Privacy policy - recruitment

In a context where companies and administrations are increasingly using IT resources to manage a lot of personal information, the issues related to the European General Data Protection Regulation are important. Indeed, it enshrines new rights and a logic of accountability of all actors involved in the processing of personal data.

EVERIENCE’s commitment to the protection of personal data is part of the principles of ethics and transparency that guide the group’s action and goes beyond mere compliance with a legal constraint. It proceeds above all from its willingness to work in a spirit of respect and trust and transparency. In accordance with this philosophy, the protection of personal data entrusted to him appears essential to him.

• Personal data: any information relating to an identified or identifiable natural person. This person is referred to as the person concerned.
• Data subject: natural person who can be identified, directly or indirectly, in particular by reference to an identifier, such as a name, an identification number, location data, an online identifier, or one or more specific elements specific to its physical, physiological, genetic, psychic, economic, cultural or social identity.
• Processing of personal data: any operation or set of operations carried out or not using automated processes and applied to data or sets of personal data, such as collection, recording, organization, structuring, conservation, adaptation or modification, extraction, consultation, use, transmission, dissemination or any other form of provision, approximation or interconnection, limitation, erasure or destruction.
• Data controller: natural or legal person, public authority, service or other body which, alone or jointly with others, determines the purposes (the “why?”) and the means (the “how?”) of treatment.
• Processor: natural or legal person, public authority, service or other body that processes personal data on behalf of the controller.

This policy applies to all processing of personal data carried out by EVERIENCE as part of the recruitment process:

• Unsolicited applications and responses to job offers made public by us.
• CVs sent as part of co-ops.
• Identification of potential candidates (CV library, job board, social networks, recruitment companies and all publicly available means).

This policy applies only to the personal data of job applicants and potential job applicants.

The personal data collected are processed by the company EVERIENCE registered at the Nanterre Trade and Companies Register under number 381 983 568 whose registered office is located 171, avenue Georges Clemenceau – 92024 Nanterre Cedex.

Any questions regarding this charter will be sent to the following email address: dpo@helpline.fr

EVERIENCE is committed to complying with applicable data protection laws and regulations, and to maintaining their confidentiality, traceability, and integrity. The processing of personal data carried out in the context of recruitment management is based on the following principles:

The processing is lawful and clear:

• The data collected is proportional to the purpose of the processing
• The purposes of each processing are determined, explicit and legitimate
• The data collected is subject to organizational and technical security measures.

EVERIENCE may collect personal data based on:

• Consent of the data subject
• Performance of obligations under contract
• The legitimate interest of the data controller
• A legal obligation making processing mandatory.

Candidates are not obliged to communicate their personal data to EVERIENCE. However, in case of refusal, EVERIENCE will not be able to analyze the applications during its recruitment process.

By submitting an application, the candidate:

• Declares that you have read, understand and agree to this policy
• Consents to the processing of personal data
• Declares that the information submitted through its application is accurate and complete to enable EVERIENCE to ensure the most appropriate treatment of its application.

Process applications

As a potential employer, EVERIENCE needs to retain and process information about candidates as part of the recruitment process.

Personal data are used by EVERIENVE to:

• Process applications
• Assess professional abilities and ability to hold the position(s) to be filled
• Establish correspondence with a customer need
• Match skills to other jobs within EVERIENCE

The legal basis for the processing of personal data for the purposes referred to in this paragraph is the legitimate interest.

The personal data are either provided directly by the candidates (site form, interviews) or collected on specialized websites and they include:

• Civility
• First and last name
• Age and date of birth
• Email address
• Phone number
• Qualifications (studies, training, internships, etc.)
• Any other information related to professional life mentioned in the CV or cover letter
• Data generated during physical and telephone interviews with recruiters.

In case of hiring, EVERIENCE may collect additional information necessary for hiring. In the event of a negative outcome, EVERIENCE will inform the candidate of the retention of personal information for a defined period.

The recipients of the personal data are all the persons entitled to intervene during the recruitment process, in particular the human resources and the managers concerned who are part of the company EVERIENCE.

EVERIENCE is committed to:

• Ensure that persons authorized to access personal data are aware of the Data Controller’s instructions and undertake to process them only in strict compliance with them;
• Ensure that persons authorised to access personal data receive the necessary data protection training
• Not to grant, rent, assign or otherwise communicate to any person, all or part of the personal data, even free of charge, as well as, more generally, not to use these data for purposes other than those strictly provided

The personal data collected and processed by EVERIENCE in the context of its recruitment are kept for the time necessary for the recruitment process and at most 2 years after the last modification of the application file.

In addition, these periods may be increased by the limitation periods for legal actions that may arise from the employment relationship, and this for legitimate purposes related to the needs of the company, including, but not limited to, to ensure the defence of its interests, to meet the requirements of law, regulation, judicial order, or to cooperate in an investigation or judicial proceeding.

In accordance with the applicable regulations on personal data, the candidate has a right of access and a right to rectify the data concerning him and, if applicable, a right of deletion, a right to object to the processing of its data, a right to erasure and limitation of the processing and a right to the portability of its data. He may exercise his rights at any time by sending his request by e-mail to dpo@helpline.fr. It also has the right to lodge a complaint with the National Commission for Information Technology and Freedoms (CNIL) or any other competent authority.

EVERIENCE ensures the confidentiality of the data processed by its employees. Thus, in addition to the obligation of confidentiality to which they are subject, they will only have access to information for the strict need of carrying out their professional activity. These principles are regularly brought to the attention of stakeholders.

EVERIENCE implements all necessary security measures to protect the data collected as part of the recruitment process from unauthorized access, modification, disclosure or destruction. These measures include:

• Physical security measures to prevent access to the infrastructure where the data is stored.
• Authorisation management to limit access to the hosting premises and data only to those who need access within their functions and scope of activity.
• Data encryption to ensure confidentiality for transfers.
• Strong authentication processes for users and administrators, including a strict password management policy.
• Processes and devices to trace all the actions carried out on its information system and to make, in accordance with the regulations in force, reports in the event of an incident affecting the customer’s data.
• Means to ensure the continued confidentiality, integrity, availability and resilience of processing systems and services.
• Means to restore data availability and access in a timely manner in the event of a physical or technical incident.
• Procedures to regularly test, analyze and evaluate the effectiveness of technical and organizational measures to ensure safe processing.

No personal data is transmitted outside the European Union.

In accordance with the regulations, EVERIENCE undertakes not to transfer the personal data processed within the framework of the service contract outside the European Union or so-called «adequate protection» countries, without the prior written consent of the Data Controller in order to proceed, prior to the transfer to:

• The implementation of appropriate safeguards as provided for by the applicable regulations on the protection of personal data (implementation of CCT)
• Informing the people involved.