Candidate
Privacy
Policy

As part of processing your application to work with us at ZAMA, we will need to collect and process some of your personal data contained in your application. In this case, we are a "data controller". This means that we are responsible for deciding how we hold and use personal data about you.

This Privacy Policy applies to any personal data (as defined in the General Data Protection Regulation, the "GDPR") collected about applicants (whether for an employee or contractor position) who apply to work for ZAMA SAS, and candidates we identify and would like to work with and provides you with information about the personal data we collect, how and why your personal data will be used, and how long we will retain it.

Your personal data will be processed for the purposes of managing our recruitment and hiring-related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, conducting reference and/or background checks, and as is otherwise needed in the recruitment and hiring processes. We process your information as necessary for our legitimate interests (that is, the solicitation, evaluation, and selection of applicants for employment) or where we have your consent to do so.

ZAMA's Data Protection Key Principles

ZAMA only collects the information we need to make a decision about your application, including information related to your professional background and references;

If you are not hired at the end of this process, we commit to giving feedback and we'd like to stay in touch. We will keep a copy of your application so that we can keep you in mind for potential future recruitment opportunities. That being said, if you'd rather we didn't keep your data on file, please let us know and we'll make sure your request is fulfilled;

We take all necessary measures to ensure that your personal data is kept securely.

You have a question or request or want us to delete your personal data?

If you have any questions about this Privacy Policy or your personal data, please reach out to privacy@zama.org. Please note that for your safety, we may need to ask you for proof of your identity before we answer your question or request.

Cookies and Website tracking

When you visit the Zama website to view or apply for positions, cookies and similar tracking technologies may be placed on your device, subject to your choices. For full information on the cookies used, their purposes, legal bases, and how to manage your preferences, please refer to our Cookies Policy, available on the Website.

What information do we collect?

In connection with your application for work with us, we will collect your personal data from you, from recruitment agencies (who may provide us with information such as CVs, and your named references.

We gather, store, and use the following categories of personal data about you:

• the information you have provided to us in your resume, curriculum vitae, and/or cover letter
• the information you have provided on our application form
• any information you provide to us during an interview
• trial results
• any information your references provide to us during a reference check

This may include the following:

• your name, title, date of birth
• your contact details (address, phone number, email, etc.)
• your professional background (resume, education, skills, work experience, LinkedIn profile, contact details for references you have permission to provide to us, copy of your highest diploma, etc.)
• your bank details (if we owe you traveling expenses according to our candidate travel policy, available upon request)
• any websites showcasing your work (examples: Github, X, etc.)
• copies of communications between you and ZAMA
• our notes, feedback, and assessments following interviews with you, your trial or calls with your references
• your salary expectations and availability
• any additional information you proactively share with us (which may include sensitive data)

We rely on you to give us this personal data, or we collect them from other sources that we consider relevant to you professionally, such as:

• your public LinkedIn profile, your profile on other professional social networks, or publicly available sources that we consider relevant to your professional online presence (like your blogs, conference videos, University websites, etc.)
• the people referring you, if you have been referred to us by a ZAMA employee or an external person known to ZAMA
• the references we check in the recruiting process
• Headhunters and recruitment agencies who support our recruitment efforts and forward your profile to us
• third parties we may hire as sourcing service providers

How do we use personal data we collect?

Zama collects and uses personal data only to process your application and assess your suitability for jobs at Zama.

We will use the above-described categories of personal data we collect about you to:

• Assess your skills, qualifications, and suitability for the job
• Carry out background and reference checks as appropriate and in accordance with applicable law
• Communicate with you about the recruitment process
• Keep records related to our hiring processes
• Comply with legal or regulatory requirements

On what legal basis?

We rely on the contract that we wish to enter with you and pre-contractual measures in managing your recruitment process and processing your application:

We rely on your consent, where you proactively decide to disclose information about a specific trait in your recruitment process which may qualify as sensitive data. We will gather and use such optional information only for the purpose of ensuring to give every candidate a fair chance to succeed and with your prior consent.

We process some of your data to comply with our legal and regulatory obligations.

We also rely on our legitimate interests to fulfill our business needs such as improving our recruitment process, saving your record for future roles at Zama.

How long do we retain your personal data?

Unless you ask us not to, we retain your personal data for two (2) years after you apply or we identify you as a potential candidate.

How can I access or update my personal data?

Just send us a request at privacy@zama.org

Who else has access to my personal data?

Your personal data may be communicated to Zama's employees and services providers for the purposes outlined above. They will always be duly informed by Zama of the confidentiality of the personal data communicated to them in this context, and we'll always make sure the right contractual measures are in place to protect your personal data.

In particular, your personal data may be shared with the following service providers acting as processors: Coruscant SAS (Welcome Kit / Welcome to the Jungle) for recruitment management. Your personal data may also be shared within the Zama Group (including Zama Switzerland AG) for coordinating recruitment activities across jurisdictions. Zama Switzerland AG acts as an independent controller for the Personal Data it processes. Appropriate intra-group data sharing arrangements are in place.

To meet our legal and regulatory obligations, we may be required to communicate personal information to administrative or judicial authorities upon request. If this were ever the case, we would make sure we grant authorities' access only to the data they strictly require.

Do we transfer your personal data outside the EEA?

Your personal data is primarily processed within the European Economic Area. Where data is transferred outside the EEA (for example, through the use of HubSpot, Inc. in the United States), such transfers are governed by appropriate safeguards in compliance with the GDPR, including Standard Contractual Clauses (SCCs) and, where applicable, the EU-US Data Privacy Framework. Personal data shared with Zama Switzerland AG is transferred to Switzerland, which benefits from an adequacy decision by the European Commission.

What are your rights?

You have the following rights in relation to the personal information we hold about you:

• The right of access, rectification and erasure of your personal data
• The right to withdraw your consent (opt out) at any time
• The right to restriction of processing of your personal data
• The right to object the processing of your personal data
• The right to personal data portability
• The right to file a complaint with the CNIL (the French data protection authority) (https://www.cnil.fr/fr/plaintes)
• The right to issue instructions allowing access to your personal data in the event of death (Art. 85 of the French law No. 78-17 of January 6, 1978, as amended).

You can exercise these rights by e-mail at privacy@zama.org, specifying the right you wish to exercise and attaching proof of your identity (if necessary) or a power of attorney if you are being represented.

If you exercise these rights, we will endeavor to respond to your requests as soon as possible and at the latest within one month.

This Candidate Privacy Policy should be read together with our Privacy Policy and our Cookies Policy, both available on the Website.