Privacy Policy - Adoc Talent Management 
Las update: 23/04/26

This Privacy Policy explains how our organization collects, uses, and processes personal data in the course of our activities.

Contact details
Name: Adoc Talent Management
Address: 21, rue du Faubourg Saint Antoine – 75011 Paris, France
Phone number: +33 (0)1 44 88 57 79
Email: contact@adoc-tm.com

Benelux Office
Name: Adoc Talent Management Benelux
Numero: +32 (0)471 02 62 23
Email: benelux.office@adoc-tm.com

Canada Office

Name: Adoc Talent Management Canada

Address: 5570 avenue Casgrain, #201 Montréal (Québec) H2T 1X9
Numero: +1 514 430-0939

Email: contact@adoc-tm.ca
 

Terminology
Data Controller: the person or organization responsible for managing personal data under applicable law.
Data Processor: the person or organization responsible for processing personal data on behalf of the controller.
Data Subject: the individual whose personal data is collected and processed.
ATS (Applicant Tracking System): software used to store information about candidates, including personal data.

What data do we collect?

We currently collect and process the following personal data:
- Personal identifiers, contact details, and personal characteristics (e.g., name and contact details)
- Information contained in CVs, including professional background, education, qualifications, skills, and personal statements
- Additional information such as references, cover letters, email correspondence, and other relevant personal information
- Research data explicitly collected as part of academic studies conducted by our laboratory (Interdisciplinary Laboratory on Doctorate)

We only collect personal data that is necessary and clearly explain how it will be used and processed.

How do we collect personal data?

Most of the personal data we process is provided directly by data subjects for the following purposes:
- Submission of CVs, cover letters, and contact details via our recruitment platform, by phone, or by email
- Participation in online training products such as “Adoc – Portfolio”
- Spontaneous applications or applications to specific job offers

We may also obtain information from professional social networks (such as LinkedIn), job boards (such as Monster), and other publicly available sources (limited to information relevant to a candidate’s professional life).

How will we use your data?

For promotional purposes: If a data subject subscribes to our mailing lists, we may send communications about our activities, products, or studies, subject to their consent. Data subjects may unsubscribe at any time.
For recruitment purposes: We use the information provided by data subjects, or obtained from third parties, to assess their suitability for job opportunities within client organizations. With consent, this information may be shared with partner and client organizations. Participation in recruitment processes requires personal data to fulfill contractual obligations.
For research and development purposes: We process aggregated or anonymized data to improve our services and develop new products.
For academic research purposes: The Interdisciplinary Doctorate Laboratory conducts studies in compliance with ethical and academic standards, with appropriate data protection measures.

Legal basis for processing
Under the General Data Protection Regulation (GDPR), we rely on the following legal bases:

When acting as a data processor: We process data based on contractual obligations, for example when providing services to client organizations.

When acting as a data controller:
- Consent: Data subjects may withdraw consent at any time by contacting us.
- Legitimate interest: for example, improving our services or identifying potential matches between candidates and opportunities.

How we store your personal data?

We implement appropriate security measures to prevent unauthorized access, loss, or misuse of personal data.
Physical storage
Paper records are minimal and may include printed contracts, CVs, and meeting notes. These are digitized and securely destroyed as soon as possible.

Electronic storage
Customer Relationship Management (CRM) system:
We store basic personal data (name, contact details, employer, etc.) to:
- send non-marketing emails
- manage recruitment processes
- administer contractual relationships

Cloud servers
We use cloud services that may involve data transfers outside the European Economic Area (EEA). In such cases, we ensure appropriate safeguards are in place, including transfers to countries recognized by the European Commission as providing an adequate level of protection.

We have procedures in place to address any data breaches and will notify relevant authorities and individuals where legally required.

Who processes your data?

 

Access to personal data is restricted to employees, contractors, and authorized third parties who require it for business purposes. They are subject to confidentiality obligations.
All data is processed by our staff and approved third-party processors, who must comply with our security standards and act only on our instructions.

Third-party data processors

We work with third-party data processors to deliver our services. These providers are subject to their own legal obligations.
Adoc Talent Management reserves the right to modify or add third-party processors.

Data retention

We delete personal data when individuals exercise their right to erasure.
If data is collected indirectly, we request consent. If consent is not obtained, the data is deleted within one month.
When consent is granted, personal data is retained for up to 24 months. Data subjects are then contacted to confirm whether they wish their data to be retained for future opportunities.

How we dispose of your data?

Personal data is securely deleted from our systems. Some minimal data may be retained for audit and record-keeping purposes.
In certain cases, data may be anonymized and used without further notice. Your data protection rights

Under data protection law, you have the following rights:
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to object to processing
- Right to data portability

You are not required to pay any fee to exercise your rights. We will respond within one month.

To exercise your rights, contact:
contact@adoc-tm.com
+33 (0)1 44 88 57 79
21, rue du Faubourg Saint Antoine – 75011 Paris, France

How to complain

If you have concerns about how we use your personal data, you can contact us directly.

You may also lodge a complaint with the French data protection authority (CNIL):
Commission Nationale de l’Informatique et des Libertés (CNIL)
3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France
Phone: +33 (0)1 53 73 22 22
Website: https://www.cnil.fr