Privacy Policy

Last updated 30/12/2020

 

At Abiomis, we highly value and respect the privacy and confidentiality of your personal data. In order to be compliant with the new European General Data Protection Regulation (GDPR), we have set out a Privacy Policy to ensure the privacy of our candidates, clients and users as this is of paramount importance to us. 

 

This Privacy Policy explains how Abiomis uses, protects and processes any information that you provide us with or that we collect from you. We advise you to read this Policy carefully and attentively to understand our best practices regarding your personal data and how the aforementioned is treated. 

 

1. How your information is collected

 

Abiomis collects personal data directly from you or from a variety of other sources, permitted under the GDPR legislation. This information is collected for the purpose of performing our core business and its accessory activities.   

 

     1.1 Website viewing options without registering 

 

Each individual is able to visit our website without disclosing his or her personal information. Visiting our website allows you to browse for jobs and use most of the options available without registering. 

We will collect only a limited amount of information from the users of our website via cookies (e.g. country location, means of connection, behavioural information such as your time spent on the website), which will allow us to manage our website services accordingly and, in turn, improve your user experience. 

 

     1.2 Registering on our website 

 

Our website offers you the possibility to register as a candidate in order to send us your application or request additional information. When sending us your application and Curriculum Vitae, an agreement on a contractual basis is established between yourself and Abiomis. We may ask you for information such as :

 

  • Personal information and contact details : full name, address, telephone number, date and place of birth, employer and function, salary etc. ;

  • Career-related information : When sending us your CV, we may also ask you for additional information such as your employment history, criteria in your job search, salary details and expectations. 

 

When you express an interest in our services by sending us your CV, creating an application, or requesting our assistance by telephone or written contact, we will use this information only for recruitment purposes.  

 

     1.3 Other ways of collection

 

As mentioned above, we may also obtain your information from various other sources permitted under the GDPR legislation. This may include, but is not limited to, social media websites (such as LinkedIn, Facebook and Twitter) as well as your application on job boards (such as Monster, Indeed etc) or when you communicate or give us your personal information at a job fair, promotional event, during a training or by using your professional network. This information can also be obtained through our website directly. If you have given these platforms consent for them to release your personal information, we can collect and use it. 

 

2. What kind of information is collected

 

As aforementioned, Abiomis can collect Personal Data directly from you or from a variety of sources, permitted under the GDPR legislation. We may collect the following information :

 

  • Personally identifiable information such as your full name, gender, place and date of birth, marital status ;

  • Your contact information including your e-mail address and telephone number ;

  • Job title, Education, skills, experience, training qualifications and other competencies, as well as your educational details, resume or CV and employment history ;

  • Third party references related to your employment or educational history as well as their contact details ;

  • Your current salary package, benefits as well as salary expectations ;

  • Your job search preferences and criteria such as your preferred location or country of employment, areas of interest etc. ;

  • Any information that is necessary for the payroll such as your registration number, salary slip or level of seniority ;

  • Evidence of your right to work in Europe e.g. work permit, driving license or any other document of proof in accordance with legal requirements ;

  • Links to your professional profile or profiles that are publicly available for example LinkedIn or any other corporate website, as well as other information found on public sources ;

  • Your preferred ways to be contacted by Abiomis ;

  • Any other additional information that you choose to provide us with or that is mentioned on your CV. 

 

3. How this information is used

 

Your personal information will only be collected and used when this is deemed absolutely necessary for the recruitment process and when the law allows us to. This information will only be processed if we have your consent to do so. This collection and retention of personal data takes place in the context of our Legitimate Business Interests, which means we have a commercial or business reason to use this information in conducting and managing our business. These Legitimate Business Interests are our legal basis for the processing of your personal information, however, we will also rely on legal obligation, contract and consent for specific uses of this data. 

 

As a provider of recruitment services, Abiomis introduces candidates to clients for permanent or fixed term employment. In this context and process, the exchange of personal data of our candidate and client contacts is indispensable. 

 

As our candidates’ long-term career goals and client recruiting needs matter to us, we maintain a database of client and candidate personal data which includes their respective history as well as current recruitment needs. 

 

When processing this information for our Legitimate Business Interests, we strongly consider any potential impact this may have on you and your legal rights. We do not use your personal data for activities where the impact on you is higher than it is in our interest, unless we have obtained your consent or are required for compliance with a regulatory or legal obligation, or if we are permitted by law.

Abiomis will also process your personal information for other legitimate commercial reasons such as the production of statistics, the analysis of the efficiency of our marketing campaigns, the analysis of the amount of visitors of the site and in order to comply with other contractual, legal or regulatory obligations.

 

4. Purpose of processing data and the legal basis for processing

 

As mentioned before, we will only use your personal information in the following situations :

 

  • Where it is in our legitimate business interests ;

  • In order to carry out a contract we have entered into with you or are about to enter in ;

  • When it is our regulatory or legal duty ;

  • When you consent. 

 

Abiomis will only collect, use, store and otherwise process your personal information for the purposes for which we collected it, being the provision of recruitment services for both our candidates and clients. This information may also be processed for other purposes if we reasonably consider that this reason is compatible with the original purpose, such as relevant information we believe will be of legitimate interest to you. 

 

If any of your personal information needs to be used for an unrelated purpose, we will notify your prior and explain the legal basis which allows us to do so. Furthermore, in compliance with the above rules, we may not process your personal information without your consent or knowledge unless where this is required or permitted by law. 

 

Should we rely on, need or want your consent to process your data lawfully for a specific activity, we will request this consent by e-mail, orally or by an online process. Your consent will be stored in our system for the record.  

5. Disclosure of your Personal Information to Third Parties

 

Abiomis will never disclose personal information to any of its clients without the candidate’s full consent. 

 

To the extent necessary or appropriate and without notifying you, Abiomis may disclose your Personal Information (name, forename, skills) to external Third Parties in the following

circumstances :

 

  • To comply with applicable laws, the service of legal process, or if we reasonably believe that such action is necessary to: (a) comply with the law requiring such disclosure; (b) protect the rights or property of Abiomis; (c) prevent a crime, protect national security or for fraud detection or prevention; or (d) protect the personal safety of individuals using our website or members of the public ;

  • To government agencies including: Police and other law enforcement agencies; regulatory and supervisory authorities; credit reference agencies and Third Parties performing sanctions and terrorism checks ;

  • To Third Parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, we will let you know ;

  • To IT consultants carrying out testing and development work on our IT systems, service providers who we may appoint as data processors and to other service providers who may be based outside the EEA ;

  • To our clients with the candidate's prior verbal or written approval, in the context of our recruitment activity for temporary or permanent employment.

6. Security of your Personal Information

 

We are committed to ensuring that your information is secure, although unfortunately, the transmission of information via the Internet is not completely secure. Although we will undertake all appropriate security measures to protect your Data, we cannot guarantee the security of your Data transmitted to our website ; any transmission is at your own risk. In order to prevent disclosure or unauthorized access once we have obtained your information, we put in place electronic, managerial and physical procedures to secure and safeguard the information we collect online. 

 

7. Retention of your Personal Information

 

Abiomis will retain your Personal Information for as long as necessary to fulfill the purposes that it was collected for, and for as long that you are happy for us to do so. We will keep your personal information during the period of your relationship with us and whilst we are providing you with recruitment or employment services.

 

The maximum term for storage of data is 36 months without any contact. At the end of this period, you will be contacted again to decide whether you want to continue to be registered at our offices.

 

The purpose of storing your CV for this period is for us to match it with other job opportunities which may arise in the future and could fit with your long-term career goals.

 

In some circumstances we may anonymize your personal information (so that it can no longer be associated with you and you cannot be identified). We do this for research or statistical purposes in which case we may use this anonymized data indefinitely without further policy to you.

 

8. Legal Rights

 

Under the GDPR and Abiomis procedures and policies, you have the right to : 

 

  • Access your personal information at any time. This enables you to receive a copy of the data we hold about you and to check that we are lawfully processing it ;

  • Request a rectification : request a correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate data rectified, although we may need to verify the accuracy of the new data you provide to us ;

  • Request an erasure: request of deletion or removal of your personal information and all data. This enables you to ask us to delete or remove your data where we do not have a valid reason to continue to process it. You also have the right to ask us to delete or remove your personal information where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal information to comply with local law. Please Note: we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request ;

  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a Third Party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms ;

  • Request a restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to process it ;

  • Right to Data Portability: request the transfer of your personal information to you or to a Third Party. We will assist you with this transfer to a Third Party either by transferring your personal information for you or by providing you with a copy in a machine-readable format. Please Note: this right only applies to automated information which you initially provided consent for us to use or where we used the Personal Information to perform a contract with you ;

  • Withdraw your consent at any time where we are relying on your consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent. We want to ensure we keep your personal information accurate and up to date. In addition to your legal rights, you may ask us to make changes or request a copy of your personal information informally, by contacting Abiomis.

 

9. Contact Information

 

We encourage you to contact us to ensure your data is complete and accurate. For any request in accordance with the above mentioned rights, we encourage you to contact us as soon as possible. Abiomis will always try to respond to all legitimate requests within a reasonable time frame. Abiomis has appointed a Data Protection Officer and can be contacted by the following information : Abiomis SàRL, to the attention of the Data Protection Officer, 2 Rue du Millénaire, L-8254, Mamer, Luxembourg or email our Data Protection Officer at : dpo@abiomis.com

 

10. Changes to this Privacy Policy

 

If we change this Privacy Policy we will post any updates here for your review. If we change material terms we will provide policy of the revised Privacy Policy for 30 days on our home page at www.abiomis.com with a link back to this page.

 

11. Contact Details

 

If you have any questions about how we use your Personal Information, contact our Data Protection Officer at dpo@abiomis.com