Ipsen collects personal information about you when you enter your details or upload your CV and other information about yourself when applying for a job. Ipsen also collects data about applicants from recruitment agencies and from systems like “Linkedin” or other online systems that support recruitment. The personal data process for applicants may include:
- Name and contact details, including email, phone number, home address
- Academic and professional qualifications
- Information about your skills and expertise
- Information about your work history
- Application Letter, Remuneration Level, and Availability
- Your right to work in the country that in which the job will be located
- Details about your most recent employer and or referees
We will record information about your responses during interviews. We might also hold information about any assessments or tasks we ask you to complete during the application process. If you are successful, we will record details of your offer.
If you accept a role with Ipsen, we will then load your data onto our HR system. Before you start at Ipsen, we will ask you to complete background checks, during which we may collect the following:
- Your identity documents e.g. identity card;
- Your academic and professional qualifications documents e.g. your diplomas.
Hereinafter “personal data”.
Purpose and legal bases of data processing:
Depending on the processing activity, we rely on the following lawful bases for processing your personal data.
Legal basis: Article 6 1 (f) Legitimate interests: We rely on article 6 1(f) of GDPR, which relates to processing necessary to pursue the following legitimate interests:
- We collect and use your personal data to process your application, to make decisions about shortlisting and to contact you during the application process. We will also share data with any third parties that may be assisting us with the recruitment process.
- We may ask you to complete assessments or tasks during the application process and we will keep personal data about that to help us to make a decision.
- If you are offered a post, we will process your personal data to make you an offer.
- We will also set you up on our systems.
- We might use your contact details to send you messages and meeting invitations before you start.
If you accept our offer, we will use your personal data to set up your contract, make organisational arrangements and share your personal data with any third parties that work with us to provide any benefits, in this case, our legal basis will be the Article 6 1 (b): your personal data will be processed in order to take steps to entering into a contract.
Personal data related to you will only be accessed by approved HR, the hiring manager or other relevant managers, IT and only others who have a legitimate need to access your Personal data.
Your personal information is shared with relevant staff in other entities in the group where necessary and with third parties who process personal data on behalf of Ipsen within the scope of the purposes mentioned in this Notice.
It is Ipsen policy to ensure that the third parties we use adequately protect the information entrusted to them.
Where third parties process personal data on our behalf, they will be bound by contract clauses in accordance with GDPR, as appropriate to our respective roles.
Ipsen will only provide those companies the personal data they need to deliver the service.
We work with third parties in relation to recruitment and starting up relationships with new starters, for the following types of activity:
- Recruitment agencies assisting with aspects of the recruitment process
- Technology providers processing recruitment data
- Systems to support interviewing
- Background check providers
Ipsen does not sell, rent or lease your personal data.
Term of retention:
It is the policy at Ipsen not to keep your personal data for no longer than necessary to fulfil the purpose for which it was collected and to meet any legal or regulatory provision requiring otherwise.
In case that you are not hire, your personal data will be stored on Ipsen Careers for two years in order to recontact you for any other job offer, if you don’t want us to keep your personal data in case of non-hiring, please check the box at the end of this Privacy Notice.
International transfers of personal data:
Your personal data may be processed by service providers or companies affiliated with Ipsen in non-EU countries which do not ensure an adequate level of protection to personal data.
In order to ensure that your personal data are protected, Ipsen will, where necessary, ensure that the recipient has entered into data transfer agreements which include appropriate standard contractual clauses. Within the Ipsen Group, countries have signed an Intra-Group Agreement, which provides standard contract clauses to allow us to transfer personal data across countries within the company.
You may have the following rights regarding your information depending on the circumstances and applicable legislation:
|Right||What does this mean?|
The right of access
|You have the right to obtain access to the information processed by Ipsen. |
The right to rectification
|You are entitled to have your information corrected if it is inaccurate or incomplete.|
The right to erasure
|This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for Ipsen to keep using it. This is not a general right to erasure; there are exceptions. |
The right to restrict processing
|You have rights to ‘block’ or suppress further use of your information in certain circumstances. When processing is restricted, Ipsen can still store your information, but may not use it further.|
The right to data portability
|You have rights to obtain and reuse your personal data in a structured, commonly used and machine-readable format in certain circumstances.|
The right to object
|You have the right to object to certain types of processing, in certain circumstances.|
If you would like to exercise any of these rights, please send us a Data Subject right request by completing this form.
If you are not satisfied with the response to your complaint or believe the processing of your information does not comply with data protection law, you can make a complaint to the relevant data supervisory authority.
How to contact us:
If you have any questions or comments about this Privacy Notice please send us an email at the email address of Ipsen’s Data Protection Officer at email@example.com.
If you don’t want us to keep your personal data for two years in case of non-hiring, please send us an email at the email address of Ipsen’s Data Protection Officer at firstname.lastname@example.org.