Candidate = person who is the subject of the assessment
Client = the customer requesting the assessment
Third parties = external parties, neither the client nor LTP
Assessment = selection and development services in a broad sense, from online assessments to coaching
Destruction of an assessment = removal of personal data, as a result of which there is no longer any traceable link between a person and assessment results (this applies both to the questionnaires and to the report after the assessment)
1. About LTP
LTP is an organisational consultancy with various divisions providing (online) HR services, including assessment, personal development and organisational development. A more detailed description of LTP services can be found at www.ltp.nl.
2. What data do we collect and for what purpose?
LTP stores various data, depending on the specific service:
2.1 Personal data
First name, middle name, surname, date of birth, level of education, gender, email address. The email address is required in order to ask the candidate to complete the (online) questionnaires and to share the assessment results. The other data are required in order to be able to create unique users, to be able to use the correct norms and to generate group analyses. If the candidate has to do an assessment on site, the telephone number and place of residence are also stored so that a suitable appointment can be arranged as quickly as possible.
2.2 Answers to questionnaires
All answers to questionnaires are stored, with an indication of the time at which it was answered. These data are used by LTP in order to keep track of the progress on the various questionnaires and also to calculate the scores at a later time. The answers to questions are stored permanently in the LTP database, to allow for further development of the questionnaires.
2.3 Answers to open questions (including 360-degree surveys)
All answers to open questions are kept separately in the LTP database. These data are not used for research and are therefore completely erased after five years.
As soon as the necessary questionnaires have been completed, the test scores can be calculated by LTP. These scores are converted to norm scores, with a specific norm group being chosen by means of the personal data. The norm groups are selected on the basis of the personal data: gender, age and education. The test scores are stored separately and permanently in the LTP database, to enable the norms to be further refined and to allow scientific studies to be carried out on these test scores. The test scores are automatically anonymised at the end of five years, so that the information can no longer be traced back to a specific person.
2.5 Assessment or coaching results
As a result of an (online) assessment or coaching, a report is drawn up setting out the results. If necessary, for the performance of our services, relevant employees within LTP may see these results. The results are always first presented to the candidate for approval, before the result is shared with the client.
3. Provision of data to third parties
After the assessment and/or coaching process, the result is shared first with the candidate. Only if you give LTP your consent for this will your personal data be shared with third parties. You have the right to stop your report being supplied to the client.
It is not possible to block the report if there is legislation under which the report must nevertheless be handed over. In this case, you will be given the opportunity by LTP to draft any objections to your report. Your objections will be sent at the same time as your report.
4. Storage period of the file and assessment results
The information from the assessment is used for development and selection purposes, with the consent of the candidate. In this respect, the information is considered in a wider context than that used when the candidate was initially matched, for example for drawing up team analyses or personal development plans. The information from the assessment may be used for personal development purposes for a period of five years after the assessment was taken.
5. Data storage
Within LTP, there is a difference in storage for candidate data and for assessment data. The candidate’s personal data are stored in the ERP system AFAS Profit. This makes use of LeaseWeb Netherlands data centres located in the Netherlands. The assessment data are stored in the secured data centres of AWS and True within the European Union. This separation is made to enable any link by which the candidate can be traced back to the assessment data to be easily erased.
6. Access to your file
Your file is stored by LTP in such a way that only employees can have access to your file by virtue of his/her position. This guarantees the confidentiality of your data.
LTP and its employees are obliged at all times to maintain secrecy with regard to all information resulting from work activities, in so far as such data are of a confidential nature. Secrecy also covers the consultant’s professional judgment about you. This secrecy continues to apply after the work has been concluded.
8. Provision of information for research and statistics
LTP may supply data and assessments to third parties for the purposes of research and statistics. In this case, LTP will ensure that the data are supplied in such a way that the person cannot be traced or identified. This does not apply if it is impossible for the purpose of the study. In such a situation, the data will be supplied to third parties only if you consent to this.
9. Security of personal data
LTP ensures effective security procedures in order to secure your personal data against loss or any form of unlawful processing. LTP makes every effort to prevent unnecessary collection and further processing of your personal data as far as possible. LTP regularly arranges for a specialist external third party to conduct an audit of the working of our security policy and procedures. In addition, a penetration test is carried out at least twice a year by a reputable body. In the course of this, LTP software is tested for vulnerabilities.
LTP uses Google Analytics for the commercial sites, but this information is used exclusively for preparing reports about website activity with regard to use of the website by visitors. The statistics are recorded anonymously. For online tools LTP does not use tracking cookies and stores only the session ID, browser language and the ID of the tests which are conducted.
11. Accessing, altering and erasing data
It is possible for you to access, alter or delete the personal data collected by LTP on you. A consultant will give you access to and/or a copy of your file, if you so request. In addition, a consultant will correct the data in your file if you can show that these: a) are incorrect, b) are incomplete or c) are not relevant for the purpose of the file. If you submit a written request for destruction of your file, LTP is obliged actually to destroy the file. Your personal data will then be deleted and as a result, can no longer be provided.
In addition, you will no longer have the right of inspection or distribution of your file, as the file can no longer be traced back to you as a candidate. Before LTP takes these actions, you must first contact LTP and you must be able to identify yourself. See the contact details below for this purpose.