Privacy Notice

icon menu smartphone

1. Introduction

This Privacy Policy provides you with information on the processing of personal data in accordance with the General Data Protection Regulation (GDPR – EU 2016/679) and other data protection provisions. The nature, scope and purpose of our processing of personal data is set out below as follows:

 

Section

Topic

Content/Relevancy

2

Data Controller and Data Protection Contacts

Data Controller, Data Protection Officer (DPO) and related contact data

3

Processing of Personal Data

Sets out the potential Data Subjects, Personal Data, Processing purpose, Origin and Receipt, Legal Basis and Retention Period for the categories shown below.

   3.1

Website Users

Relevant if you use our Website.

   3.2

Candidates

Relevant if you provide us directly or indirectly Personal Data for the purposes of finding a suitable consulting opportunity with our clients.

   3.3

Consultants

Relevant if you have accepted a consulting opportunity with one of our clients.

   3.4

Employees

Relevant if you have accepted legal employment with us.

   3.5

Suppliers

Relevant if you supply goods or services to us and are not a Consultant or Employee

   3.6

Clients

Relevant if we supply goods or services to you

   3.7

Marketing

Sets out the relevant marketing activities and related processing

4

Transfer of data

Overview of Personal Data transfer to our affiliated companies and processors.

5

Data Subject Rights

A detailed explanation of your rights as a Data Subject.

 

We have tried to keep this document as concise and user-friendly as possible, however, if any matter is not clear then please contact us.

In general, emagine’s Data Processing related to Candidates and Consultants is focused on matching professional experts’ experience with the consulting needs of our clients. We therefore only collect the Personal Data required to fulfil that objective.

 

2. Data Controller and Data Protection Contacts

2.1. Controller

The Controller is the entity which determines the purposes and means of the processing of personal data. For all the purposes named under section 3 the controller is:

emagine Consulting Limited
33 Gracechurch Street - 6th floor
London EC3V 0BT

Phone: +44 207 041 1000
mail: info@emagine.co.uk

(hereinafter referred to as "we", "us" or "emagine")

 

2.2. Contact details of the Data Protection Officer (DPO):

emagine Consulting Limited
33 Gracechurch Street - 6th floor
London EC3V 0BT
Phone: +44 207 041 1000

e-mail: dataprotection-UK@emagine.co.uk

 

3. Processing of Personal Data

3.1. Website Users

3.1.1. Description of the purpose

Enabling a functioning visit of our website(s).

 

3.1.2. Potential Data Subjects

 

3.1.3. Potentially concerned Personal Data

 

3.1.4. Origin and recipient

We may receive the data from:

The data may be forwarded to:

 

3.1.5. Legal basis

The temporary storage of the abovementioned data is necessary for the technical functionality of a website visit. Further storage in log files is carried out to ensure the functionality of the website and the security of the information technology systems. These purposes constitute our legitimate interests in data processing (Art. 6 (1) f) GDPR).

 

3.1.6. Retention period

The data is deleted as soon as it is no longer necessary for the purpose for which it was collected. For website visits, this is when the relevant session is ended. The log files are kept up to 24 hours directly and exclusively accessible to administrators. After that, they are only available indirectly through the reconstruction of backup tapes and are permanently deleted after four weeks at maximum.

 

3.1.7. Cookies

A "cookie" is a small data file that is stored on the hard disk of your computer. Cookies are used by almost all websites. They do not harm your system. Cookies are usually categorized as "temporary" cookies or "persistent" cookies. Session cookies are the most common type of temporary cookies. They allow you to navigate efficiently through websites and track your progress from page to page so that information you have already provided during your current visit is not requested repeatedly. Session cookies are stored in temporary memory and deleted when the browser is closed. The use of temporary cookies does not require explicit consent. Insofar as they contain personal data, the legal basis for this is Art. 6 (1) f) GDPR. The legitimate interest of emagine required for this is the proper functioning of the website.

In contrast, persistent cookies store user settings for the current visit and subsequent visits. They are written to the hard disk of your device and are still valid after a restart of the browser. Persistent cookies are often used to track user behaviour and provide targeted advertising. The use of persistent cookies requires explicit consent.

We only use session cookies on this website, for login and search. These temporary cookies are deleted at the end of the session.

Most browsers automatically allow cookies by default but give you the option of controlling the majority of cookies. This includes whether or not you accept cookies and how they should be removed. You can find information on how to control cookies under "Tools" (or a similar term) in your browser. In most cases, you can set your browser to notify you before you receive a cookie. This allows you to decide whether or not to accept it. You can also set your browser to disable cookies. However, this setting affects both temporary and persistent cookies and thus possibly the functionality of our website.

 

3.1.8. Plug-ins for social media

The emagine Website contains buttons that allow the user to share links on this Website via Facebook / Instagram, YouTube, Twitter, Xing, LinkedIn. The "Share" and "Like" buttons on this website are embedded with a privacy-friendly two-click solution: The buttons do not load until you click them, to prevent accidental tracking. The legal basis for such data processing would be the consent you express by clicking those buttons (Art. 6 (1) (a) GDPR).

 

3.2. Candidates

3.2.1. Description of the purpose

Adding professional experts to our database and maintaining the data in order to match consulting resources with the needs of our clients.

 

3.2.2. Potential Data Subjects

 

3.2.3. Potentially concerned categories of data

 

3.2.4. Origin and recipient

We may receive the data from:                                          

The data may be forwarded to:

 

3.2.5 Legal basis

The data is collected and stored in our database for potential future business. The legal basis for this is our legitimate interest in accordance with Art. 6 (1) f) GDPR: We assume that as a personnel service provider we have a legitimate and recognisable interest in successfully placing a seeker of a consulting role or other market participants.

 

3.2.6. Retention period

Records of candidates are retained in the database for up to five years from the last business contact with that person.

 

3.3. Consultants

3.3.1. Description of the purpose

Deploying professional experts on temporary consulting roles with our clients.

 

3.3.2. Potential Data Subjects

 

3.3.3. Potentially concerned categories of data

 

3.3.4. Origin and recipient

We may receive the data from:

The data may be forwarded to:

 

3.3.5. Legal basis

The data must be processed for the preparation, follow-up and execution of contracts for potential future business. The legal basis for this processing is Art. 6 (1) b) GDPR.

 

3.3.6. Retention period

Personal Data of Consultants are retained per tax, legal and regulatory requirements which may be for up to six (6) years from the end of the year in which the contractual relationship terminated.

 

3.4. Employees

3.4.1. Description of the purpose

Personal Data is collected, processed and used for the purpose of establishing, terminating, performing and administering employment relationships. This includes payment of salaries, reporting to tax authorities, health and social insurance.

 

3.4.2. Potential Data Subjects

 

3.4.3. Potentially concerned categories of data

 

3.4.4. Origin and recipient

We may receive data from:                                                

The data may be forwarded to:

 

3.4.5. Legal basis

Insofar as the personal data are required for the execution of the employment contract, the basis for their processing is Art. 6 (1) b) GDPR. With regard to special categories of data (e.g. health status), processing may be necessary and therefore permissible under Art. 9 (2) b) GDPR with regard to the rights and obligations of the controller under labour and social law. Otherwise, pursuant to Art. 9 (2) (a) GDPR, express consent must be obtained. Keeping data after the employment relationship in order to meet legal documentation provisions is justified as a fulfilment of a legal obligation (Art. 6 (1) c) GDPR).

 

3.4.6. Retention period

The data will be kept for the duration of employment and beyond in order to administer the termination and for tax, legal and regulatory purposes or generally for up to six (6) years. When the data is no longer required for these purposes it will be deleted. Documents from applicants for employment relationships will be retained for up to two (2) years if not resulting in hiring.

 

3.5. Supplier contacts

3.5.1. Description of the purpose

Purchasing/receiving goods and/or services (other than consulting services we offer to our clients) that are required to maintain or improve our company and its operations.

 

3.5.2. Potential Data Subjects

 

3.5.3. Potentially concerned categories of data

 

3.5.4. Origin and recipient

We receive the data from the Data Subject or its public advertisements and we may recommend it to third parties if we are satisfied with the Data Subject’s performance.

 

3.5.5. Legal basis

Insofar as personal data must be processed for the preparation, follow-up and execution of contracts, the basis for their processing is Art. 6 (1) b) GDPR. If we store the data to have it available for future demand, we do this on the basis of legal interest (Art. 6 (1) f) GDPR) because that data was already publicly available.

 

3.5.6. Retention period

The retention period depends on the relevance of the supplier for emagine’s business. As long as a contractual relationship is ongoing or conceivable, the data will be retained.

With respect to contractual data, the retention period depends on the contractual period and tax, legal and regulatory requirements thereafter or generally for up to six (6) years from the end of the year in which the contractual relationship terminated.

 

3.6. Client contacts

3.6.1. Description of the purpose

The provision of advice or professional services as a consultant or intermediary.

 

3.6.2. Potential Data Subjects

 

3.6.3. Potentially concerned categories of data

 

3.6.4. Origin and recipient

We may receive the data from:

The data may be forwarded to:

 

3.6.5. Legal basis

Insofar as personal data must be processed for the preparation, follow-up and execution of contracts, the basis for their processing is Art. 6 (1) b) GDPR. Insofar as client’s data is collected and stored in our data base for potential future business, the basis for this is our legitimate interest in accordance with Art. 6 (1) f) GDPR: We assume that as a personnel service provider we have a legitimate and recognisable interest in successfully placing job seekers or other market participants.

 

3.6.6. Retention period

The retention period depends on the relevance of the client for emagine’s business. As long as a contractual relationship is ongoing or conceivable, the data will be retained.

With respect to contractual data, the retention period depends on the contractual period and tax, legal and regulatory requirements thereafter or generally for up to six (6) years from the end of the year in which the contractual relationship terminated.

 

3.7. Marketing

3.7.1. Description of the purpose

Advertising and marketing for emagine, measures related to the services and public relations of emagine, measures to promote the sale of emagine's services.

 

3.7.2. Potential Data Subjects

 

3.7.3. Potentially concerned categories of data

 

3.7.4. Origin and recipient

We may receive the data from:

The data may be forwarded to:

 

3.7.5. Legal basis

Insofar as we have already provided contractual services to you, we may assume that you agree to advertising for similar services and have legitimate interests in doing so (Art.6 (1) f) GDPR. Regarding candidates, we assume that as a personnel service provider we have a legitimate and recognisable interest (Art. 6 (1) f) GDPR) in informing you of potential consulting opportunities.

 

3.7.6. Retention period

Your data will be kept in-line with the Data Subject categories set out above.

 

4. Transfer of data

4.1. Sharing of data

emagine is an international organization with cross-border business processes, management structures and technical systems. Therefore, within the emagine group we may share amongst each other information about you in connection with identified uses (see above: section 3) and in accordance with this privacy policy.

We also involve a limited number of sub-processors in order to provide effective services. Each processor is bound by a specific data processing agreement. Our methods and procedures are designed to provide a consistent level of protection of personal data.

 

4.2. Members of the emagine group that are sharing the data

emagine Group SAS
6 boulevard de Pesaro
92000 Nanterre
France

emagine Consulting SARL
6 boulevard de Pesaro
92000 Nanterre
France

otherwise Portage SARL
6 boulevard de Pesaro
92000 Nanterre
France

emagine GmbH
Voltastraße 1
60486 Frankfurt am Main
Germany

emagine Flexwork GmbH
Sigmaringer Str. 107
70567 Stuttgart
Germany

emagine Consulting Ltd.
33 Gracechurch Street, 6th floor
London EC3V 0BT
United Kingdom

emagine Consulting Kft
Honvéd u. 8. I. em. 2
1054 Budapest
Hungary

emagine Infotech Ireland Ltd
22, Northumberland Road
Ballsbridge, Dublin 4
Ireland

 

4.3. Processors of emagine

For the avoidance of doubt: this is not an exhaustive list. If you have further enquiries, please refer to the DPO (see above: section 2.1)

 

4.4. Legal basis

The legal basis for the data transfer within the emagine group is legitimate interest (Art. 6 (1) f) GDPR). The shared infrastructure, the group structure and the goal to offer internationally available candidates opportunities in other countries require a data exchange within the group.

 

5. Data Subject Rights

The applicable data protection law grants you comprehensive data protection rights (rights of information and intervention) vis-à-vis emagine with regards to the processing of your personal data, about which we inform you below:

 

5.1. Right of access (Art. 15 GDPR)

In particular, you have a right of access to your personal data processed by us, the processing purposes, the categories of personal data processed, the recipients or categories of recipients to whom your data have been or will be disclosed, the planned storage period or the criteria for determining the storage period, the existence of a right of rectification, erasure, restriction of processing, opposition to processing, complaint to a supervisory authority, the origin of your data if it has not been collected from you by us, the existence of automated decision making including profiling and, if applicable, meaningful information on the logic involved and the scope and intended effects of such processing on you, as well as your right to be informed of the guarantees provided under Art. 46 DPA when your data is transferred to third countries.

 

5.2. Right to rectification (Art. 16 GDPR)

You have the right to have incorrect data concerning you corrected and/or incomplete data held by us completed without delay.

 

5.3. Right to erasure (Art. 17 GDPR)

You have the right to request the deletion of your personal data if the conditions of Art. 17 (1) GDPR are met. However, this right does not exist in particular if the processing is necessary for the exercise of the right to freedom of expression and information, for the fulfilment of a legal obligation, for reasons of public interest or for the assertion, exercise or defence of legal claims.

 

5.4. Right to restriction of processing (Art. 18 GDPR)

You have the right to demand the restriction of the processing of your personal data as long as the accuracy of your data which you dispute is verified in the following circumstances:

 

5.5. Right to notification (Art. 19 GDPR)

If you have asserted the right to correction, deletion, or restriction of processing vis-à-vis emagine, we are obliged to notify all recipients to whom the personal data concerning you have been disclosed as part of this correction, deletion or restriction of processing, unless this proves impossible or involves a disproportionate effort. You have the right to be informed of these recipients.

 

5.6. Right to data portability (Art. 20 GDPR)

You have the right to receive your personal data that you have provided us with in a structured, common, and machine-readable format or to request transmission of those data to another controller, insofar as this is technically feasible.

 

5.7. Right to withdraw consents (Art. 7 (3) GDPR)

You have the right to withdraw at any time any consent you have given to the processing of data. In the event of revocation, we will immediately delete the concerned data. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the withdrawal.

 

5.8. Right to lodge a complaint (Art. 77 GDPR)

If you believe that the processing of personal data relating to you is in breach of the DPA, you have the right - without prejudice to any other administrative or judicial remedy - to lodge a complaint with a supervisory authority, in particular in the Member State in which you are resident, your place of work or the place where the alleged breach occurs.

 

5.9. Right to object (Art. 21 GDPR)

If we process your personal data on the basis of our legitimate interest, you have the right to object on grounds relating to your particular situation to this processing at any time.

If you exercise your right to object, we will no longer process your personal data. However, we reserve the right to keep processing of your personal data if we can prove that there are compelling legitimate grounds for the processing which override your interests, fundamental rights and freedoms, or if the processing serves to assert, exercise or defend legal claims.

If your personal data are processed by us for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing. You can exercise the right to object as described above.

If you exercise your right to object, we will stop processing the data concerned for direct marketing purposes.

ACCEPTOur website uses cookies so that we can provide you with the best possible user experience.
More information