GDPR Charter

INFORMATION NOTICE FOR APPLICANTS

PREAMBLE

The purpose of this document is to inform you about how your personal data are used and to remind you of your rights when you apply for a job vacancy, regardless of the method of submission (post, email, recruitment platform,etc.).

Information identified as mandatory during our exchanges must be provided in order to enable us to process your application.

1.   The data controller

The name and contact details of the data controller responsible for processing your personal data, as well as, where applicable, the contact details of its Data Protection Officer (DPO), are specified in the job advertisement to which you are responding.

If you are not applying in response to a specific advertisement, the data controller is the entity to which you are submitting your application; its contact details, and where applicable those of its Data Protection Officer, will be provided to you during subsequent communications with that entity.

2.   Use of personal data: purposes and legal bases for processing

We collect and use your personal data:

o      At your request (for the purposes of taking pre-contractual steps at your request) in order to assess your application with a view to potential recruitment. In this respect, our recruitment process does not involve any automated decision-making [however, we may use solutions designed to facilitate and improve our processes, such as artificial intelligence tools enabling the summarisation and standardisation of applications];

o      Subject to your right to object (see the section “Your rights and safeguards” of this information notice), for the purposes of our legitimate interests in improving our recruitment processes, which have been balanced against your own interests in connection with your job search. This includes the ability to ensure a non-discriminatory recruitment process free from any conflict of interest, to produce HR metrics in order to improve our procedures, to send you satisfaction surveys, and to invite you to recruitment events;

o      On the basis of your consent :

§  to include your profile in our candidate database, enabling you to be contacted in the event of new job opportunities matching your expectations;

§  to measure the opening rate of our email communications in order to ensure that they are properly received;

§  to measure the audience of our recruitment website and improve it (analysis of the number of pages viewed, visitor traffic on job postings, etc.).

You may withdraw your consent at any time (see the section “Your rights and safeguards” of this information notice).

3.   Methods of collection of your personal data

Data relating to your application are primarily collected directly from you at the time of your application and, where applicable, throughout the recruitment process (interviews, etc.). They are necessary to respond to your request; without them, we will not be able to review your application

Certain personal data (in particular references) may also, unless you object (see the section “Your rights and safeguards” of this information notice), be collected indirectly through third parties (such as former employers, service providers involved in the recruitment process, or publishers of publicly available online profiles intended for this purpose).

4.   Recipients of your personal data

Your application and all subsequent information collected will be shared with the recruitment teams and with members of the team concerned by the position to be filled.

Subject to your consent to be included in our candidate database, your data may be shared with other entities of the Bolloré Group that may be interested in your application.

All or part of your data may also be made accessible (i) to external companies and internal entities within the Group involved in the recruitment process acting as data processors within the meaning of applicable regulations, under the control of the data controller (e.g. IT service providers, external recruiters, temporary work agencies, academic institutions, etc.); or (ii) to entities acting as independent data controllers (such as external recruiters, including headhunters, or temporary work agencies).

5.   Transfer of your personal data outside the European Economic Area (EEA)

We inform you that the operations necessary for processing your data are carried out within the EEA. However, our processor providing the platform we use may transfer a limited amount of personal data outside the EEA, to the United Kingdom, which benefits from an adequacy decision by the European Commission allowing such transfers.

If you have applied for a position or, during the recruitment process, expressed an interest in a position located in or relating to a Group entity outside the EEA, your personal data will be transferred to the recruitment teams and relevant staff located outside the EEA in order to respond to your request, in the context of implementing pre-contractual measures taken at your request. This constitutes the legal basis for the transfer where the country concerned does not benefit from an adequacy decision of the European Commission.

To find out more about the level of protection afforded by such country or countries, you may consult the following table:

6.   Retention periods for your application data

Personal data collected in the context of your application are retained until the end of the recruitment process. Certain purely statistical data will subsequently be retained for a longer period, after having been anonymised, for a duration of two (2) years for the purpose of producing HR metrics.

If you so wish, your data will be retained for a maximum period of two (2) years from the date of your consent, in order to enable us, where applicable, to contact you regarding new opportunities corresponding to your profile. You may withdraw this consent at any time (see the section “Your rights and safeguards” of this information notice).

If you are hired, your data will be included in your HR file and retained in compliance with the employer’s legal obligations, under conditions of which you will be informed in advance.

7.   Your rights and safeguards

In accordance with Articles 15 et seq. of the General Data Protection Regulation of 27 April 2016, you have the right of access, rectification, objection, erasure, restriction of processing, and portability relating to your personal data. Individuals located in France also have the right to provide instructions regarding the handling of their personal data after their death. You may exercise your rights at any time:

-        by logging into your candidate account;

-        by sending your request securely to dpo@automatic-systems.com, together with any information enabling us to verify your identity (for example, a one-time identity document provided via the French public service “France Identité” (https://france-identite.gouv.fr/) or an encrypted copy (using a tool such as 7-Zip or Zed!) of an identity document bearing your signature). We will make every effort to respond to your request within a reasonable timeframe and, in any event, within the time limits set by applicable law. If you consider that we have not satisfactorily responded to your request, you may contact the Data Protection Officer of the recruiting entity (see the section “The Data Controller”). You also have the right to lodge a complaint with the competent supervisory authority (in France, the CNIL).

We may, in the cases and within the limits provided by applicable regulations, refuse to comply with certain requests relating to your rights (in particular the right to erasure) on legitimate grounds, such as the need to establish, exercise or defend legal claims.