This Privacy Policy sets out the processes and procedures that Shopmium SAS and Quotient Technology Limited (together the "Shopmium Group of Companies") (also referred to as "we" and "Shopmium") have set up in connection with the collection, use and disclosure of data that candidates provide to us as part of the application process.
By submitting your data (directly, or indirectly for example through a recruitment agency or an online job portal), you acknowledge the terms of this Privacy Policy and agree to our collection, use and disclosure of your personal data and the exercise of your rights.
Data that you provide directly to us
You provide our Human Resources Department with personal data for different purposes at different steps of the application process. To simplify things, we have divided the main processing areas into several parts described below.
Application and Provisional Offer Stage:
We process your personal data for the following purposes:
- to confirm your identity and right to work; and
- to ensure that you have the skills and qualifications required to successfully perform the proposed position.
For the purposes set out above, our processing is necessary for the conclusion of an employment contract.
We may collect certain special categories of data or sensitive data relating to health or disability status and other similar data to make reasonable adjustments to the workspace as applicable, and to meet our obligations under applicable health and safety laws and regulations. This data is provided voluntarily and will only be collected on the basis of your explicit consent.
Depending on the position the candidate is applying for, we may also need to check their criminal record and financial integrity. This may entail the processing of special categories of data relating to ongoing criminal convictions and information on your credit status. We call upon third party service providers in this respect, including Sterling (EMEA) Ltd.
We process this data, as applicable, to determine your suitability for employment within the framework of our obligations as an employer. We ensure that appropriate safeguards are applied by using only third parties who offer adequate guarantees, and by carrying out these checks only if they are necessary and relevant to the performance of a position. If you are not willing to provide this data, then we may not be able to process your application.
Data provided indirectly
Within the framework of our recruitment process, we may need to obtain references regarding your previous positions and qualifications. Under these circumstances, we may ask you to provide us with references, and we may contact these references to subsequently validate your employment history and skills (after you have confirmed that you have submitted your resignation to your current employer, as applicable). This verification of your experience and qualifications is in accordance with our legitimate interests. If you choose not to provide this information, we may not be able to process your application.
Record keeping
If your application is successful, your data will be stored pursuant to the Privacy Policy relating to Personnel.
If your application is not successful, we may retain your data in our talent pool for future vacancies and/or other applications that you have made for a job we offer; in accordance with our legitimate interest in contacting you regarding future positions that may match your profile. The maximum timeframe during which we will keep data from unsuccessful applications is two years from the submission date of your application. If you do not want us to retain your data to contact you about future positions, simply inform us and we will delete it. Please note that we may retain pseudonymised data and, as applicable, anonymised statistical data to help us improve our recruitment-related activities.
Sharing of information
We may share your data within the Shopmium Group of Companies and with third party service providers for the purpose of collecting, processing and validating your personal data to support your application. These service providers will only have access to the personal data necessary to provide the service concerned and will not be used for any other purpose. They shall also use them in accordance with data protection laws, including by taking appropriate security measures to protect said personal data. Where one or several of these service providers are located outside the EEA, we ensure that appropriate and documented guarantees are in place.
Security
We take the security of your data very seriously. We apply physical, electronic and administrative security measures to protect the data we collect about you from unauthorised or unlawful access within the framework of processing, and from accidental loss, destruction or damage.
Access to personal data and exercise of your rights
We will respond to the following requests in respect of the exercise of "individual rights" with regard to any personal data we process:
- to be informed of the data processing;
- to access the data;
- to object to or limit certain processing activities;
- to correct inaccurate data; and
- to request that some data be deleted.
- to exercise "portability" of the data (transferring data to another data controller in a readable format); and
- to object to the way in which we process personal data.
We will seek to respond to requests for the exercise of individual rights as soon as possible. Legally, we have a maximum of one calendar month from the date of receipt to reply to it (which may be extended in the event of complex or voluminous applications) as long as:
- you have provided all information that is reasonably required to confirm your identity and have clarified to us the relevant personal data you are requesting; and
- we have not yet responded to the same or similar request within a very short timeframe.
Please note that if we receive a request, we will be required to balance your rights with all the obligations we are subject to as data controller in the framework of personal data processing, for example because we have a mandatory legal obligation to retain such data. If we are unable to respond positively to a request, in whole or in part, we will clearly explain the reasons.
Who to contact and who to file a complaint to
If you apply for a position in our Paris office, the relevant data controller is Shopmium SA and the supervisory authority to which you can file a complaint is the Commission Nationale de l'Informatique et des Libertés: (https://www.cnil.fr). Please contact us at: contact@shopmium.com.
If you apply for a position in our London office, the Data Controller is Quotient Technology Limited and the Supervisory Authority to which you can file a complaint is: the Information Commissioners Office (www.ico.org.uk/concerns). Please contact us at: contact.uk@shopmium.com.