Candidate Privacy Notice

What you need to know: a quick overview

Thanks for being interested in job opportunities at Aircall or providing referrals for Aricall candidates! To be able to consider you directly or your Referee contact for a job position with Aircall we have to collect and use your personal information.

At Aircall, we respect your privacy and we are committed to protecting your personal information!

We will use your personal data for legitimate purposes connected to your participation in the recruitment process at Aircall, such as:

• managing your application and your recruitment journey,

• communicate with you throughout the recruitment process,

• conducting pre-offer reference checks,

• carry out pre-employment administration (e.g. preparation of offer letter, VISA assistance),

• keeping recruitment records,

• conduct data analytics reporting and

• protect our systems and legal interests and complying with legal regulations.

Some of your information may be accessed, stored and used in third countries outside the country you are located in or the country where the job you apply for is located. Even in those cases, we seek a high level of protection of your personal information.

You have a variety of rights and choices in relation to Aircall’s processing of your personal information – to exercise them or to raise a question, please contact us by email at Talent Acquisition talent.privacy@aircall.io.

If you do not provide us with the Personal Data we request from you, we may not be able to process or assess your application for a position with Aircall.

1. Introduction

1.1 About this Privacy Notice

By means of this Privacy Notice, Aircall provides you with information about how it uses Personal Data of candidates and referral contacts.

In particular, it describes what Personal Data Aircall collects about you, why Aircall needs it, how it is used and what protections are in place to keep it secure.

The Data Controllers of your Personal Data are the following Aircall companies:

• Aircall SAS, a French société par actions simplifiée whose registered office is at 11-15, rue Saint Georges, 75009 Paris (France), registered with the Paris Registre du Commerce et des Sociétés under No. 807 437 595.

• Aircall Telecom SL, a Spanish sociedad limitada whose registered office is at CL Monte Esquinza No 30 PISO BJ, PTA IZ, 28010 Madrid (Spain), NIF: B88625694;

• Aircall Pty Ltd, an Australian proprietary company, limited by shares, whose registered office is at Level 13, 4-6 Bligh Street, SYDNEY NSW 2000 (Australia), ACN 646 704 314; and

• Aircall.io, Inc., a Delaware corporation with offices at 44 W 28th St, 14th Floor, New York, New York 10001, (USA).

• Aircall UK Ltd, a private company limited by shares governed under the laws of England and Wales, whose registered office is at 12 New Fetter Lane, London, United Kingdom, EC4A 1JP, registered with the Registrar of Companies under No. 13885574.

Aircall companies may process your Personal Data independently as separate Data Controllers or together as Joined Data Controllers depending on the decision makers and talent acquisition team members involved in the recruitment process.

1.2 Definitions

By “Aircall” or "us"/"we" we mean, depending on the context, the Aircall group of companies or a particular entity/entities identified herein as a Data Controller.

By “Personal Data” we mean any data or information that enables the identification of an individual (whether directly or indirectly), such as their family name, first name, photograph, post address, email address, telephone number, CV or resumé, data relating to recruitment process, communication with us, IP address, cookies, as well as any other information about them. Under this term we also cover all personally identifiable information (PII) or personal information, as may be defined by certain regulations.

By “Data Controller” we mean the Aircall company that determines the purposes and means of processing and is generally responsible, under the data protection laws, for processing your personal data.

By “Joint Data Controller” we mean two or more Aircall companies that determine together the purposes and means of processing and are generally jointly responsible, under the data protection laws, for processing your personal data.

1.3 Scope

This Privacy Notice applies to the processing of your Personal Data by Aircall if you are:

• A candidate (prospective, current, or former) for a job at one of the Aircall companies defined hereinabove; or

• A referral contact referred to us by a candidate to provide reference on candidate’s skills and capabilities. (“Candidates” or where applicable “Referral contacts”, “you”).

2.Which information do we collect about you and why?

We collect and use your Personal Data for:

• Recruitment management;

• Prospective candidate CV database;

• Referral contact management;

• Legal and compliance purposes.

If you want to understand what these purposes mean and how we justify them, take a look at the tables below.

If you want to better understand which Personal Data fall into the categories mentioned in the tables below, see Annex 1 below.

2.1 Candidate’s data processing

2.2 Referral contact’s data processing

If you provide us with Personal Data of other individuals (such as referee contact information) please ensure that they consent to you providing us with their information and that they are aware of the information in this Privacy Notice.

2.3 General data processing

3. How long do we keep your information?

Your Personal Data will be stored for the duration of 2 years after your last participation in a recruitment process with Aircall or 2 years after you granted your consent with the processing of your Personal Data, then suppressed. Where necessary to protect our legal interests after the end of the recruitment process you participated in we will store your Personal Data for a period corresponding to the applicable statutory limitation period.

Aircall may, instead of destroying or erasing your Personal Data, make it anonymous so that it can no longer be associated with or tracked back to you.

4. With whom we share your information?

4.1 Within Aircall

Aircall employees participating on your recruitment process have access to your recruitment file in Aircall’s recruitment management system (also referred to as ATS) (Lever) and the Personal Data:

• inserted in by them,

• collected from publicly available professional resources (LinkedIn),

• provided by recruitment agency you submitted your Personal Data to provide you with job opportunities, and/or

• the Personal Data you have inserted in our hiring management system.

Aircall employees have this access according to their assigned recruitment role for given recruitment process regardless of their location and region. Thus, be aware that your Personal Data will be available not only to Aircall employees in the country the job position is located in, but also to Aircall employees located anywhere else in the world and employed by Aircall. This is necessary for smooth internal collaboration on a global level, i.e. what we call legitimate business purposes.

In case you’ve been referred by an Aircall employee upon your request or consent, we share your hiring progress status with your referrer.

On top of that, your Personal Data can be accessed by the relevant Aircall departments, such as IT, HR or legal, but only to the extent necessary to fulfil their respective tasks.

4.2 Outside Aircall - sharing your Personal Data with other companies

Aircall needs to disclose your Personal Data to the following other companies (external third parties):

• Third parties, acting as Aircall’s processors, who provide products or services to Aircall, such as recruitment and HR management system and recruiters;

• Any regulatory or legal authority, administrative body or entity as required by applicable laws and regulations.

Aircall will comply with applicable laws and regulations in disclosing your Personal Data to third parties. Before we provide your Personal Data to any third party, we make sure that the third party is a trustworthy partner and maintains adequate privacy and security standards. We also check with our legal team that all necessary contracts, including for maintaining confidentiality and ensuring security, are in place to protect your Personal Data.

4.3 Personal Data Transfer outside your location or country of job location

As part of the processing of your Personal Data, as described hereinabove, your Personal Data may be transferred to recipients (Aircall personnel and third party providers outside Aircall) located outside the the country you are located in or/and country of job location.

In such cases, Aircall takes appropriate measures to ensure that your Personal Data remains adequately protected as required by applicable laws.

If you and/or the job are located in the UK or the European Economic Area (EEA), please note that your Personal Data may be processed in countries not recognized by the relevant authority as providing an adequate level of protection to the Personal Data, such as India. Transfers of Personal Data to these countries will be made pursuant to appropriate safeguards, such as standard contractual clauses approved by the European Commission / UK Parliament or other data transfer safeguards.

For transfers outside of other countries, where required by applicable law, we apply the substantive requirements of the standard contractual clauses.

We only share your Personal Data with trustworthy providers, which ensure high level security and privacy guarantees and which were vetted by Aircall’s legal team.

In other cases, your Personal Data will not be supplied to third parties, except when required by law or to defend Aircall’s rights or property.

You are invited to contact us for more information.

5. Your rights and choices

In any case where Aircall processes your Personal Data as a Data Controller, you have the following rights, as available and except as limited under applicable law:

• Right to access and obtain a copy of your Personal Data;

• Right to rectify your Personal Data if inaccurate or outdated and/or supplement them if incomplete;

• Right to object to the processing of your Personal Data, if the processing of your Personal Data is based on legitimate interests;

• Right to erase your Personal Data;

• Right to withdraw your consent, at any time, to any processing of your Personal Data that is solely based on your consent;

• Right to portability according to which you have the right to move, copy or transmit your Personal Data relating to them, when legally applicable;

• Right to restrict or limit the processing of your Personal Data, when legally applicable;

• Right to set guidelines regarding the use of your Personal Data after your death.

To get more information on your particular rights and exercise them, please contact us by email at Talent Acquisition talent.privacy@aircall.io. Please bear in mind that your rights and choices may be subject to permissions and exceptions stated by the law. As much as we will strive to accommodate your request to the maximum extent, we may not always be able to do so fully. Our Talent Acquisition team will always be at your disposition to discuss your request.

In the event of any dispute, claim, question or disagreement arising from or relating to this Privacy Notice or breach thereof, you may lodge a complaint with a supervisory authority, being it the CNIL (Commission nationale de l'informatique et des libertés - the French national data protection authority) or your local authority (e.g. if you are located in Australia, the Office of the Australian Information Commissioner (OAIC). That said, we invite you to first contact us, state the grounds of your complaint and provide any supporting evidence so that we can try to find an amicable resolution.

6. Contact us

To exercise any of your rights listed in this Privacy Notice, if you have questions regarding this Privacy Notice, or if you want to share your concerns about our processing of your Personal Data, please contact us by email at Talent Acquisition talent.privacy@aircall.io. We will take reasonable efforts to resolve any issues in a reasonable time.

Annex 1 - Types of Personal Data