Privacy Policy

Data controller

The following information is provided so that you may be aware of the personal data protection commitments of Vaadata, which acts as data controller for the personal data processing operations referred to in this document.

This privacy policy applies to the processing of personal data that we collect when you:

• Visit our website ("Website") ;
• Receive communications from us, including emails or telephone calls;
• Use and interact with our services or are designated as a point of contact for administrative tasks relating to the services;
• Apply for employment;
• Work with us as a supplier, service provider or subcontractor;
• Visit our premises.

Our Data Protection Officer

Vaadata has appointed a Data Protection Officer whose contact details are as follows: dpo @ vaadata.com

When processing personal data, Vaadata ensures that it only collects and processes data that is strictly necessary for the purpose for which it is being processed.

We therefore process the following data:

• Data relating to your identification (Surname, First name);
• Data relating to your position and your professional life, such as position held, telephone number, e-mail address, details of meetings and reviews;

The purposes and legal basis of our data processing operations

Purposes of our processing

Your data is processed for the following purposes:

• Prospecting, communication and webinar management
• Administrative and commercial management of customers
• Customer project management
• Accounting and management control

Legal basis for our processing

Our processing operations are based on at least one of the following legal grounds:

• The existence of our legitimate interests;
• Legal and regulatory obligations requiring the processing of personal data.

Legitimate interests pursued

Vaadata's legitimate interests that are pursued may consist in particular of:

• Sending reports/information relating to the performance of the service
• Carrying out prospecting operations (advertising, communication and marketing campaigns, newsletters) in order to acquire new customers.
• Contract management
• Satisfaction surveys
• Customer invoicing
• Accounting

Recipients of your data

We ensure that only authorized persons have access to this data. Our service providers may receive this data in order to carry out the services we entrust to them. Under no circumstances do we sell your data to third parties. Certain personal data may be sent to third parties or to legally authorized authorities in order to meet our legal, regulatory or contractual obligations.

Transfers of your data

We transfer your personal data to partners (see below) located outside the European Union. These partners are located in the following countries:

• United States
• United Kingdom

Each of these transfers is governed by legal instruments and applicable regulations. Transfers to countries not recognized as offering adequate protection are governed by the following appropriate safeguards:

• Data Protection Agreement (DPA)
and
• Standard Contractual Clauses of the European Commission

How long we keep your data

The retention periods we apply to your personal data are proportionate to the purposes for which they were collected. Consequently, we organize our data retention policy as follows:

• 5 years from the date of your last incoming contact if you are not already listed as a customer;
• 5 years from the end of the contract (except for invoices and signed contracts, which are kept for 10 years).

Your personal data may be kept for longer to ensure compliance with any legal or regulatory obligations to which Vaadata may be subject.

When processing personal data, Vaadata takes care to collect and process only data that is strictly necessary for the purpose for which it is being processed.

We therefore process the following data:

• Data relating to your identification (surname, first name, image).
• Data relating to your position and your professional life, such as your job title, e-mail address and telephone number.

The purposes and legal basis of our data processing operations

Purposes of our processing

Your data is processed for the following purposes:

• Supplier management
• Accounting and management control
• Video protection

Legal basis for our processing

Our processing operations are based on at least one of the following legal grounds:

• The existence of our legitimate interests;
• Legal and regulatory obligations requiring the processing of personal data.

Legitimate interests pursued

Vaadata's legitimate interests that are pursued may consist in particular of:

• Sending and communicating relevant documents to relevant contacts.
• Financial reporting
• Protection of goods and people

Recipients of your data

We ensure that only authorized persons have access to this data. Our service providers may receive this data in order to carry out the services we entrust to them (see below). Under no circumstances will we sell your data to third parties. Certain personal data may be sent to third parties or to legally authorized authorities in order to meet our legal, regulatory or contractual obligations.

Transfers of your data

We transfer your personal data to partners (see below) located outside the European Union. These partners are located in the following countries:

• United States

Each of these transfers is governed by legal instruments and applicable regulations. Transfers to countries not recognized as offering adequate protection are governed by the following appropriate safeguards:

• Data Protection Agreement (DPA)
and
• Standard Contractual Clauses of the European Commission

How long we keep your data

The retention periods we apply to your personal data are proportionate to the purposes for which they were collected. Consequently, we organize our data retention policy as follows:

• 5 years after the end of the contract with the supplier ;
• 10 years for accounting records ;
• 30 days for video protection.

Your personal data may be kept longer to ensure compliance with Vaadata's legal or regulatory obligations.

When processing personal data, Vaadata only collects and processes data that is strictly necessary for the purpose for which it is being processed.

We therefore process the following data:

• Data relating to your identification (Surname, First name);
• Data relating to your position and your professional life, such as position held, languages spoken, training, professional experience, references;
• Data relating to your private life: Hobbies
• Other: CV

The purposes and legal basis of our data processing operations

Purposes of our processing

Your data is processed for the following purposes:

• Recruitment management

Legal basis for our processing

Our processing operations are based on at least one of the following legal grounds:

• Execution of pre-contractual measures

Legitimate interests pursued

Vaadata's legitimate interests may include:

• Creating and managing a CV database

Recipients of your data

We ensure that only authorized persons have access to your data. Our service providers may receive this data in order to carry out the services we entrust to them. Under no circumstances do we sell your data to third parties. Certain personal data may be sent to third parties or to legally authorized authorities in order to meet our legal, regulatory or contractual obligations.

How long we keep your data

The retention periods we apply to your personal data are proportionate to the purposes for which they were collected. Accordingly, we organize our data retention policy as follows

• For 2 years after the last contact.

Your personal data may be kept longer to ensure compliance with legal or regulatory obligations to which Vaadata is bound.

When processing personal data, Vaadata takes care to collect and process only data that is strictly necessary for the purpose for which it is being processed.

We therefore process the following data:

• Data relating to your identification (Surname, First name);
• Data relating to your position and professional life, such as job title, e-mail address and telephone number.

For further information, please consult our Cookie Policy.

The purposes and legal basis of our data processing operations

Purposes of our processing

Your data is processed for the following purposes:

• Newsletter subscription
• Contact request
• Downloading white papers

Legal basis for our processing

Our processing operations are based on at least one of the following legal grounds:

• The existence of our legitimate interests;
• Consent (See: Cookie Policy)

Legitimate interests pursued

Vaadata's legitimate interests that are pursued may consist in particular of:

• Carrying out prospecting operations (advertising, communication and marketing campaigns, newsletters).

Recipients of your data

We ensure that only authorized persons have access to your data. Our service providers may receive this data in order to carry out the services we entrust to them (see below). Under no circumstances do we sell your data to third parties. Certain personal data may be sent to third parties or to legally authorized authorities in order to meet our legal, regulatory or contractual obligations.

Transfers of your data

We transfer your personal data to partners located outside the European Union. These partners are located in the following countries:

• United States

Each of these transfers is governed by legal instruments and applicable regulations. Transfers to countries not recognized as offering adequate protection are governed by the following appropriate safeguards:

• Data Protection Agreement (DPA)
and
• Standard Contractual Clauses of the European Commission

How long we keep your data

The retention periods we apply to your personal data are proportionate to the purposes for which they were collected. Consequently, we organize our data retention policy as follows:

• For 3 years from the date of your last incoming contact, if you are not already listed as a customer.
• 13 months for connection data.

Your personal data may be kept longer to ensure compliance with Vaadata's legal or regulatory obligations.

When processing personal data, Vaadata only collects and processes data that is strictly necessary for the purpose for which it is being processed.

We therefore process the following data:

• Your identification data (Last name, First name);
• Data relating to the person visited (Surname, First name, Position);
• Time of entry and exit;
• Video surveillance image;

The purposes and legal basis of our data processing operations

Purposes of our processing

Your data is processed for the following purposes:

• Management of access to premises
• Security of goods and people

Legal basis for our processing

Our processing operations are based on at least one of the following legal grounds:

• The existence of our legitimate interests.

Legitimate interests pursued

Vaadata's legitimate interests that are pursued may consist in particular of:

• Protection of property and persons

Recipients of your data

We ensure that only authorized persons have access to your data. Our service providers may receive this data in order to carry out the services we entrust to them. Under no circumstances do we sell your data to third parties. Certain personal data may be sent to third parties or to legally authorized authorities in order to meet our legal, regulatory or contractual obligations.

How long we keep your data

The retention periods we apply to your personal data are proportionate to the purposes for which they were collected. Consequently, we organize our data retention policy as follows:

• For 1 year
• For 30 days in the case of video protection.

Your personal data may be kept longer to ensure compliance with Vaadata's legal or regulatory obligations.

We have implemented physical, technical and administrative security measures designed to protect the confidentiality of the personal data we process online and offline against loss, misuse, unauthorized access, disclosure, alteration or destruction.

However, no Internet or e-mail transmission is ever completely secure or error-free. In particular, e-mail addressed to us or sent by us may not be secure. Therefore, you should exercise caution when deciding what information you send to us via the Services or by e-mail.

Please bear this in mind when disclosing personal data to Vaadata via the Internet. Furthermore, we are not responsible for circumventing privacy settings or security measures contained in third-party services or websites.

Your right to access and rectify your data

You have the right to access your personal data processed by Vaadata.

You can ask us to rectify or complete your personal data if it is inaccurate, incomplete, ambiguous or out of date.

Your right to erase your data

You can ask us to delete your personal data for one of the reasons in Article 17 of the RGPD.

Your right to limit data processing

You can request the limitation of the processing of your personal data in cases provided for by legislation and regulations.

Your right to object to data processing

You have the right to object to the processing of personal data concerning you when the processing is based on legitimate interest.

Your right to data portability

You have the right to request to receive your personal data in a structured, commonly used and machine-readable format in order to transmit it to another entity.

This right is nevertheless limited to processing based on consent or on a contract, and to personal data that you have personally generated.

This right does not include derived or inferred data, which are personal data created by Vaadata.

Your right to withdraw your consent

Where the data processing we carry out is based on your consent, you may withdraw it at any time. We will then cease to process your personal data without affecting any previous operations for which you have given your consent.

Your right to recourse

You have the right to lodge a complaint with the CNIL on French territory, without prejudice to any other administrative or legal remedy.

Your right to define post-mortem directives

You have the possibility of defining directives relating to the conservation, deletion and communication of your personal data after your death, with a trusted, certified third party responsible for ensuring that the wishes of the deceased are respected, in accordance with the requirements of the applicable legal framework.

How to exercise your rights

All the rights listed above may be exercised by e-mail to dpo @ vaadata.com or by post to the following address: VAADATA - 33 Quai Arloing, 69009 Lyon - France.

Certain processing operations which pursue important objectives (legal obligations, public interest, etc.) may justify limiting the scope of certain rights of individuals.

Our site may provide links to other sites, just as other sites may link to ours.

We encourage you to read the privacy policies of each site you visit, to understand how they handle your data.

Social network plug-ins

Our Website uses plug-ins published by third-party companies (e.g. twitter, Linkedin, etc.).

If you interact with the plug-ins by clicking on the icons available on our pages, some of your personal data and in particular your technical and browsing data will be transmitted and stored on a server of the third-party company operating the social network corresponding to the icon you clicked on.

The use of these plugins is managed by the third-party companies operating the social networks and is governed exclusively by the conditions binding you to the social network of which you are a member. We invite you to read the conditions applied by these third-party social network publishers.

When you are a customer or prospect

• Office suite (transfer to USA)
• Ticketing service
• Cloud service (transfers to the USA)
• Emailing service (US transfers)
• Project tracking service (transfers to the USA)
• CRM Service (US transfers)
• Accounting service (US transfers)
• Videoconferencing service (transfers to the USA)

If you are a supplier, subcontractor or service provider

• Office suite (transfer to USA)
• Ticketing service
• Cloud services (transfers to the USA)
• CRM service (transfers to the USA)
• Project tracking service (transfers to the USA)

When you're a candidate

• Office suite (transfer to USA)
• Human Resources Services

When you are a visitor to our website

• CRM service (transfers to the USA)
• Analysis and consent services (transfers to the United States)

We reserve the right to modify this privacy policy at any time. If we make material changes to this Privacy Policy, we will notify you by updating the date of this Privacy Policy and posting it on the Site. If required by law, we will also notify you of changes by other means that we believe are reasonably likely to reach you, such as by e-mail or otherwise through the Site. Any changes to this Privacy Policy will be effective upon our posting of the revised version (or as otherwise indicated at the time of posting). In any event, your use of the Site or Services after the effective date of any modified Privacy Policy indicates your acknowledgement of the modified Privacy Policy.
Version : 1.3 - 10/10/2023