The present information sheet (hereinafter referred to as the “Notice“) deals with the processing of the personal data of candidates for a position with Architecture W orkshop 2 (hereinafter referred to as “you“).
Your personal data is processed in accordance with the terms of this Notice. The aim of this Notice is to inform you about the processing of your personal data and to present to you the undertakings given by Architecture W orkshop 2 in terms of personal data protection.
1. Who collects and processes your personal data?The information collected when your application is examined is processed by Architecture Workshop 2 in its capacity as data controller, a limited liability company recorded in the Paris Tarde and Company Register under number 410 551 865 with share capital of 5,600.00 Euros, and whose head office is located at 74 rue Bonaparte, 75006 Paris, represented by Sophie Levent, acting as the Director ofHuman Resources (“AW²”).
2. For what purposes is your personal data processed?Your personal data is processed by AW², in its role as data controller and within the scope of its recruitment process, for the specified, explicit, and legitimate purposes that are described hereinafter. Data processing for the following purposes is necessary for the execution of the pre-contractual measures taken at your request:
- Application processing;
- Interview management.
- Receipt, registration and classification of CVs;
- profile searching.
3. What categories of personal data are processed, and where does this data come from?AW² only processes the personal data that is strictly necessary for it to serve the purposes that are described above, which includes the following categories of information:
- ldentity data : title, sumame, first name, age, postal address, email address, telephone number;
- Work-related data: work experience, education, all information usually contained in a CV, evaluation of the candidate and the results of the practical assessment, where applicable.
4. Who are the recipients of your personal data?In compliance with applicable texts the processed data is communicated to the recipients indicated below when this is necessary within the scope of recruitment management. Within AW², personal data is communicated notably to the following recipients:
- The directors and/or managers directly involved in the recruitment;
- Members of staff who have exchanged with the candidates, or any other authorized member of staff.
- AW²’ s recruitment agency partners;
- AW²’ s suppliers and sub-contractors (IT service providers) ;
- The AW² branch located in Geneva (Switzerland).
5. Sub-contractingWhen AW² makes use of sub-contractors, it will only communicate your personal data to them after having obtained an undertaking and guarantees as to their capacity to comply with these safety and confidentiality requirements for personal data. Moreover, agreements are concluded between AW² and its sub-contractors in compliance with applicable regulations.
6. Is personal data transferred outside the European Economic Area?The different categories of personal data that are processed by AW² as set out above may be the subject of a data transfer outside the European Economie Area. If those countries have not been the subject of an adequacy decision by the European Commission, transfers of personal data to said third countries are govemed through the conclusion of the standard contractual clauses adopted by the European Commission, or by means of any other suitable guarantee as set out in the GDPR. Generally, when we transfer your personal data outside the European Economie Area we will always do so in a secure and lawful manner:
- Either by transferring the personal data to a recipient located in a country that has been the subject of an adequacy decision by the European Commission certifying that it has a suitable level of personal data protection;
- Or by implementing or having implemented the standard contractual clauses that have been approved by the European Commission as guaranteeing a suitable level of personal data protection;
- Or by providing all appropria te safeguards as set out in article 46 of the GDPR.
7. What time limits are applicable to the storage of processed data ?Data concerning successful candidates will be kept for the period of their employment. Data concerning unsuccessful candidates will be kept until the end of the recruitment process or for a period of two (2) years from the end of the recruitment process if the candidate consents to their data being kept. Beyond that period personal data may be archived as documentary evidence or for the purposes of proof (for example in the event of a dispute).
8. How is the processed data protected?AW² attaches particular importance to the safety of the personal data that it processes. AW² has put into place the appropriate technical and organisational safety measures in order to protect personal data from destruction, loss, alteration, the unauthorized disclosure of or unauthorized access to said personal data.
9. What are your rights?You have the following rights in relation to the processing of your personal data.
a) The right of accessYou can obtain confirmation that your persona! data has or has not been processed. If your persona! data has been processed you have the right to request a copy of the personal data that has been processed and the following information concerning:
- the purposes of processing;
- the categories of personal data concerned;
- the recipients, or the categories of recipient, to which the personal data has been or will be communicated, and in particular recipients based in third countries or international organisations;
- where possible, the length of time the personal data will be kept or, where this is not possible, the criteria used to determine such length of time;
- the existence of the right to ask the data controller to correct or erase your personal data, the right to request restrictions on the processing of your persona! data, the right to object to said processing;
- the right to make a claim to a supervisory body;
- information relating to the source of personal data in cases where persona! data has not been collected directly from you;
- the existence of automated decision-making, including profiling, and if this is the case the relevant information on the underlying logic, the significance, and the planned consequences of such processing as far as you are concerned;
- if personal data is transferred to a third country or an international organisation, information about the appropriate safeguards.
b) The right to rectificationYou can request that your personal data be rectified and/or completed in the event that it is inaccurate, incomplete, ambiguous, or out of date, and this without undue delay.
c) The right to erase dataYou can request that your data be erased if one of the following grounds is applicable:
- Personal data is no longer needed with regard to the purposes for which it had been collected or processed in another way;
- You object to your persona! data being processed when there is no compelling legitimate ground for processing;
- Personal data has been unlawfully processed;
- Personal data must be erased in order to comply with a legal obligation that is set out in European Union law or in the law of a member state to which AW² is subject.
d) The right to restrict data processingYou can request that the processing of your persona! data be restricted under the conditions set out in applicable laws and regulations. Restricted data processing can be requested in the following cases:
- When you are challenging the accuracy of your persona! data: the restriction on processing must be irnplemented until AW² is able to check the accuracy of the persona! data in question;
- Processing is unlawful but you object to the personal data being erased: restricted processing is then an alternative to the erasure of personal data;
- AW² no longer needs to process the personal data but you need the personal data for the establishment, exercise, or defence of rights before the courts; You object to processing: the restriction on processing must be implemented during the period of checking whether the legitimate grounds pursued by AW² prevail over yours.
e) The right to object to data processingYou have the right to object, at any time, for reasons that are specific to your particular situation, to the processing of personal data the legal basis for which is AW²’s legitirnate interest. If such right is exercised, AW² will no longer process the data that is subject of the right to object, unless it can prove legitimate and compelling grounds on which to continue said processing. Those grounds must override your interests, together with your rights and freedoms, or processing must be justified by the establishment, exercise or defence of rights before the courts.
f) The right to data portabilityYou have the right to:
- Request that your personal data is provided to you in a structured, commonly used, machinereadable format;
- Transfer this personal data to another data controller.