a company signs our terms, coordinate interviews and support you through to offer.

Clause 3. How your identity is protected

• Until a company has signed our terms for you, it sees only your anonymised profile: no name, no contact details, no employer names and no details that would identify you.
• We never approach your current or past employers, nor any company on your block-list. You can add companies to your block-list at any time by a simple message.
• By accepting these terms you authorise us, once and for all, to release your full profile to any company that has signed our terms for a role that fits you, within the limits above. We do not ask you again for each company.
• Each time we are about to release your full profile, we send you the company name and the role, and release it before the end of the next business day. Reply STOP and we do not send it, or we withdraw you if it has already gone. You never need to reply for an introduction to go ahead.
• Tell us at the start, and whenever it changes, which companies you are already talking to, directly or through another agency. We do not introduce you to those companies.

Clause 4. Representation per introduction

• For each company we introduce you to, we are your representative for that company and role for six months from the date of the introduction message.
• If that company offers you a role or approaches you within those six months, including for a different role, you tell us within five business days.
• If you are already in a process with a company named in an introduction message, reply STOP: that introduction does not count.

Clause 5. Your freedom

• You remain free to apply anywhere, work with other agencies and run your own search.
• You can pause or end our representation at any time by a simple message. Introductions already made are closed gracefully: we tell the company and stop. Clause 4 continues to apply to those introductions.

Clause 6. What we ask of you

• Give us accurate and current information about your experience, availability, expectations and work authorisation, and tell us when any of it changes or when you accept a role elsewhere.
• Keep your block-list and your list of ongoing processes up to date; we can only exclude what we know about.
• Respond to our messages about interviews within two business days where you can.
• Treat information about companies and roles that you receive through us as confidential.

Clause 7. Your data

How we handle your personal data is set out in Part 2, the Candidate Privacy Notice, which you accept together with these terms.

Clause 8. Confidentiality

We keep your job search confidential, including from your current employer. You keep confidential what you learn through us about companies and their vacancies.

Clause 9. No guarantee, liability

We work on a best-efforts basis and do not guarantee introductions, interviews or a placement. We are liable only for direct damage caused by our fault, to the extent the law allows.

Clause 10. Duration, changes, law

• These terms apply from your acceptance until you or we end the representation. Clauses 4 and 8 survive for introductions already made.
• If we change these terms or the privacy notice in a way that matters to you, we tell you before the change takes effect and ask for your renewed acceptance where needed.
• Belgian law applies. Disputes go to the courts of Antwerp, without prejudice to any mandatory rules of the country where you live.

Part 2 — Candidate Privacy Notice

1. Who we are

Be Consultancy Group BV, De Vrièrestraat 54/2, 2000 Antwerpen, Belgium, enterprise number BE 0811.467.950 ("we", "us") is the data controller: we decide what happens with your personal data and are responsible for it. We operate under three brands, BE Consultancy Group, All European Careers and Work for International Organizations. Whichever brand you deal with, the company behind it is the same and this notice applies. The GDPR and the Belgian Data Protection Act of 30 July 2018 govern how we handle your data.

Privacy contact: gdpr@be-consultancy-group.com. Use it for any question, request or complaint about your data. Privacy lead: Pablo de Prado Lopez.

2. Two ways to work with us, one agreement

Whichever way you came to us, you accept one document, the Candidate Agreement, of which this notice is Part 2, and both paths are open to you from then on. Everything here applies equally whether you came to us through our website, a LinkedIn advert, a job board, a referral, a recruiter approaching you, or any of our brands.

3. What data we collect and where it comes from

From you: name, contact details, location and work authorisation, your CV and everything in it (career history, education, skills, languages, certifications, links to professional profiles), your target roles, salary or day-rate expectations, availability and notice period, remote or on-site preferences, companies you are already in process with, companies you would like to work for, your block-list, and anything you tell us in messages or calls.

Created by us while working with you: interview and screening notes, a written assessment of your fit for the roles we handle, the anonymised version of your profile, match proposals and the reasons for them, which companies you were introduced to and when we told you, any introduction you stopped, submission and interview history, feedback from companies, and offer details.

From other people, with your knowledge: references (only at shortlist stage, and we tell you first), interview feedback from hiring companies, and, where you were referred, the name of the person who referred you.

From public professional sources: if a recruiter approaches you rather than the other way round, we will have found you on LinkedIn, GitHub, a job board where you posted your CV, a similar public professional source, or in our own database from an earlier contact under any of our brands. We tell you this at first contact and point you to this notice. If you do not respond within 12 months, we delete what we collected.

Records we keep about the process: the date, time and version of your acceptance of the Candidate Agreement, of which this notice is part, the introduction messages we sent you and any stop request, your objections, delivery and open data for emails we send you, and the source you came from (which advert or page).

What we do not want: please do not send us data about your health, religion, ethnicity, sexuality, political opinions, union membership or criminal record. We do not ask for it and it plays no role in our assessment. If you need an adjustment during the process, for example for an interview, tell us and we record only what is needed to arrange it, with your explicit consent. Where a company legally requires a background or criminal-record check for a specific role, we tell you before anything happens and the company runs it under its own responsibility.

We do not knowingly process data of anyone under 18.

4. What we do with your data and on what legal basis

Providing your data is voluntary, but without it we cannot consider you for a role or represent you.

What we never do: sell your data, contact your current employer, use your data for advertising, or make a decision about you by machine alone (section 5). Our websites set no tracking cookies.

5. AI-assisted tools, and the decisions people make

We use AI tools in three places: to read your CV into structured fields, to propose matches between your profile and published vacancies (with a short written reason for each proposal), and to draft documents: your anonymised profile, the recruiter's interview notes from the transcript, and the messages we send to companies.

Every draft is a draft. A recruiter reads it, corrects it and decides. No introduction, submission, rejection or other decision with a significant effect on you is ever made solely by automated means (GDPR Art. 22). In practice:

• a recruiter decides whether we represent you, after interviewing you;
• a recruiter decides which proposed matches are real before anything is sent;
• a recruiter reviews every anonymised profile before it leaves us;
• you set the limits: your block-list, the companies you are already talking to, and the right to stop any introduction.

Under the EU AI Act, AI used in recruitment is classed as high-risk. We are a deployer of such tools and inform you accordingly: people oversee every output, we keep logs of what the AI proposed and what the recruiter decided, and you can ask us at any time what role an AI tool played in a decision about you, ask a person to review that decision, and give your point of view.

Our AI providers process your data only on our instructions under a data processing agreement and may or may not use it to train their models.

6. The representation safeguards (candidate-first)

These rules govern how your data travels. They are commitments in Part 1, the Candidate Terms; this section explains the data side.

• Anonymised first. Until a company has signed our terms for you, it only ever sees an anonymised profile: no name, no contact details, no employer names, and no dates or details that would let someone identify you. A recruiter checks every profile against a deliberate reverse-search (could a motivated hiring manager identify this person with ten minutes on LinkedIn and Google?) and generalises it until the answer is no. We call the profile anonymised because a company cannot identify you from it. In our own hands it remains your personal data and stays protected under this notice.
• Never your employers, never your block-list. Your current and past employers are excluded automatically. Any other company you name, at signup or later by a simple message, goes on your block-list and is never approached about you. The block-list is checked before any profile is sent, and our system blocks the send if that check has not been recorded.
• Your mandate, given once. By accepting the Candidate Agreement, you authorise us to release your full profile to any company that has signed our terms for a role that fits you, within the limits above, without asking you again for each company. This is what lets us move within hours of a company signing.
• We tell you every time. Each time your profile is about to go to a company, we send you the company name and the role, and release your profile before the end of the next business day. Reply STOP and we do not send it, or we withdraw you if it has already gone. You never need to reply to let an introduction go ahead.
• Already in process elsewhere. Tell us at intake which companies you are already talking to, directly or through another agency, and keep that list current. It is the only way we can avoid introducing you twice.
• Only after terms. Your full profile is released only to a company that has signed our terms. Every release is logged with the date, time, company, role and the message we sent you.
• Profile links expire. Anonymised profiles travel through non-guessable, non-indexed links that expire, never as attachments.
• You can pause or leave at any time (section 10).

For direct applications to a vacancy the same principle applies in a simpler form: if the vacancy was published without the company's name, we tell you the company before your details go to them, and you can withdraw.

7. Who receives your data

Hiring companies. For a vacancy you applied to: that company, by name, after confirmation with you. For representation: matching companies receive the anonymised profile; your identified profile only after they have signed our terms, with a message to you each time (section 6). Once a company holds your identified profile it becomes a controller of that data in its own right, and its own privacy notice applies to its selection process.

Service providers (processors) who act only on our instructions, under data processing agreements:

Vacancy data reaches us from job boards and vacancy-data providers. No candidate data goes to those providers, nor to the tools we use to find hiring contacts at companies.

Others, when relevant: your referees (at shortlist, announced to you); payroll, employer-of-record or umbrella partners for contract placements; our lawyers, accountants, auditors and insurers; public authorities where the law requires it.

LinkedIn and job boards where you applied are independent controllers for what you did on their platform. Their notices apply there.

Our team: members of our team in Spain and Sri Lanka may access your data to support the process; for Sri Lanka, under the safeguards in section 8.

8. Where your data goes (international transfers)

We are based in Belgium and store your data in the EEA. Some providers, or members of our team, are outside the EEA; currently the USA for AI processing, website hosting and dictation, the United Kingdom for telephony, and Sri Lanka, where team members may access records. For every such transfer we rely on a lawful mechanism: an EU adequacy decision (including the EU–US Data Privacy Framework for certified providers), or the European Commission's Standard Contractual Clauses together with a transfer risk assessment. You can ask us for a copy of the safeguards in place.

Wherever you live, this notice and the GDPR apply to you, because we are established in Belgium. If the law of your own country gives you additional rights, you keep them: tell us and we will honour them.

9. How long we keep your data

Where a legal claim or investigation is under way, we may keep the relevant data until it is closed.

10. Your rights, and how to use them

You can, at any time and free of charge:

• Access your data and get a copy of it, including our notes about you.
• Correct anything inaccurate or incomplete. Your recruiter can do this on the spot.
• Erase your data, subject to the rows in section 9 that the law requires us to keep.
• Restrict processing while a question about it is being resolved.
• Object to processing based on legitimate interest, including being kept in the talent pool. We then stop unless we can show a compelling reason, which for recruitment we normally cannot, so in practice we stop.
• Take your data with you (portability) in a machine-readable format, for the data you gave us.
• Withdraw consent where consent is the basis (interview recording, insights emails), with no effect on what was done before.
• Ask about AI: what role automated tools played in a decision about you, and have a person review it (section 5).
• Stop a specific introduction by replying STOP to the message we send you, or by telling your recruiter. This has no consequence for anything else.
• Pause or withdraw from representation with a simple message. Introductions already made and in process are closed gracefully: we tell the company you have withdrawn and stop. The per-introduction commitments in Part 1 continue to apply to those introductions.
• Complain to a supervisory authority. Our lead authority is the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données, www.dataprotectionauthority.be). You can also complain to the data protection authority of the country where you live. We would appreciate the chance to resolve any concern first.

Write to gdpr@be-consultancy-group.com or tell your recruiter. We may need to confirm your identity. We respond within one month; if a request is complex we may take up to two more months and will tell you why.

11. How we keep your data safe

Access to candidate data is limited to the recruiters who work with you and the founder. Roles in our system prevent recruiters from deleting or exporting the database, and compliance fields (your acceptance date, the introduction messages sent to you) are read-only for staff. Anonymised profiles travel through expiring, non-guessable links, never as attachments. Our providers encrypt data in transit and at rest. Interview recordings are deleted automatically. We keep no candidate data in shared spreadsheets or personal drives.

Keep your side safe too: tell us when your contact details change, and treat what we share with you about companies as confidential.

12. Changes to this notice

We may update this notice as our services or the law change. Each version carries a number and a date. If a change affects how we use your data in a material way, we tell you before it takes effect. Where a new purpose would need your agreement, we ask for it; we do not assume it.

13. Contact

Be Consultancy Group BV, trading as BE Consultancy Group, All European Careers and Work for International Organizations · De Vrièrestraat 54/2, 2000 Antwerpen, Belgium · Enterprise number BE 0811.467.950 · gdpr@be-consultancy-group.com

Bids and framework contracts

Part C of our privacy policy adds these rules for the work we do with international organisations and institutions.

This part applies to the work we do under the Work for International Organizations brand. It adds to Part B and changes nothing in it.

C1. Why your CV travels by name

Much of our work for international organisations and institutions runs through tenders and framework contracts. A bid must name its experts, and a request under a framework contract asks for a named CV. For this work your full CV therefore goes, by name, to the consultancy that holds or bids for the contract, and from there to the organisation or institution that evaluates it. We do this under your Candidate Agreement (Art. 6(1)(b)), with these extra rules.

C2. The extra rules

• You decide on every bid. Before your CV goes into a bid or a request under a running contract, we send you the organisation or institution, the role, your daily rate and the consultancy submitting it. Your CV goes in only if you say yes.
• One bid per lot. We never put your CV into two competing bids for the same lot, and we keep a record of every bid your CV is in.
• Your CV in their template. We rewrite your CV in the template the tender requires. You check it before it is used, and we keep each version in your record.
• Statements you sign yourself. Where a tender asks for a signed availability or exclusivity statement, we prepare it and you sign it. Nothing is signed on your behalf.
• Only what the tender asks. Where a contract requires nationality, security clearance or language levels, we record only what the tender asks for, for example whether you hold a clearance and at what level, never the vetting file itself.

C3. Who receives your CV

The consultancy submitting the bid or request, and the organisation or institution evaluating it. Each becomes a controller of your CV in its own right. International organisations may apply their own data protection rules instead of the GDPR; their own notices tell you how.

C4. How long we keep bid records

Bid records (which bid, which lot, which version of your CV, the message we sent you and your answer) are compliance logs, kept as set out in Part B, section 9.

Your acceptance

In our online forms, one required tick:

☐ I accept the Candidate Agreement of Be Consultancy Group BV (BE Consultancy Group / All European Careers / Work for International Organizations): the Candidate Terms, under which it represents me for this and other roles that fit, markets my anonymised profile and releases my full profile to companies that sign its terms, never to my current or past employers or a company I block, with a message to me each time that I can stop, and puts my CV into a bid only if I agree to that bid; and the Privacy Notice, which describes how my personal data is processed, including AI-assisted matching with human review.

A second, optional tick: ☐ Send me relevant market and salary insights for my profile. Unsubscribe any time.

How your acceptance is recorded. We store the date, time, source and version of your acceptance and email you a copy of this document. If you prefer a signed copy, ask your recruiter and we send it through Zoho Sign.