In this respect, Valtus complies with the European laws pertaining to the protection of personal data, and particularly the General Data Protection Regulation number 2016/679 of April 27, 2016 (also known as the GDPR), as well as all the French laws pertaining to this European regulation.
The purpose of this paragraph is to inform the persons concerned (hereinafter “you” or “your”) in a clear, complete and straightforward manner about how Valtus, as the controller, collects and uses the personal data pertaining to you (hereinafter “Personal Data”) and the means you have to control this use and exercise your rights relating thereto.
How is your Personal Data collected?
Valtus may collect your Personal Data as follows:
- If you are a client, prospect or supplier: from your business card, via social media, by prospecting or within the framework of our agreements
- If you are a Valtus employee: through our work relationship before, during or after you joined our company
- If you apply for a job with Valtus: when you send us your application (by any means but especially via our website), interviews or social media discussions
Valtus also has a specific data protection policy for its interim managers, available on the website.
What is the legal basis for handling your Personal Data?
Your personal data is processed by Valtus in the cases permitted by the applicable regulations, and in particular:
- For Valtus clients, suppliers and employees: In the context of the pre-contractual or contractual execution of our agreements
- In other cases: legitimate interest, or consent when required
What Personal Data is collected and processed by Valtus?
Valtus adheres to the principles of data minimization. As a result, we only collect relevant, adequate information, which is limited to what is genuinely necessary in relation to the purposes for which it is processed.
Within the context of managing its staff, Valtus may be required to collect data to fulfill certain legal obligations and/or data useful for administrative tasks, work organization or social initiatives (e.g.: First and last names, date of birth, postal address, Social Security number, bank data etc.).
Within the context of its business relationships with clients and prospects, Valtus must collect personal data such as first and last names, postal addresses and business details such as telephone numbers, fax and email addresses.
We may also collect personal data such as your IP address or your connection data to our services if it proves necessary to ensure proper processing of your Personal Data.
Why is your personal data collected?
Valtus collects and uses your Personal Data to conduct its business, in particular to:
- Connect with you to discuss business together
- Enable you to obtain or receive information about Valtus, the services it offers or associates
- Offer you the opportunity to partake in our satisfaction surveys, analyses and statistics in order to improve our services and better understand our clients and prospects
- Update your data in our files and enable you to exercise your Data Protection rights (requests to access, correct, delete, portability, opposition, etc.)
- Fulfil our pre-contractual and contractual obligations
- Carry out the administrative management of our relations, particularly concerning contracts, orders, invoices, etc., or for any other objective imposed by the current legislation
- Improve the client experience
- Manage job applications for Valtus openings
How long will your Personal Data be kept?
Valtus keeps your Personal Data for the time needed to accomplish the objectives set forth, subject to the legal possibilities of archiving, obligations to preserve certain data, and/or anonymization.
For certain key categories of Personal Data, we apply the following retention times:
- Customer/Supplier Personal Data is kept for the duration of the business relationship. They will then be kept for commercial prospecting purposes or to feed our supplier database for the duration mentioned below
- Prospects’/Suppliers’ Personal Data is kept as long as the user is active and no more than 5 years after the last contact from the latter
- Valtus Employees’ Personal Data is kept during the person’s employment period (unless otherwise stipulated by law or regulation). Data relating to special constraints eligible for leave of absence or a credit for the delegation of hours worked shall not be retained beyond the period of hardship of the employee concerned. Beyond this, this data can be archived on a separate and very limited access computer, in accordance with the applicable rules for public and private archives
- Valtus job applicants’ Personal Data will be definitively destroyed two years after the application has been rejected.
Who has access to your Personal Data?
Your personal data is confidential and only the employees of Valtus for whom access to such is necessary for their work can access it, without prejudice to their possible transmission to those responsible for a control or inspection mission in accordance with the applicable regulations.
The right to access Personal Data is granted by Valtus according to the employees’ functions and is modified if and when those functions change. Valtus employees are bound by confidentiality obligations with respect to your Personal Data.
Our certifying bodies may also be required to process certain Personal Data strictly necessary for the realization of the services we entrust to them (computer maintenance, postal and electronic mailing, logistics and restoration, verification of compliance with our certified procedures, etc.)
The Personal Data communicated via our website (Valtus.fr) transits through the servers of a partner specialized in recruitment technologies, located in the Netherlands, with which Valtus has signed a contract guaranteeing the rights of people concerned about their Personal Data. The data is then stored on servers, located in France, dedicated specifically to Valtus.
In all cases of transfer of your Personal Data to third parties, Valtus ensures that the Personal Data transmitted continues to benefit from a level of protection equivalent to that set up by Valtus and requests contractual commitments so that your Personal Data is exclusively processed for the purposes you have previously accepted, with the necessary confidentiality and security.
What security measures have been implemented?
Valtus ensures the security of your Personal Data with reinforced protection through both physical and IT security measures.
Despite these reasonable steps to protect your personal data, no transmission or storage technology is foolproof. Therefore, in accordance with the applicable European regulations, in the event of a proven infringement of Personal Data likely to lead to a high risk to the rights and freedoms of the persons concerned, Valtus will communicate this violation to the competent supervisory authority and, where required, to the persons concerned (individually or generally as appropriate).
It is also up to you to exercise caution to prevent unauthorized access to your personal data and terminals (computer, smartphone, tablet, etc.).
In addition, the Valtus website may offer links to third-party websites that may be of interest to you. Valtus has no control over the content of these third-party websites or their protection policies regarding the data they may collect. Valtus consequently declines all responsibility for the processing by these third parties of your Personal Data, not subject to this policy. It is your responsibility to learn about the privacy policies of these third parties.
What are your rights regarding your Personal Data?
Through this policy, Valtus strives to provide you with clear, precise information about the conditions under which your Personal Data is handled (in compliance with you right to be informed).
You also have the following rights:
The right to access, rectify or delete your Personal Data:
You have the right to access all the Personal Data concerning you that Valtus has on file as well as the confirmation that your Personal Data is or is not processed, and the conditions thereof.
You also have the right to obtain from Valtus, as soon as possible (and by default, within 30 days), the rectification of your personal data.
Finally, subject to the exceptions provided by the applicable law (e.g. conservation necessary to comply with a legal obligation), you have the right to request that Valtus delete, as soon as possible, all your Personal Data, in the following cases:
- Your Personal Data is no longer necessary in view of the purposes for which they were collected or otherwise processed;
- You wish to withdraw your consent on which the processing of your Personal Data was based and there is no other basis for processing it
- You consider and can establish that your Personal Data has been the subject of illicit processing;
- Your Personal Data must be deleted under a legal obligation.
The right to object to the processing of your Personal Data:
When the processing of your Personal Data is necessary for the performance of a public service mission or under the exercise of the public authority in which Valtus has a vested interest, or because of the legitimate interests of Valtus or a third party, you have the right to object to the treatment of any Personal Data related to your particular situation.
If your personal data is processed for prospecting purposes, you have the right, whatever the legal basis of this treatment, at any time and free of charge, to oppose this processing, including profiling to the extent that it is linked to such prospection, whether it is an initial or later processing.
The right to limit the processing of your Personal Data
The applicable regulations provide that this right may be invoked in certain cases, particularly the following:
- When you challenge the accuracy of your personal data
- When you consider and can establish that the processing of your Personal Data is illicit but that rather than deleting your Personal Data, you prefer its processing be limited
- When Valtus does not need your Personal Data but you need it to assert, exercise or defend your rights in legal proceedings
- When you oppose the processing of your Personal Data that is founded on the interests of the person processing it, during the verification process as to whether the legitimacy of the motives for the processing prevail over those of the person concerned.
The right to the portability of your personal data
When the treatment is based on your consent or contract, this right to portability allows you to receive the raw Personal Data that you have provided to Valtus in a structured, commonly used format, and to transmit such data to another controller without Valtus impeding it. When technically possible, you can request that this Personal Data be forwarded directly to another processing manager by Valtus.
The data concerned with portability is limited to the raw data that you have transmitted to us, excluding data resulting from work done by Valtus.
The right to withdraw consent to the processing of your Personal Data
When Valtus processes your Personal Data on the basis of your consent, you can withdraw it at any time by sending a request to Valtus (see below “How to exercise my rights?”). On the other hand, and in accordance with the applicable law, the withdrawal of your consent is only valid for the future and cannot therefore call into question the legality of the processing done before that withdrawal or on another basis such as for example the execution of a contract.
The right to submit a claim to a supervisory authority regarding your Personal Data
If, despite Valtus’ efforts, you believe that your rights have not been respected, you can make a claim with a supervisory authority. A list of the supervisory authorities is available on the European Commission’s website.
The right to decide the fate of your Personal Data after your death
Finally, you have the right to determine the fate of your Personal Data postmortem by adopting general or special guidelines. Valtus is committed to complying with these guidelines. In the absence of directives, Valtus recognizes your heirs’ ability to exercise certain rights, in particular the right to oppose and/or delete and/or close the deceased’s account and to oppose the processing of his/her data.
How do you exercise your rights?
You can exercise your privacy rights by sending us your request, along with a copy of any identity documents as follows:
- by email to: email@example.com
- by postal mail to:
15 rue de Berri
75008 Paris FRANCE
Valtus is committed to responding to you as soon as possible, and in any event, within one month of receipt of your request.
If necessary, this period may be extended by two months, given the complexity and the number of requests addressed to Valtus. In this case, you will be informed of this extension and the reasons for the postponement.
If your request is submitted electronically, the information will also be provided to you electronically wherever possible, unless you expressly request that it be done otherwise.
If we do not follow up on your request, we will inform you of the reasons for our inaction and you will have the possibility of making a claim with a supervisory authority and/or by seeking a judicial remedy.
For the purposes of traceability and proof of deletion of your data, we will retain your deletion request, the effective date of deletion and the date of the reply sent by Valtus for a period of five (5) years from the deletion of the data.
Processing Manager-Data Protection Officer
Valtus has appointed Emmanuelle Michalet as Data Protection Officer (DPO). The DPO reports directly to the president of Valtus.
Applicable law and competent courts
This policy is subject to French law. In the event of a dispute, and in the event that an amicable agreement cannot be reached, the competent courts shall be those of the jurisdiction of the Paris Court of Appeals, notwithstanding multiple defendants or third-party proceedings.