Privacy Policy for recruitment within the Groupe Guillin
Publication date: 03-07-2026
At Groupe Guillin, we manage our recruitment process through our careers site (the "Careers Site"), as well as with the help of an applicant tracking system.
In this Privacy Policy, we explain how we process your personal data, in accordance with the principles of the European Union General Data Protection Regulation (2016/679, GDPR), in the following cases:
1. You visit our Careers Site (you are a "Visitor")
2. You connect with us via our Careers Site to create a profile and receive information about current or future vacancies within our company (you are a "Connected Candidate")
3. You apply for a position within our company, via our Careers Site or a third-party service (you are an "Applying Candidate")
4. We collect information about you from other parties, sites and services, to the extent that we consider your profile to be of interest for our current or future vacancies (you are a "Sourced Candidate")
5. We receive information about you from our employees or partners, to the extent that they consider your profile to be of interest for our current or future vacancies (you are a "Referred Candidate")
6. We receive information about you from a Candidate, who names you as a reference (you are then a "Referee").
This Privacy Policy also describes your rights when we process your personal data, as well as how you can exercise those rights.
When we use the term "Candidate" in this Privacy Policy, we are referring to Connected Candidates, Applying Candidates, Sourced Candidates and Referred Candidates alike, unless otherwise indicated.
1. About the processing of personal data
Personal data means any information that can be directly or indirectly linked to a living natural person. Here are some examples of personal data: name, email address, telephone number and IP address.
Processing of personal data means any automated use of personal data - such as the collection, creation, analysis, sharing and deletion of personal data.
A data controller is the entity that decides for what purposes personal data will be processed and how the processing will be carried out. The data controller may use a data processor.
A data processor is an entity that may only process personal data on the instructions of the data controller and may not use personal data for its own purposes.
When we process your personal data, we assume the role of data controller as described in this Privacy Policy.
2. What personal data do we process?
For all individuals
Contact details - Such as your surname, first name, email address and telephone number.
Device information - If you visit our Careers Site, we will collect data about your device, such as the IP address.
Technical and statistical data - If you visit our Careers Site, we will collect technical and statistical data concerning your use of the site, such as information on the URLs visited and your activity on the site.
Communication data - We will collect and retain your communications with us, including information provided by you during these exchanges. This may include, for example, the content of emails, video recordings, social media messages, information you add to your account with us, survey responses, etc.
For Candidates
Data from interviews, assessments and other information from the recruitment process - Such as notes from interviews conducted with you, assessments and tests carried out, and salary expectations.
Information contained in your application - Such as your CV, cover letter, work examples, references, recommendation letters and education history.
Information contained in your public profile - This is information we collect about you from public sources related to your professional experience, such as LinkedIn or your current employer's website.
Information provided by referees - This is information we receive from our employees or partners who recommend you to us, or from individuals you have named as references.
3. For what purposes do we process your personal data?
To evaluate the profiles and applications we receive. This also includes communicating with you regarding your application and profile.
Data subjects: Connected candidates; applying candidates.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
Proactive collection and evaluation of your professional profile. This also includes communicating with you regarding your profile.
Data subjects: Sourced candidates; Referred candidates.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
To contact you directly regarding specific future vacancies with us
Data subjects: Candidates.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
To provide you with updates on job vacancies within our company
Data subjects: Connected candidates.
Categories of personal data used: Contact details; Communication data
To record interview(s) conducted with you
Data subjects: Candidates.
Categories of personal data used: Communication data.
To contact you to ask you to participate in satisfaction surveys
Data subjects: Candidates.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
To contact you to request information about a Candidate, and to evaluate the information you provide
Data subjects: Referees.
Categories of personal data used: Contact details; Communication data.
To protect and enforce our rights, our interests and those of others, in particular in the context of legal proceedings
Data subjects: the individual(s) concerned by the legal matter, who may belong to any of the categories of persons listed above.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
To share your personal data with other recipients, for the purposes indicated in section 4 below
Data subjects: This varies depending on the purpose of the sharing, see section 4 below.
Categories of personal data used: All categories of personal data listed above may be used for this purpose.
To collect information about your use of the Careers Site, using cookies and other tracking technologies, as described in our Cookie Policy.
Data subjects: Visitors.
Categories of personal data used: Device information.
To maintain, develop, test and otherwise ensure the security of the Careers Site
Data subjects: Visitors.
Categories of personal data used: device information; technical and statistical data.
To analyse the use and performance of the Jobs Site and its content, in order to obtain statistics and improve operational performance
Data subjects: Visitors.
Categories of personal data used: device information; technical and statistical data.
4. Who do we share your personal data with?
§ Our service providers. We share your personal data with our providers who offer services and functionality as part of our recruitment process. These include recruitment service providers as well as the provider of our Careers Site and the associated applicant tracking system.
§ Our group subsidiaries. We share your personal data with companies within our group when recruitment concerns them.
§ Companies providing cookies on the Careers Site. If you consent, cookies are set by companies other than ours, which will use the data collected by these cookies in accordance with their own privacy policies. You can find information about the relevant cookies in our Cookie Policy.
§ To authorities and other public bodies - when we are ordered to do so. We will share your personal data with authorities and other public bodies when we are under a legal obligation to do so.
§ To parties involved in legal proceedings. If necessary to protect or defend our rights, we share your personal data with public authorities or with other parties involved in potential or ongoing legal proceedings. This may occur, for example, in the event of discrimination complaints.
§ Mergers and acquisitions etc. In the context of a potential merger, company asset sale, financing, or acquisition of all or part of our business by another company, we may share your personal data with other parties involved in the process.
5. On what legal bases do we process your personal data?
In order to process your personal data, we must have one or more established legal bases. A legal basis is a necessary justification for the processing of personal data under the GDPR.
· Legitimate interest: processing is necessary to enable us to recruit talent with the appropriate skills.
· Contract: the execution of pre-contractual measures taken at your request in the case of a speculative application
· Consent: by applying you have consented to your data being analysed.
In certain specific circumstances, the processing of your data can only be carried out if and when you give your explicit consent. This is the case, for example, when we offer to record an interview with you.
Please refer to Article 8 below for further information regarding your right to withdraw your consent.
6. When do we transfer your personal data outside the EU/EEA, and how do we protect it in such eventualities
We strive to always process your personal data within the EU/EEA area.
However, some of our service providers process your personal data outside the EU/EEA area. In such cases, we have taken into account the risk that personal data may be disclosed in countries outside the EU/EEA, for example due to a request from an authority.
When we, or one of our suppliers, transfer your personal data outside the EU/EEA, we ensure that we use a GDPR-recognised safeguard to enable the transfer. We use the following safeguards:
European Commission adequacy decisions stating that the country outside the EU/EEA to which your personal data is transferred offers an adequate level of protection, corresponding to the level of protection guaranteed by the GDPR. In particular, we rely on the European Commission's adequacy decision for the United States via the EU-US Data Privacy Framework, and the adequacy decision for the United Kingdom.
When your personal data is transferred outside the EU/EEA, we also implement appropriate technical and organisational safeguards to protect the personal data in the event of disclosure. The specific protection measures we implement depend on what is technically feasible and sufficiently effective for the transfer in question.
7. How long do we keep your personal data?
All individuals
If we process your personal data for the purpose of protecting and asserting our rights, we will retain it until the related legal matter is fully and finally resolved.
Visitors
We retain your personal data for one (1) year for security purposes. Cookie retention periods are defined in our Cookie Policy. We retain your personal data to analyse the performance of the Careers Site for as long as we retain personal data concerning you for other purposes.
Candidates
If you are a Connected Candidate (only), we retain your personal data for as long as you remain connected with us.
For other types of Candidates, we retain your personal data for the duration of the initial recruitment process.
If you are unsuccessful during the initial recruitment process, we retain your personal data for one year from our last contact with you.
If you are recruited, we will retain your personal data for the duration of your employment contract, for purposes other than those mentioned above, of which you will be informed.
Referees
We retain your personal data for as long as we retain the personal data of the Candidate for whom you acted as a referee.
8. What are your rights, and how can you exercise them?
Right to be informed
You have the right to be informed about how we process your personal data. You have the right to be informed if we intend to process your personal data for purposes other than those for which it was initially collected.
We will provide you with such information through this Privacy Policy, updates on our Jobs Site (see also section 9 below) and by answering any questions you may have.
Right of access to your personal data.
You have the right to receive a copy of the data we process about you. Upon receiving the copy of your data, you will also receive information on how we process your personal data.
Right of access and request for transfer of your personal data to another recipient ("data portability").
You can request a copy of the personal data concerning you that we process for the performance of a contract concluded with you, or on the basis of your consent, in a structured, commonly used and machine-readable format. This will allow you to use this data elsewhere, for example to transfer it to another recipient. If technically feasible, you also have the right to ask us to transfer the data directly to another recipient.
Right to erasure of your personal data ("right to be forgotten").
In certain cases, you have the right to ask us to delete the personal data concerning you. This may be the case, for example, if it is no longer necessary to process the data for the purposes for which we initially collected it, if you withdraw your consent, if you object to the processing and there are no overriding legitimate grounds for the processing (see the separate right to object below).
Right to object to our processing of your personal data.
You have the right to object to the processing of your personal data based on our legitimate interest.
Right to restriction of processing.
If you believe that the personal data we process about you is inaccurate, or that we do not need this information for a specific purpose, you have the right to request the restriction of the processing of said personal data. If you object to our processing, as described above, you may also ask us to restrict the processing of this personal data while we review your request.
When the processing of your personal data is restricted, we will only process such data (except for storage) with your consent or for the establishment, exercise or defence of legal claims, to protect the rights of another natural or legal person, or for reasons of important public interest.
Right to rectification.
You have the right to request that we rectify inaccurate information and complete information concerning you that you consider incomplete.
Right to withdraw your consent.
When we process your personal data on the basis of your consent, you have the right to withdraw this consent at any time. If you exercise this right, we will stop processing your data for the purposes for which you withdrew your consent. However, this does not affect the lawfulness of processing based on your consent before its withdrawal.
Right to lodge a complaint.
If you have any grievances regarding our processing of your personal data, you can lodge a complaint with the data protection authority in your country if you are based within the EU. If you reside in the UK, you can lodge a complaint with the Information Commissioner's Office.
You can exercise your rights by writing to:
Groupe Guillin
ZI Avenue du Maréchal de Lattre de Tassigny
25290 ORNANS
or by sending an email to contactrgpd@groupeguillin.fr.
We will reply to you as soon as possible and at the latest within one month of receiving your request.
In case of reasonable doubt regarding your identity, we may ask you for proof of identity.
9 Updates to this Privacy Policy
The privacy policy was updated on 3 July 2026.
We invite you to check this page regularly to keep informed of any changes made to it.