Clients, partners, prospects and candidates for recruitment
As part of its activities, UGGC Avocats (“UGGC Avocats” or “We“) collects and processes the personal data of its customers, partners, prospects and candidates for recruitment (the “Relevant Persons”). UGGC Avocats attaches great importance to the protection of the personal data of Relevant Persons and are thus committed to a high level of security of the personal data being processed, in compliance with applicable regulations for the protection of personal data and in accordance with ethical obligations of the profession of lawyer.
Thus, the purpose of this policy on the protection of personal data (hereinafter, the “Policy“) is to outline the terms and conditions applicable to the processing of personal data of Relevant Persons.
The Policy is applicable as of May 25, 2018.
UGGC Avocats reserves its right to make any changes to the Policy. If the Policy is amended, UGGC Avocats agrees to publish the new version on its website (https://www.uggc.com/) with the mention of the date of the last update. Relevant Persons should therefore regularly check the website to stay informed of any changes or updates to the Policy.
1.- Data processing manager
UGGC Avocats (Paris) is responsible for the processing of personal data that it collects and processes.
UGGC Avocats is a professional partnership of lawyers with its registered office located at 47 rue de Monceau – 75008 Paris, registered on April 22, 1988 under number 344 646 237, with a share capital of € 2,035,810 – Tel.: 01.56.69.70.00; email: firstname.lastname@example.org.
You can contact UGGC Avocats using the following contact details:
Tel: 01.56.69.70.00 – Fax: 01.56.69.70.71 – Email: email@example.com
The controller is the person, in this case UGGC Avocats, who determines the terms and purposes of the processing of personal data. As its name indicates, it is responsible for the processing of personal data that it implements and is the main contact of the Relevant Persons to assert their rights in relation to the processing of their data.
2.- Personal data collected
UGGC Avocats may collect and process personal data in connection with the implementation of its services, when you contact or request information from UGGC Avocats. The majority of the personal data we collect is voluntarily provided to Us by Relevant Persons or authorized third parties. This personal data relates to:
- contact details (surname, first name, email address, profession …);
- information concerning the professional status (employer’s name, position …) and, for the candidates for recruitment, their qualifications (curriculum vitae …);
- financial information, in particular for payment purposes;
- sensitive data such as data about health status or criminal convictions;
and more generally any personal data that has been conveyed to Us as part of the implementation of our services.
When We ask the Relevant Persons to provide personal data, We will mention whether this information is mandatory or not and, if applicable, possible consequences in the event such data is not provided.
The information required in the context of a recruitment application on UGGC Avocats website is mandatory.
UGGC Avocats makes its best efforts to maintain accurate and complete personal data. To ensure that we have up-to-date information, you can notify to us any changes to your contact information or any other data by contacting UGGC Avocats at the aforementioned coordinates (§.1.-).
3.- Purposes of personal data processed
We process the necessary data for the following purposes:
- For day-to-day management of customer relationship and implementation of our services:
- Management of customer files (customer contacts, case study, assistance, defence of rights and advice, negotiations …);
- Invoicing, customer account management, arrears and litigation;
- Management of applications for recruitment (administrative management of application, assessment of applicant’s capacity to do the proposed job, applicant contact …);
- Management of registrations for of UGGC Avocats events and training sessions.
To carry out its assignments, UGGC Avocats has to deal with sensitive data and data relating to criminal convictions and offenses for the purpose of assistance, advice and representation of its clients. In accordance with applicable regulations, such processing is necessary to exercise and defend its clients’ rights and for the strict requirements of carrying out the assignments entrusted to UGGC Avocats;
- For the promotion of our services, such as invitations to our events, sending legal news and to offer services similar to those already implemented;
- To establish statistics, which remain strictly confidential;
- To comply with our legal and regulatory obligations;
- For the purpose of recruiting candidates;
- For the management of requests for exercising rights in relation to the processing of personal data.
Personal data is processed in accordance with the following legal bases:
- for the execution of the services and missions subscribed with UGGC Avocats;
- to meet our legal obligations, for example to take the relevant legal steps in the fight against money laundering, to check possible conflicts of interest or to verify the identity of our new clients;
- to pursue our legitimate interests, respecting your rights, for example we use your data to offer you services similar to those you have subscribed;
- concerning sensitive data, for the recognition, exercising or defence of rights in court;
- concerning personal data relating to offenses, convictions and security measures, for the strict requirements of carrying out the assignments entrusted to us by the law as officers of the court.
For any question or request for additional information on the legal basis of personal data processing, you can contact us at the contact details mentioned in §.1. above.
4.- Communication of personal data
The personal data of the Relevant Persons are shared with the lawyers and the administrative staff of UGGC Avocats who must keep it strictly confidential.
Personal data may also be conveyed , to the extent necessary, to (i) any third party involved for the purpose of assignments entrusted to Us (local correspondents, experts, translators…), (ii) our service providers, including IT for instance, for performing audits, (iii) our communication providers and (iv) judicial institutions and authorities.
If necessary, this data will be shared with the competent authorities or the courts, in particular to meet our legal and regulatory obligations. In this case, we will take any useful measure to notify you in advance, except if regulations prohibit us to do so.
As described below (article 6.-), personal data of the clients are likely to be conveyed to the foreign offices of UGGC for the files requiring the involvement of these offices.
With regard to recruitment candidates, their personal data are only sent to those people involved in the recruitment process (administrative departments informed of recruitment, persons in charge of personnel management, lawyers of the concerned departments and partners of UGGC Avocats).
5.- Security of personal data
UGGC Avocats implements the appropriate organizational, technical and software measures in terms of physical and IT security to protect personal data against loss, unauthorized access, disclosure or alteration.
UGGC Avocats offers its clients an online data hosting service (UGGC Cloud). The data is hosted in France by UGGC Avocats, without resorting to a third party provider.
6.- Data retention
Personal data processed by UGGC Avocats are kept for the period strictly necessary to achieve the purpose for which the data are collected. In particular, with regard to data relating to the provision of legal services, the data are kept during the contractual relationship between the firm and the client and, beyond, the data are securely archived for five years, before being deleted or anonymized, unless a longer limitation period is provided.
Regarding the personal data of candidates, these are kept by UGGC Avocats for two years after the last contact between the firm and the candidate, unless the latter requests the destruction of his file.
7.- Rights of clients and candidates
Relevant Persons are informed that they have, under the terms of the law, a right of access, rectification, erasure and portability of their personal data, as well as a right of limitation and opposition to the processing of these data.
Relevant Persons also have the right to organize the fate of their personal data in case of death, as well as the right to lodge a complaint with the CNIL, whose website is accessible at the following address: https://www.cnil.fr/ and whose registered office is located at 3 Place de Fontenoy – 75007 Paris.
For processing based on consent, the Relevant Persons may withdraw that consent at any time.
Relevant Persons may exercise these rights, free of charge, with UGGC Avocats.
Find out more
In addition to the following information, UGGC Avocats invites the Relevant Persons to visit the CNIL website https://www.cnil.fr/
- Right of access: Relevant Persons have the right to obtain from UGGC Avocats confirmation that their personal data are or are not processed and, when they are, access to said data as well as information relating to the purposes of such processing (Article 15 of Regulation 2016/679 on the protection of personal data (“RGPD”)), requests manifestly unfounded, excessive or repeated may not be answered.
- Right of rectification: Relevant Persons have the right to obtain from the data controller, as soon as possible, rectification of their personal data that they consider inaccurate (Article 16 of RGPD).
- Right to erasure: Relevant Persons have the right to obtain from UGGC Avocats the erasure of their personal data, in accordance with Article 17 of RGPD.
- Right to portability: Relevant Persons have the right to receive personal data concerning them that they have provided to UGGC Avocats, in a structured, commonly used and machine readable format (Article 20 of RGPD). This right applies only to data provided, where processing is based on consent or a contract and is performed using automated methods.
- Right to limitation of processing: Relevant Persons can obtain from UGGC Avocats the limitation of processing of their personal data under the conditions of Article 18 of RGPD.
- Right to withdraw consent: Relevant People have the right to withdraw their consent to the processing of their data if this processing is based on consent. Withdrawal of this consent does not affect the lawfulness of consent-based processing prior to withdrawal.
- Right of opposition: Relevant Persons have the right to object at any time, for reasons related to their particular situation, to the processing of their personal data, when it is based on legitimate interest (21 of RGPD),
- Right to organize the fate of one’s personal data in the event of death: Relevant Persons can outline guidelines relating to the preservation, erasure and communication of their personal data after their death (Act 78 -17 of 6 January 1978 amended, Article 40, II),
- Right to lodge a complaint with a supervisory authority: without prejudice to any other administrative or judicial appeal, Relevant Persons have the right to lodge a complaint with a supervisory authority if they consider that the processing of personal data concerning them constitutes a violation of the regulations applicable to personal data (Article 77 of the RGPD).