Privacy Policy

Aston Soha ("we," "us," or "our") is a recruitment agency committed to protecting the privacy of our website visitors, candidates, and clients. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://www.astonsoha.com/ (the "Site") or engage with our services.

1. Who We Are

  • Company Name: Aston Soha

  • Legal Form: SRL (Société à responsabilité limitée)

  • Company Number: BE1021480175

  • Registered Address: Constant Permekeweg 11, 1861 Meise, Belgium

  • Contact Email: jules@astonsoha.com

  • Website: https://www.astonsoha.com/

2. Information We Collect

We may collect personal information from you in various ways, including:

  • Information You Provide to Us:

    • Contact Information: Name, email address, phone number, postal address.

    • Professional Information (for Candidates): CV/resume, employment history, educational background, skills, qualifications, salary expectations, references (with your consent).

    • Professional Information (for Clients): Company name, contact person details, job specifications, hiring requirements.

    • Communication Data: Information you provide when you communicate with us via email, phone, or contact forms.

    • Website Usage Data: Information you provide when submitting inquiries or requesting information through our website.

  • Information We Collect Automatically:

    • Log Data: When you visit our Site, our servers automatically record information that your browser sends, including your IP address, browser type, browser language, referring/exit pages, and the date and time of your visit.

    • Cookies and Similar Technologies: We may use cookies, web beacons, and other tracking technologies to collect information about your Browse behavior and preferences on our Site. This helps us to improve your user experience and analyze website traffic. (See our Cookie Policy below for more details).

  • Information from Third Parties:

    • We may receive information about you from publicly available sources or third-party service providers (e.g., professional networking sites like LinkedIn) for recruitment purposes, only where permissible by law and with due regard to your privacy rights.

3. How We Use Your Information

We use the information we collect for various purposes, including:

  • Recruitment Services:

    • Matching candidates with suitable job opportunities.

    • Assessing your suitability for roles.

    • Contacting you regarding job openings.

    • Sharing your professional details with prospective employers (only with your explicit consent for specific applications).

    • Facilitating the recruitment process (e.g., scheduling interviews).

  • Client Services:

    • Understanding client hiring needs.

    • Presenting suitable candidates.

    • Managing client relationships.

  • Communication:

    • Responding to your inquiries and requests.

    • Sending you relevant updates, newsletters, or marketing communications (you can opt-out at any time).

  • Website Improvement:

    • Analyzing website usage and trends to improve our Site's functionality and content.

    • Troubleshooting and maintaining the security of our Site.

  • Legal and Compliance:

    • Complying with legal obligations, regulations, and industry standards.

    • Protecting our rights, property, or safety, and that of our users or others.

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), our legal bases for processing your personal information include:

  • Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., submitting your CV for a specific role).

  • Contractual Necessity: Where processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract (e.g., providing recruitment services).

  • Legitimate Interests: Where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your fundamental rights and freedoms (e.g., for internal administrative purposes, improving our services, or fraud prevention). We will always conduct a legitimate interest assessment.

  • Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject.

5. Disclosure of Your Information

We may share your personal information with:

  • Prospective Employers/Clients: With your explicit consent, we will share your professional details with our clients for recruitment purposes.

  • Service Providers: Third-party vendors, consultants, and other service providers who perform services on our behalf (e.g., IT support, website hosting, email delivery). These providers are obligated to protect your information and use it only for the purposes for which it was disclosed.

  • Legal and Regulatory Authorities: When required by law or in response to valid requests by public authorities (e.g., a court order or government agency).

  • Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company.

  • Affiliates: With our current or future affiliates, in which case we will require them to honor this Privacy Policy.

  • With Your Consent: We may disclose your personal information for any other purpose with your consent.

6. International Data Transfers

As a company based in Belgium (EU), we primarily process data within the European Economic Area (EEA). If we transfer your personal data outside the EEA, we will ensure that appropriate safeguards are in place, such as relying on adequacy decisions, standard contractual clauses, or other legally recognized mechanisms to ensure your data receives a similar level of protection.

7. Your Data Protection Rights (GDPR)

Under GDPR, you have the following rights regarding your personal data:

  • Right to Access: You have the right to request copies of your personal data.

  • Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

  • Right to Erasure ("Right to be Forgotten"): You have the right to request that we erase your personal data, under certain conditions.

  • Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.

  • Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.

  • Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

  • Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

  • Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual residence, place of work, or where an alleged infringement of GDPR occurred. In Belgium, the supervisory authority is the Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données).

To exercise any of these rights, please contact us at jules@astonsoha.com. We will respond to your request within one month.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For candidates, we generally retain your data for a period relevant to the recruitment cycle and potential future opportunities, unless you request its deletion sooner. For clients, data is retained as long as necessary to maintain our business relationship and comply with legal obligations.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include data encryption, firewalls, secure servers, and access controls. However, no method of transmission over the Internet or method of electronic storage is 100% secure.

10. Third-Party Websites

Our Site may contain links to third-party websites that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of these third-party websites before providing any personal information.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without parental consent, we will take steps to remove that information from our servers.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: