Exclusive Networks Data Protection Statement

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Data Protection Notice regarding recruitment

This Data Protection Notice applies to candidates who apply for jobs with us. It sets out how we process your personal data according to the General Data Protection Regulation and any other applicable data protection legislation. Other privacy policies may apply if we process your personal data in another role. Notably, successful candidates who get employed with us would become subject to our Employee Privacy Policy.

We may receive the data directly from you or through third parties, such as professional networks like LinkedIn and similar platforms, or other third parties who recommend you as a candidate for a specific job opening or for our business more generally.

Please also read our Third Party Information Notice here.

Identity of Data Controller

The Data Controller for this recruitment process is Exclusive Networks SA and its subsidiaries companies. We are located 20, quai du Point du Jour, 92100 Boulogne Billancourt, France and can be contacted by email at dpo@exclusive-networks.com.

Categories of Personal Data Processed and Why

As part of our recruitment processes, we request and process the following data relating to you for the purposes set out here:

Category Example Purpose
Contact Information Name, address, email address, telephone To contact you 

To identify where you are located, particularly where this relates to an eligibility requirement
Eligibility Information for ESR (Early Stage Researcher programmes) ESR criteria, Residency criteria, Ability to work in some countries To assess eligibility for some countries 

To ensure compliance with our obligations, e.g. work permits and visas for staff
Previous employment details Previous employer, details of role, reason for leaving To enable us to evaluate your skills and identify how you might meet the required criteria for a role
Academic Qualifications Details of your academic achievements or qualifications, including awarded grades To evaluate you against required criteria for a role 

To identify potential training needs
Other Qualifications Details of professional qualifications or certifications or membership of professional bodies To evaluate you against required criteria for a role 

To identify potential training needs
Disability Details of accommodations or adjustments that may be required to accommodate a disability To ensure we meet our obligations towards equality of access to employment 

To enable us to meet our obligations to ensure a safe working environment

We also might request information about referees (contact information), for the purpose of verifying information provided to us by you if necessary. We will not contact a referee without your prior permission.

Lawful Bases for Processing

We rely on contract as our main lawful basis for processing your data. Processing your personal data is necessary to take steps prior to entering into an employment contract with you. Based on related legitimate interests such as security, preventing fraud or inappropriate behaviour, we may also process your data based on legitimate interest. Where we rely on legitimate interest, we have run a Legitimate Interest Assessment that includes the three purpose, necessity and balancing tests, in order to ensure our processing is lawful. We may also ask for your consent where we intend to process your personal data for other purposes.

Categories of Recipient, Data Processors, and Data Sharing

Your information will be shared with the following categories of recipient:

Category Purpose
External Human Resources Consultancy To provide support in the effective and compliant operation of recruitment and selection processes
External service providers To provide support in the selection processes

 

Exclusive Networks uses several Data Processors as part of our core business operations:

Data Processors Purpose
Microsoft Email and file management / file sharing services, video conferencing platform for interviews, cloud services for data storage
HR Team Services External Human Resources service provider supporting all aspects of Human Resources; those service providers may vary depending on the role and the country
Business partners Service providers with whom cooperation is anticipated for the role; those service providers may vary depending on the role
We may also share your personal data with third parties if we are required to do so by law, or if we believe that such action is necessary to: (a) fulfil a government, or regulatory authority request; (b) conform with the requirements of the law or legal process; (c) protect or defend our legal rights or property, our websites or customers; or any other third parties with your express consent.

Data Retention

In standard circumstances, we keep data relating to successful applicants for the duration of their employment, plus a number of years that varies, depending on the law applicable in the country of employment. Data relating to unsuccessful applicants is retained for 12 months after the appointment of a candidate.

Cross Border Data Transfers

Exclusive Networks  uses EU-based service providers whenever possible, including selecting EU-based data centres for cloud services.

Where transfers outside the EU/EEA occur, these will be on the basis of:

  • An adequacy decision from the European Commission;
  • Standard Contractual Clauses, subject to additional appropriate safeguards.

Your Rights

You have the following rights in relation to your personal data processed as part of the recruitment process:

  • Right of Access;
  • Right to Rectification;
  • Right to Erasure;
  • Right to restrict processing;
  • Right to object to processing.

If you want to exercise any of these rights, please contact us at dpo@exclusive-networks.com.

With regard to Article 22 rights in respect of automated decision making, Exclusive Networks does not apply any automated profiling or decision making to our recruitment processes.

You also have the right to register a complaint with your national data protection supervisory authority. For Europe, find more here.

Our Data Protection Officer can be contacted at:

Exclusive Networks SA, 20, quai du Point du Jour, 92100 Boulogne Billancourt, France

dpo@exclusive-networks.com

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