Candidate Privacy Notice
Last modified: September 17th 2022.
- What you need to know: a quick overview
- 1. Introduction
- 1.1 About this Privacy Notice
- 1.2 Definitions
- 1.3 Scope
- 2.Which information do we collect about you and why?
- 2.1 Candidate’s data processing
- 2.2 Referral contact’s data processing
- 2.3 General data processing
- 3. How long do we keep your information?
- 4. With whom we share your information?
- 4.1 Within Aircall
- 4.2 Outside Aircall - sharing your Personal Data with other companies
- 4.3 Personal Data Transfer outside of the European Union
- 5. Your rights and choices
- 6. Contact us
- Annex 1 - Types of Personal Data
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 European Economic Area (“EEA”). 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 .
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 22 19 MARTIN PLACE SYDNEY NSW 2000 (Australia), ACN 646 704 314; and
Aircall.io, Inc., a Delaware corporation with offices at 381 Park Ave South, Floor 16, New York, New York 10016, (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.
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), 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.
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:
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
We identify potential Candidates suitable for a position at Aircall and collect and process their publicly available information, including name, publicly available professional and formation information and contact information to assess their suitability, make contact and extend an invite to apply for a position at Aircall.
We manage Candidates’ recruitment records and files. We collect and further process the information you provide in your application, including CV or resume, and combine them with the position you applied for, your publicly available career and formation information, as well as your recruitment and employment history with Aircall, where available.
We perform your skill and compatibility assessment. We collect, assess, and record your completed case studies, tests, and other submissions together with interview and reference notes and assess your suitability for the job position you applied for.
We communicate with you during the recruitment process and when extending a job offer to you.
We prepare an offer letter and an employment contract for successful Candidates.
We can provide successful candidates with work authorization and assist with obtaining a visa or work permit.
We maintain a list of exclusions in case of inappropriate conduct during the recruitment process (serious breach of employee obligations, physical or verbal aggression, harassment, racial or unethical conduct, and other grave unacceptable conduct).
We have opinion and engagement surveys sent to candidates to improve our recruitment process
We process Equal Employment Opportunity (EEO) surveys to comply with our legal obligation under anty-discrimination laws. (where applicable e.g. in USA)
Is it LEGIT?
We have a legitimate interest in searching for suitable prospective candidates for the job position we are looking to fill.
These activities are also necessary to consider you for employment opportunities at Aircall and fulfil our pre-contractual obligations with you.
We need to do them to meet our role and legal obligations as your future employer.
We have a legitimate interest in making Aircall a safe environment for its employees, therefore we keep a list of unsuitable candidates who showed inappropriate behaviour during the recruitment process.
We also have a legitimate interest in developing and improving our recruitment process.
WHICH Personal Data we use for that reason?
Prospective Candidate CV database
We maintain a database with prospective Candidates to offer to or inform them of new employment opportunities at Aircall. We record Candidate CVs or resumée, along with notes of the previous recruitment process, if applicable, to provide prospective Candidates with information on relevant job positions.
Is it LEGIT?
We have a legitimate interest in keeping in touch with prospective candidates that we believe would be a good fit at Aircall to inform them of a suitable position they may be interested in as well as considering you for future positions likely to interest you in view of the content of your CV.
You can request your information not to be processed after the end of your participation in the recruitment process you entered into at any time by sending an email to firstname.lastname@example.org.
We may also ask you for your consent with the use of your personal data to identify future employment opportunities for you if you do not submit candidacy for another position for more than two years after the latest recruitment process. This is completely voluntary for all Candidates; Aircall will always give you the choice of providing consent for the use of your Personal Data to identify future employment opportunities for you.
You can withdraw the consent provided at any time by sending an email to email@example.com. Please note that the withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
WHICH Personal Data we use for that reason?
2.2 Referral contact’s data processing
Referral contact management
We request Referral contacts to validate Candidates qualification, experience and suitability for the role they are applying for. We collect Referral contact‘s name, contact information, current job position and employer information, and information on the relationship with the Candidate. Yes! We have a legitimate interest in validating Candidate’s qualifications, experience, and suitability for a job position.
Is it LEGIT?
We have a legitimate interest in validating Candidate’s qualifications, experience, and suitability for a job position.
WHICH Personal Data we use for that reason?
2.3 General data processing
Legal and compliance purposes
We may need to use your Personal Data in compliance activities, including for example handling your requests and complaints, and answering to authorities’ requests related to the hiring process in question, conducting internal reviews or audits into alleged misconduct or violation of law, internal policies or procedure. Yes! We have a legitimate interest in being able to demonstrate Aircall’s compliance with applicable laws and internal procedures.
Is it LEGIT?
We have a legitimate interest in being able to demonstrate Aircall’s compliance with applicable laws and internal procedures.
WHICH Personal Data we use for that reason?
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 3 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 of the European Union
Within your Personal Data processing, as described hereinabove, your Personal Data is transferred to recipients (Aircall employees and third party providers outside Aircall) located outside the EEA to countries not recognized by the European Commission as providing an adequate level of protection to the Personal Data.
Aircall takes appropriate measures to ensure that your Personal Data remain adequately protected as required by applicable laws, through the use of standard contractual clauses approved by the European Commission and other data transfer safeguards. 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 you are a citizen of the EEA or your Personal Data is used by one of the Aircall companies located in the EEA, 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 firstname.lastname@example.org. 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 your local authority or the CNIL (Commission nationale de l'informatique et des libertés - the French national data protection authority). 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 email@example.com.
Annex 1 - Types of Personal Data
Types of Personal Data
Category of Personal Data
Types of Personal Data (examples)
Information to identify you:
Name, address, telephone, e-mail addresses, images
Professional background information:
Your CVs, diplomas, resumes and/or application forms
Interview and recruitment assignment information:
Details from interviews and outcomes of any recruiting exercise you complete, including personality/reasoning ability tests
Notes from discussion with the Referral contact, professional/formation relationship of the Candidate with the Referral contact
Information required to prepare the employment contract:
Resignation letter, agreed benefits and compensation, terms of employment
Additional information required for VISA process:
Personal data included in the VISA/work permit application (may include birth forename, date and place of birth, gender, nationality/nationalities, current address, telephone number, email address, occupation, details of your travel document), a copy of current work permit/current VISA, current VISA/work permit status and expiration date
Employment preference information:
Information about the type of employment you are looking for or may be interested in, including targeted compensation, benefits and other job preferences
Publicly available professional and formation information:
Profile information, academic qualifications and work experience from publicly available sources relevant for the hiring process, e.g. your LinkedIn profile
Information relating to grievance and other recruitment related processes:
Interview/meeting notes, correspondence
Information on recruitment process results:
Results of your candidacy, stage of the recruitment process your candidacy ended, reasons for the end of your candidacyInformation of the EEO survey (USA Only)gender, ethnicity, race