Privacy Policy

This privacy policy describes how we collect, use, store, and protect the personal data of users of our SaaS platform dedicated to managing employee feedback and evaluations. We are committed to complying with applicable regulations, in particular the General Data Protection Regulation (GDPR), the AI Act, and any other applicable legislation.

The personal data collected on the platform includes:

• Identification data: Last name, first name, email address, phone number.
• Professional data: Department, position, date of joining and leaving the company.
• Answers to questions asked via the application during virtual reviews.

The data is used for:

• Managing user accounts.
• Obtaining employee feedback and evaluations through virtual reviews.
• Improving working conditions and optimizing career prospects.
• Personalizing services and analyzing interactions with the application.
• Passing information on to HR departments and management.

As part of the services provided by our platform, artificial intelligence (AI) systems are used to analyze employee feedback and evaluations. Under the contractual agreements, responsibility for processing personal data is shared between Upikajob and the client:

• Where Upikajob has developed and trained the artificial intelligence system independently, Upikajob acts as the controller of the data used to develop and train these systems. In this context, Upikajob is responsible for handling requests from data subjects regarding the exercise of their rights (right of access, rectification, etc.).
• When performing services on behalf of the client, Upikajob acts as a processor for the processing of personal data relating to employees. The client is responsible for the lawfulness of the collection of employee data and for compliance with its legal obligations towards them.

The data is accessible to HR departments, management, and the technical service providers involved in maintaining the platform. A “Client Contact” is appointed to centralize requests concerning the use and rectification of data.

Data is kept for the entire duration of the contractual relationship, then archived in accordance with applicable legal obligations. Unlike standard commercial data, employee-related information includes career histories, performance data, and career paths, which require specific retention measures.

Users have the following rights: the right of access, rectification, and erasure; the right to restriction of processing; the right to data portability; the right to object.

These rights can be exercised by contacting: contact@upikajob.com.

The platform implements technical and organizational security measures to protect personal data against unauthorized access, loss, disclosure, or alteration. These include data encryption, strong authentication, and regular audits.

Personal data may be transferred to countries outside the European Union. In this case, Upikajob puts appropriate safeguards in place (standard contractual clauses, compliance audits of processors, etc.).

The client is jointly responsible with Upikajob for the presentation and use of the results provided by the AI. Results generated by the AI remain subject to human validation. The client must ensure that the conclusions drawn by managers are put in context within the work environment and based on the employees’ actual responsibilities and activities.

We reserve the right to modify this privacy policy at any time. Any change will be communicated via our platform or by email to our employees, service providers, clients, and users.

For any questions about this privacy policy, please contact our data protection officer.

Email: stephane@upikajob.com