Privacy Policy and Data Protection Statement

This privacy policy and data protection statement applies to the Interiman Group and its companies (subsidiaries) Acceleris, Activis, Albedis, Flexsis, Hotelis, Hotelis Academy, Humanys, Medicalis, Medicalis Academy, Securiman, SPS. These are referred to in the text as ‘companies (subsidiaries)’.

1.1.1         Interiman Group privacy principles

When you send your personal data to the various companies (subsidiaries) of Interiman Group, you give us permission to use this information to the extent necessary to perform the contractual relationships between us and when using our websites. Interiman Group will treat this information as confidential and only disclose it to third parties for its intended purpose.

The purpose of this Privacy Policy is to provide users of our websites, job applicants and our employees with the necessary information on data protection at Interiman Group companies (subsidiaries). Naturally we comply with the legal provisions of the Federal Act on Data Protection of 25 September 2020 (FADP; RS 235.1), Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (the General Data Protection Regulation; GDPR) and other applicable legal provisions.

This policy explains for what purposes and how we process personal data, who has access to them and to whom they are transmitted. We also inform you about your rights in respect of personal data.

The controller for the purposes of the FADP is each of the subsidiaries of Interiman Group (whether or not you have a contractual relationship). Your personal data are, however, centralised at Interiman Group Services SA, Avenue des Baumettes 7, 1020 Renens (Switzerland), which undertakes to comply with this policy.

Our various tools are secured against loss, destruction, theft, disclosure or modification of data by unauthorised persons. Our various areas containing data guarantee confidential processing and comply with the technical and organisational data protection measures (Art. 8 FADP). Interiman Group would like to point out that transmission of data over the internet (e.g. when communicating by email) may cause security breaches. Complete data protection against third-party access is therefore not possible.

1.1.2        What data do we collect?

We store your contact information (name, postal address, email address and telephone numbers).

We record information about your use (IP address, date and time, service requested, etc.) as a user of the websites of Interiman Group companies (subsidiaries) or the apps (Medicalis Easytime, Hotelis Easytime, Easytime Flexsis Suisse, Easytime Flexsis Schweiz, Easytime by Albedis , SPS Easytime, Easytime) of our providers. If you have a personal account, we store the necessary information for this such as login and password.

It is also possible that some providers who perform services on our behalf and solely on the basis of our instructions may use cookies. For more information, please refer to the cookie policy of the provider in question.

We also store the necessary information usually contained in a CV when this is required to create an account or complete the job application process. This information includes the following:

For applicants who register and submit their applications

1. Your date of birth, gender, nationality and residence permit
2. The professional qualifications on the CV, diplomas and certificate you have submitted to us that are relevant for a potential position
3. If you provide them to us, your photo and extracts from your criminal record and the prosecution register

For employees who are or have been on an assignment

1. Your bank details, your OASI number and the information on an ID document
2. Contractual, salary, tax or other information necessary to process your contract and enabling us to fulfil our obligations as an employer (hours worked, holidays, sickness declaration, accident, etc.)
3. If you provide them to us, emergency contact details.

Data processing also applies to sensitive data within the meaning of Art. 5 lit. c FADP and special categories of personal data within the meaning of Art. 9 GDPR. Sensitive data include political opinions, religious beliefs, physical or mental health or a photograph showing ethnicity. If you provide such
information in your application documents or processes, you expressly agree that we may store, process and transmit it in confidence strictly for business purposes.

1.1.3         What do we do with this information?

We carry out all our processing operations in accordance with the legal requirements imposed on us and falling into one of the following categories:

1. your consent by means of a signed document (consent, enrolment form, assignment contract, framework contract, email exchange)
2. compliance with a legal, regulatory or contractual requirement (such as ensuring the processing of your salary or social security contributions)
3. our legitimate interests as described in the next section

We use your personal data to:

1. manage our contracts with you,
2. process and pay advances or salary
3. manage our client-supplier relationships when we offer your file
4. send you promotional material, mailings, newsletters or alerts about job openings
5. conduct direct marketing campaign such as promotions, offers, surveys, competitions, newsletters, market research, satisfaction surveys or special events
6. create and manage your accounts on our sites and apps
7. protect ourselves against fraud and other unlawful activities by seeking to identify and prevent them, as well as in the event of legal action or other claims
8. operate, evaluate and improve our business (including analysing, optimising and developing our services; managing our communications; analysing data; and performing internal functions such as accounting, etc.)
9. respond to your various requests and/or complaints
10. comply with applicable legal requirements, customary industry standards, our contractual obligations and our internal policies.

In addition to the activities mentioned above, if you are a job applicant and have an account on our sites or have applied through one of our sites, we also use your personal data, always on a confidential basis, to:

1. assess your suitability and qualifications as a candidate for a potential position
2. provide you with employment opportunities and work
3. provide you with HR services, including company benefits programs, assignments, payroll, performance management and disciplinary actions
4. provide you with additional services such as training, career guidance and career transition services, with the help of our various companies
5. conduct statistical data analyses such as analysing our pool of candidates and temporary workers; assessing individual performance and capabilities, including job-related skills ratings; identifying skills gaps; matching individuals to potential job opportunities; and analysing “pipeline data” (trends in hiring practices)

We may also use your information for other purposes, provided we specifically notify you no later than at the time of recording that information. Your consent to such use will always be required.

1.1.4         What are our legitimate interests?

The legitimate interests of Interiman Group in the processing of your personal data include the following:

1. identifying and preventing fraud;
2. improving the security of our network and information systems;
3. analysing, optimising, developing or otherwise modifying our services;
4. better understanding how our visitors interact with our websites;
5. direct marketing purposes, as well as measuring the effectiveness of promotional and advertising campaigns
6. sending postal communications that we deem to be of interest to you.

Whenever we process data for these purposes, we take great care to ensure your rights are taken into account and respected. You have the right of revocation at any time.

1.1.5       How long do we keep your data?

We keep your personal data in our systems for as long as necessary for our processing and to comply with our legal obligations.

1.1.6         What do we share?

We do not disclose personal data we collect about you except as described in this Privacy Policy and Data Protection Statement or in specific clauses provided in connection with particular activities, with your consent.

To ensure proper management of our services, your personal data may be shared between Interiman Group companies (subsidiaries), Interiman Group client companies or employment consultants.

In addition, we may share your personal data with our suppliers who perform services on our behalf and only on the basis of our instructions. Our suppliers are contractually bound by the companies (subsidiaries) of the Interiman Group to observe confidentiality and comply with the legal provisions on data protection. In addition, we do not allow these providers to use or disclose your personal data except to provide these services on our behalf or comply with legal requirements. Interiman Group companies may transfer personal data to suppliers headquartered outside Switzerland or an EU member state and who therefore do not meet the standard EU security level. In such cases Interiman Group takes the necessary precautions to ensure that each company whose registered office is outside the EU and which processes your personal data guarantees adequate protection for the processing of the data transmitted. Interiman Group will inform you of the country to which the data have been transmitted as well as the guarantees of an appropriate level of protection. The suppliers concerned may in turn use subcontractors to provide their services. If the subcontractor in question processes your personal data in Switzerland, the European Economic Area or a country outside the European Area that has legislation ensuring an adequate level of protection within the meaning of Art. 16 para. 1 FADP, we will authorise this processing. If the subcontractor in question has to process your personal data in a country outside the European Area that does not have legislation providing a level of protection equivalent to Switzerland, we will allow processing provided the subcontractor has specific safeguards in place. In both cases you expressly consent to transmission to ensure proper functioning of our services. Of course, you may revoke your consent and request the erasure of your data at any time; revocation will also terminate the services offered by Interiman Group companies (including Interiman Group Services SA) and the underlying contractual relationships.

Finally, we may disclose personal data about you (1) if we are required to do so by law or legal process; (2) to law enforcement authorities or on the basis of a lawful request for disclosure; and (3) where we believe disclosure is appropriate to prevent personal injury, damage or financial loss, or in the course of investigation into suspected illegal or fraudulent activities.

1.1.7         Your rights

The “’right to information’’ allows you to access your personal data managed by Interiman Group Services SA at any time. You also have a ’’right to rectification’’ in relation to this data. This means you have the right to correct or complete inaccurate or incomplete personal data. You also have a ’’right to erasure’’ which allows you to ask us to erase or restrict your stored personal data to the extent compatible with performing our legal or contractual obligations.

In addition, you may revoke any declaration of consent that you have signed and which forms an integral part of this Privacy Policy and Data Protection Statement at any time. This revocation only applies to the future, however. A declaration of this sort does not affect the lawfulness of processing carried out up to the day of revocation.

The protection of your data is particularly important to us. If you have any questions regarding the exercise of your rights or this Privacy Policy and Data Protection Statement you can contact the Data Protection Officer of Interiman Group Services SA, Avenue des Baumettes 5/7, 1020 Renens on the following email address: dpo@interiman-group.ch.

1.1.8         Updates to our Privacy Policy

This Privacy Policy may be updated at any time to reflect changes in our privacy practices or the legal framework. In the event of any significant changes, we will endeavour to notify you, in particular by posting a message on our website. In all cases, the Privacy Policy published on the Interiman Group website (https://www.interiman-group.ch/politique-de-confidentialite/) is authoritative.

1.1.9         How to exercise your rights

To exercise your rights or request deletion of your data you can email the following address:

• dpo@interiman-group.ch

Please keep in mind that if you exercise your right of objection and revocation, it may affect our ability to perform and provide services to you for your benefit. You may revoke your decision at any time.

As a reminder, Interiman Group does not charge any registration fees from its companies (subsidiaries). Therefore, if you believe that you have been the victim of an attempted fraud, please contact us as soon as possible at the above address.

If you have any further questions or require further information about our Privacy Policy or the processing of your data, please write to:

• dpo@interiman-group.ch