Privacy Policy

What is the purpose of our Privacy Policy?

Kalent, which manages the app.kalent.ai platform, attaches great importance to the protection and confidentiality of your personal data, which we consider to be a guarantee of our reliability and trustworthiness.

As such, our Personal Data Privacy Policy clearly demonstrates our commitment to ensuring compliance within Kalent with the applicable rules on personal data protection, and in particular those of the General Data Protection Regulation ("GDPR").

In particular, our Privacy Policy aims to inform you about how and why we process your personal data in the context of the services we provide to you.

Who is our Privacy Policy intended for?

Our Privacy Policy applies to you, regardless of your place of residence, provided that you are at least 15 years old for France and that you are a user of our app.kalent.ai platform.

If you are under the legal age specified above, you are not authorised to use our services without the prior and explicit consent of one of your parents or the holder of parental authority, which must be sent to us by email at rgpd@kalent.ai.

If you believe that we hold personal data about your children without your consent, please contact us at the dedicated address detailed above.

Our Privacy Policy also applies to candidates whose data is collected indirectly as part of our service for building a candidate database.

Why do we process your personal data and on what basis?

We process your personal data primarily for the following reasons:

• To use and benefit from our service and all its features on the basis of our terms and conditions of use.

• To manage user accounts (e.g. account creation, access to the service and account deletion) based on our terms and conditions of use.
• To write free comments on the management of your files based on our terms and conditions of use.
• To communicate with our support service via our chat/chatbot based on our general terms and conditions of use.
• To pay online based on our general terms and conditions of sale.
• To have your purchases delivered based on our general terms and conditions of sale.
• To receive our technical emails (e.g. password changes, etc.) based on our legitimate interest in ensuring the security of your account and providing you with the information necessary for the proper functioning of the service.
• To receive our technical emails and text messages (e.g. password changes, notifications, alerts, etc.) based on our legitimate interest in ensuring the security of your account and providing you with the information necessary for the proper functioning of the service.
• To play videos in order to offer you a high-quality service, based on our terms and conditions of use.
• To be able to download and import documents onto our platform based on our terms and conditions of use.
• To guarantee and enhance the security and quality of our services on a daily basis (e.g. statistics, data security, etc.) based on our legal obligations, our terms and conditions of use and our legitimate interest in ensuring the proper functioning of our services.

    Your data is collected directly from you when you use our platform app.kalent.ai and we undertake to process your data only for the reasons described above.

For candidates, we also process your data to create a database for our clients and enrich this database so that our clients can prospect you in accordance with the rules specified in Article L34-5 of the CPCE and the recommendations of the CNIL. We also process your data to manage your requests for deletion from our database.

How did we obtain your personal data?

If you are a candidate, your data may be collected indirectly via tools recognized as compliant by the supervisory authorities, through the purchase of databases, and from public or freely available databases.

In this case, and in accordance with Article 14 of the GDPR, we will inform the individuals concerned.

What personal data do we process and for how long?

We have summarised the categories of personal data and their respective retention periods below:

• Professional identification data (e.g. surname, first name, position, company, etc.) and contact details (e.g. email address and work telephone number, etc.) are kept for the entire duration of the service provision, plus the legal limitation periods, which are generally 5 years.
• Email address for receiving our technical messages, retained until your account is deleted.
• Connection data (e.g. logs, IP address, etc.) stored for a period of 1 year.
• Images and photographs kept until your account is deleted.

Once the applicable retention periods have expired, the deletion of your personal data is irreversible and we will no longer be able to provide it to you after this period. At most, we may only retain anonymous data for statistical purposes.

Please also note that in the event of a dispute, we are obliged to retain all data concerning you for the entire duration of the case, even after the expiry of the retention periods described above.

What rights do you have to control the use of your personal data?

The applicable data protection regulations grant you specific rights that you can exercise at any time and free of charge in order to control how we use your data.

• Right to access and copy your personal data, provided that this request does not conflict with business secrecy, confidentiality or the secrecy of correspondence.
• Right to rectify personal data that is inaccurate, obsolete or incomplete.
• Right to object to the processing of your personal data when it is based on our legitimate interest, unless there are legitimate and compelling reasons that justify this processing and override your interests, rights and freedoms.
• Right to request the erasure ("right to be forgotten") of your personal data that is not essential to the proper functioning of our services.
• Right to restrict your personal data, which allows you to photograph the use of your data in the event of a dispute over the legitimacy of processing.
• Right to the portability of your data, which allows you to retrieve some of your personal data in order to store it or easily transfer it from one information system to another.
• Right to give instructions on the fate of your data in the event of death, either through you, a trusted third party or a beneficiary.

For a request to be considered, it must be made directly by you or your representative at the address rgpd@kalent.ai.

Requests cannot be made by anyone other than you or your representative. We may therefore ask you to provide proof of identity if we have any doubts about the identity of the applicant, as well as proof of representation.

We will respond to your request as soon as possible, within a maximum of one month of receipt, unless the request is technically complex or we receive numerous requests at the same time. In this case, the response time may be up to three months.

Please note that we may refuse to respond to any excessive or unfounded requests, particularly if they are repetitive in nature.

Who can access your personal data?

Your personal data is processed by our teams and our technical service providers for the sole purpose of operating our service.

We would like to point out that we check all our technical service providers before recruiting them to ensure that they strictly comply with the applicable rules on personal data protection.

FURTHERMORE, WE GUARANTEE THAT WE WILL NEVER TRANSFER OR SELL YOUR DATA TO THIRD PARTIES OR BUSINESS PARTNERS.

For candidates, we also process your data to create a database for our clients and enrich this database so that our clients can prospect you in accordance with the rules specified in Article L34-5 of the CPCE and the recommendations of the CNIL. We also process your data to manage your requests for deletion from our database.

Can your personal data be transferred outside the European Union?

The personal data processed by our platform app.kalent.ai is hosted exclusively on servers located within the European Union.

Furthermore, we do our utmost to use only technical tools whose servers are also located within the European Union. If this is not the case, we take great care to ensure that they implement the appropriate safeguards required to ensure the confidentiality and protection of your personal data.

How do we protect your personal data?

We implement the following technical and organisational measures to ensure the security of your personal data on a daily basis and, in particular, to combat any risk of destruction, loss, alteration or disclosure.

Technical security measures

A/B Testing, Password Encryption (Backend), Frequently Changed Team Device Passwords, Complex Team Device Passwords; HTTPS Protocol

‍Security measures organisationals‍

Information Systems Charter, Data Breach Management Procedure, Personal Rights Management Procedure, Rules of Conduct, Awareness-raising and training for teams twice a year

Do we use cookies when you browse our platform?

WE GUARANTEE THAT WE DO NOT USE ANY ADVERTISING COOKIES FOR THE OPERATION OF THIS PLATFORM.

However, we would like to inform you that we use statistical cookies when you browse our platform. For more information, please see our Cookie Policy.

Who can you contact for more information about the use of your personal data?

To best ensure the protection and integrity of your data, we have officially appointed an independent Data Protection Officer (DPO) to our supervisory authority.

You can contact our DPO at any time, free of charge, at rgpd@kalent.ai to obtain more information or details about how we process your data.

How can you contact the CNIL?

You can contact the "Commission nationale de l'informatique et des libertés" or "CNIL" at any time at the following address: CNIL Complaints Department, 3 place de Fontenoy – TSA 80751, 75334 Paris Cedex 07 or by telephone on 01.53.73.22.22.

Can the Privacy Policy be changed?

We may amend our Privacy Policy at any time to adapt it to new legal requirements and to any new processing operations we may implement in the future.

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