Applicant Privacy Notice

Last updated: 22 July 2026

This notice explains how we use the personal data you give us when you apply for a role at Resilient Cities Network. Please read it before you apply.

Who we are

You apply to the Resilient Cities Network as an organization rather than to a particular entity. Applications are received and managed by Stichting Global Resilient Cities Network, based in the Netherlands at Keizersgracht 62, 1015 CS, Amsterdam, The Netherlands. During the application and selection stage, the Stichting is responsible for your personal data. This is the case wherever you are based and whichever role you apply for, including roles that would be based outside the Netherlands.

We are a globally distributed organization. We have entities in the Netherlands, the United States, Singapore, and Mexico, and colleagues based in other countries around the world. Colleagues at any of these locations may be involved in reviewing your application and interviewing candidates, and your data is shared with them for that purpose.

If we move toward making you an offer, we decide, based on your location and the requirements of the role, which of our entities would employ or engage you. From that point, that entity is jointly responsible with the Stichting for your personal data. We will tell you which entity this is during the offer process.

In some countries we engage people through an employer of record, which is an external organization that formally employs you and provides your services to us. Where this applies, that organization is separately responsible for your personal data and will provide its own privacy information. Your contract will make this clear.

If you have any questions, contact us at [email protected].

What we collect and why

Most of the information we hold comes directly from you. When you apply, we collect the details you provide: your name and contact information, your CV, cover letter, work history, education, and anything else you include in your application or share during interviews.

Depending on the role and the stage you reach, we may also collect:

• information about your right to work, visa status, or eligibility to be engaged in the relevant country;
• your responses to screening questions, written exercises, or assessments that form part of the selection process;
• information from the referees you name, which we obtain from them rather than from you;
• the results of background or verification checks, where these are required for the role and permitted by local law, which we obtain from the organization carrying out the check;
• records of our correspondence with you and notes made by the panel during the selection process.

We will tell you before we approach your referees or arrange any background check.

We use this information to assess your application, communicate with you, and run our selection process. We do this because it is necessary to take steps toward a possible contract with you, and because we have a legitimate interest in recruiting for our roles. Where we check your right to work or eligibility to be engaged, we do so to meet our legal obligations. If you ask us to keep your details for future opportunities (our talent pool), we do so only with your consent, and you can withdraw that consent at any time.

We do not ask for sensitive information such as health details. If you choose to share something of that kind, for example to request an adjustment to an interview, we use it only for that purpose and with your agreement.

Use of AI-assisted tools

Our recruitment platform includes features that may use AI-enabled systems to help organize and evaluate applications, for example by reviewing experience, skills, and qualifications against the requirements of a role.

Where such tools are used, a member of our team reviews the outcome. Decisions about your application are made by people, not by automated systems alone, and you may ask us to explain how a decision about your application was reached. Your personal data is not used to train AI models.

How we protect your data

We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, misuse, or disclosure. Access to applicant data is limited to the colleagues and service providers who need it for the recruitment process.

Who sees your data, and where it goes

Your application is reviewed by the colleagues involved in hiring for the role, across the entities described above. Our recruitment platform is provided by Deel, which stores and processes data on our behalf. We also work with colleagues and service providers in the other countries where we operate, including the United States, Singapore, and Mexico, so your data may be processed outside the European Economic Area.

Where your data is processed outside the European Economic Area, we rely on the safeguards built into our agreements with these providers, including standard data protection contract terms approved for this purpose. You can ask us for more information using the contact details above. We do not sell your data or use it for marketing.

How long we keep it

When you apply, we ask whether you would like to join our talent pool, so that we may contact you about future opportunities. Answering is optional, and your answer does not affect your application.

If you do not join the talent pool, we anonymize your data four weeks after the recruitment process for the role closes, so that it can no longer identify you.

If you do join the talent pool, we keep your data for twelve months from the date of your application. About four weeks before the end of that period, we email you to ask whether you would like to stay for a further twelve months. If you do not reply, or you decline, we anonymize your data at the end of the twelve months. You can ask us to remove you from the talent pool at any time.

If you are hired, we keep the relevant information as part of your employment or engagement record, and a separate privacy notice will apply to it.

Your rights

You can ask us to see, correct, or delete your data, to limit how we use it, or to receive a copy of it. You can also object to our use of your data where we rely on our legitimate interests. Where we rely on your consent, you can withdraw it at any time, which does not affect anything we did before you withdrew it. To do any of this, contact us at [email protected].

Providing your information is voluntary, but without it we may not be able to consider your application.

If you are unhappy with how we handle your data, you can complain to a data protection authority. In the Netherlands this is the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl). You can also contact the authority in the country where you live.

Changes to this notice

We may update this notice from time to time. The current version is always available on our website, and the date at the top shows when it last changed. If we make a significant change that affects how we handle your data, we will contact you before it takes effect.