Candidate Privacy Policy

At a glance. Controller: AXIOCAP SAS, 143 rue Albert Viger, 34070 Montpellier. Data protection officer: dpo@axiocap.com. Retention: 2 years maximum after your application. Complaints: CNIL, 3 place de Fontenoy – TSA 80751, 75334 Paris Cedex 07.

01 What is the purpose of this policy?

The confidentiality of the personal data of candidates applying for a position at AXIOCAP, a simplified joint-stock company registered under SIREN number 853 941 474, with its registered office at 143 rue Albert Viger, 34070 Montpellier, is for us a mark of seriousness and trust.

Our personal data privacy policy reflects our commitment to applying, within our company, the rules governing the protection of personal data and, in particular, those of the General Data Protection Regulation ("GDPR").

In particular, this privacy policy is intended to inform you how and why we process your personal data when you apply for a position at Axiocap.

02 Who is this privacy policy for?

This privacy policy applies to anyone applying for a position at AXIOCAP, throughout the recruitment process, whether the application is for a published vacancy, a speculative application or a recruitment carried out through an external agency, and regardless of the nature or duration of the role offered (including type of employment contract, temporary assignment, internship and so on).

03 Why do we process your personal data, and on what basis?

As a recruiter, we necessarily process your data to manage recruitment (for example interviews, processing applications, salary negotiations), any travel that may arise in connection with that recruitment, and the security of our premises.

Processing is carried out on the basis of the pre-contractual steps taken at your request as part of the recruitment process, our legitimate interest in recruiting and selecting candidates and, for checking your right to work and taking account of any disability, the legal obligations that apply to us as an employer.

04 How did we obtain your personal data?

Your data is collected directly from you through your application and your CV, and we undertake to process your data only for the reasons described above.

However, we may also obtain your personal data indirectly from recruitment agencies where you have given them your prior consent.

05 What personal data do we process, and for how long?

• Personal and professional identification data provided in the candidate's CV and cover letter (for example surname, first name, date of birth, nationality): kept for the duration of the recruitment process and for a maximum of 2 years after your application.
• Contact details provided in the candidate's CV and cover letter (for example email address, telephone, LinkedIn profile): kept for the duration of the recruitment process and for a maximum of 2 years after your application.
• Data relating to personal and professional life provided in the candidate's CV and cover letter (for example qualifications, interests, certificates, age, marital status, driving licence): kept for the duration of the recruitment process and for a maximum of 2 years after your application.
• Economic and financial data (for example salary, bonuses) provided during interviews: kept for the duration of the recruitment process and for a maximum of 2 years after your application.
• Specific data (for example residence permit) provided by the candidate during recruitment: kept until the end of the employment relationship where the candidate is recruited, and deleted after the recruitment process where the application is unsuccessful.
• Relevant and required special category data (for example disability status) provided in the candidate's CV and cover letter: kept for the duration of the recruitment process and deleted once that process ends.
• Identity documents (for example passport or identity card) provided during the recruitment process: deleted once the candidate has been recruited or not.
• Connection data (for example IP address and logs), where you applied through our website: kept for a maximum of 12 months.

Once the applicable retention periods expire, the deletion of your personal data is irreversible and we will no longer be able to provide it to you. Axiocap does, however, reserve the right to keep anonymised data for statistical purposes.

Where you are hired, the data collected during the recruitment process is automatically transferred to your personnel file and becomes subject to the employee data privacy policy.

In the event of a dispute, we are required to keep all personal data concerning you for as long as the matter is being handled, even after the retention periods described above have expired.

06 What rights do you have to control the use of your personal data?

The applicable data protection rules grant you specific rights that you may exercise at any time, free of charge, in order to control the use we make of your data.

• The right to access and obtain a copy of your personal data, provided the request does not conflict with business confidentiality, confidentiality obligations or the privacy of correspondence;
• The right to rectification of personal data that is inaccurate, out of date or incomplete;
• The right to object to the processing of your personal data where it is based on our legitimate interest, unless there are compelling legitimate grounds for the processing which override your interests, rights and freedoms;
• The right to request the erasure (the "right to be forgotten") of your personal data where it is not essential to the proper functioning of our services;
• The right to restriction of processing of your personal data, which freezes the use of your data where the lawfulness of the processing is contested;
• The right to data portability, which allows you to retrieve part of your personal data in order to store it or transmit it easily from one information system to another;
• The right to give directions on what happens to your data after your death, either yourself or through a trusted third party or a beneficiary.

For a request to be taken into account, it must be made directly by you, or by your representative, to the following email address: dpo@axiocap.com.

Requests may not come from anyone other than you or your representative. We may therefore ask you to provide proof of identity where there is doubt as to the identity of the applicant, together with evidence of authority to act.

We will respond to your request as quickly as possible and within a maximum of one month from receipt, unless the request is technically complex or we receive a large number of requests at the same time. In that case, the response time may be up to three months.

Please note that we may always refuse to respond to a request that is excessive or unfounded, in particular where it is repetitive.

07 Who can access your personal data?

Your personal data is processed by our recruitment teams and by our technical service providers for the sole purpose of managing our recruitment.

08 Can your personal data be transferred outside the European Union?

Personal data processed as part of recruitment is hosted exclusively within the European Union.

09 How do we protect your personal data?

We implement all the technical and organisational measures required to guarantee the security of your data day to day and, in particular, to guard against any risk of destruction, loss, alteration or unauthorised disclosure of your data (for example secure access controls and antivirus software).

10 Who can you contact for more information?

Our Data Protection Officer ("DPO") is always available to explain in more detail how we process your data and to answer your questions on the subject, at the following address: dpo@axiocap.com.

11 How can you contact the CNIL?

You may at any time contact the French data protection authority, the "Commission nationale de l'informatique et des libertés" or "CNIL", at the following address: Service des plaintes de la CNIL, 3 place de Fontenoy – TSA 80751, 75334 Paris Cedex 07, or by telephone on 01.53.73.22.22.

12 Can this privacy policy be changed?

We may change our privacy policy at any time to adapt it to new legal requirements and to any new processing activities we may carry out in the future.