Personal data policy
1- Preface
For companies requiring it on an interim basis, PIXID provide internet-based management services for the entire temporary work process in a way that is totally paperless (managing temps, electronic signatures for service contracts, receiving order confirmations, managing job applications and interview circuits, activity reports, pre-invoicing, invoicing, tax digitisation for invoices and reports).
As a European leader for the internet-based management of flexible employment and temporary work, PIXID aim to deliver the highest possible levels of service. We also attach great importance to building trust-based relationships with our clients.
Conscious of our obligations with regards to personal data, since the company was founded in 2004, PIXID have implemented a range of measures in relation to the processing of personal data in accordance with the applicable laws and regulations. PIXID are following a strategy for complying with the General Regulations for Data Protection (GRDP or RGPD) and ISO 27001 certification with regards to their Information Security Management System (ISMS).
In the interests of transparency, the purpose of this personal data policy is to outline the way in which we at PIXID collect and process this data.
2- Where is the personal data protection policy applicable?
This privacy policy applies to personal data collected on all PIXID websites and applications.
The personal data collected is related to the users of our services, to the human resource files of the temporary workers or service providers managed by our services, or to the contact requests made via our websites.
3- What personal data do we manage?
PIXID manages several types of personal data:
- Data collected directly by PIXID from people accessing our services and for which PIXID acts as a data controller.
- The data of PIXID’s clients, which they collect from temporary workers and which PIXID manages as a subcontractor.
- The data collected during the contacts via our form on our websites.
3.1 What data is collected directly by PIXID?
3.1.1 Data required to manage access to our services
The personal data that PIXID collects from users of the service, in order to manage access (login, passwords, accreditations) are the following:
- Civil status
- Last name
- First name
- Professional e-mail
- Professional telephone
- Professional cell phone
3.1.2 Data needed to manage contact requests
When requesting contact from our websites, the following information is collected:
- Last name
- First name
- E-mail address
- Phone (not required)
3.2- What data is collected by our customers and transmitted to PIXID?
Our customers are required to collect personal data and then transmit them to PIXID. We manage them under the instructions and responsibility of our customers.
It is the responsibility of our clients to ensure that the conditions required for the collection and processing of this personal data are met.
The personal data that our clients collect from candidates and temporary workers and that are entrusted to PIXID are:
- Name
- Maiden name
- First name
- Date of birth
- Place of birth
- Nationality
- Gender
- Address of residence
- Postal code of residence
- City of residence
- Business telephone
- Business e-mail
- Personal phone number* (if applicable)
- Personal e-mail* (if applicable)
* Information only requested from temporary workers who wish to connect to PIXID.
4- Do we collect your IP address and your cookies?
We are likely to collect your IP address and information on the browser used in order to improve our services and/or compile statistics.
We are also likely to use cookies (small files downloaded onto your computer, tablet or mobile phone and which may contain personal data) when you access our websites or applications. We use cookies for the purposes of managing your user session and to collect statistics regarding the use of our platform.
The default settings of internet browsers are normally set to accept cookies, but this can easily be changed by modifying the settings on your browser. However, please note that, if you choose to deactivate cookies, it is possible that our websites or applications will no longer be accessible.
5- How do we use your personal data?
We use the personal data that we collect or that our customers entrust to us for the sole purpose of managing flexibility, intellectual service and work contracts.
We can also use the personal data we collect to send you information related to the activity of PIXID such as newsletters or satisfaction surveys or to respond to your commercial solicitations.
Finally, some of the information we collect allows us to establish statistics on the use of our platform, necessary to improve the quality of our services, access times and the user experience.
It should be noted that we attach the same importance to the protection of personal data that we collect directly from our users as to those that our customers entrust to us and for which PIXID acts as a subcontractor.
6- How long do we keep personal data?
We keep the personal data of a user of PIXID services as long as he/she needs to access our platform. The connection information (login and personal password) are automatically deleted 2 years after the last connection.
We may need to keep in our log files information relating to the use of the platform. This information is useful for improving the quality of the PIXID service. This data is kept for 3 months.
We keep personal data for the legal retention period of the documents we manage. For HR files of temporary workers, the retention period is 5 years by default (unless otherwise instructed by the client). For an order or a provision contract, it is 10 years. Finally, for an assignment contract, a fixed-term contract or a salary slip, the document is kept for 50 years.
Contact data is kept for 3 years after the last contact.
7- Is your personal data kept secure?
At PIXID we aim to always keep your personal data as secure as possible. In this perspective, we take all possible physical, technical and organizational measures to prevent any alteration, loss or unauthorized access to your personal data.
The operation and management of servers containing your personal data is provided mainly by an internal team of employees PIXID. As part of the 24-hour assistance of the databases, external service providers may be required to intervene. Each employee or service provider with access to data has signed a personal commitment to respect the confidentiality of data. All accesses are subject to strict controls and complete traceability.
A full list of these methods is described in the General Policy for Information System Security (GPISS or PGSI). In addition, PIXID is certified ISO 27001 on the management of its information system (ISMS).
The Chief Information Security Officer and the Data Protection Officer appointed in 2005 and 2012 respectively are the guarantors of compliance with the principles set out in this policy.
8- How can you access your personal data?
You can contact us by e-mail at the following address [email protected], in order to assert your rights related to the protection of your personal data (right of access, information, correction, deletion, portability, limitation and opposition). We will deal with each of your requests as soon as possible and within a maximum of 7 days.
Please note that requests relating to personal data that PIXID manages on behalf of its customers will not be processed directly by PIXID but will be transmitted to our customers.
Please also note that legal constraints related to the retention periods of certain documents (contracts, salary slips) oblige us to retain certain personal data.
9- Do we share your personal data?
PIXID does not share your personal data with other companies for any purpose other than managing work flexibility.
However, PIXID may be required, in the context of its activities and in compliance with the primary purpose, to share data with partner companies or with service providers. During the distribution of our newsletter, data (an email address) may be shared with service providers. In this case, we require them to use your personal data only to administer the services we ask them to provide. We also require these service providers to always act in accordance with applicable data protection laws and to pay particular attention to the confidentiality of this data.
10- Where do we store your personal data?
Your personal data is stored in databases that are managed exclusively by PIXID employees.
The hosting of PIXID servers used to store the data of our European customers (main storage, backup, disaster recovery and archiving) is provided by recognized service providers whose sites are in France. The data of our North American customers is stored in data centers located in the United States.
11- Do we transfer your personal data outside the European Economic Area?
There are no physical transfers outside of these data centers mentioned above. However, some of our service providers located outside of the European Economic Area may need to access data from our European customers in the context of maintenance in operational conditions (IT development activity and bug correction).
PIXID asks that the same level of requirements in terms of physical, organizational, technical and personal measures be applied to this type of data exchange as for processing located in France.
