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PRIVACY NOTICE FOR HIREVUE

This privacy notice is designed to provide you with clear information about the manner in which Sanofi and its service provider, HireVue (hereinafter “HIREVUE”) will process your personal data for the purpose of conducting video interviewing, assessments, scheduling, and conversational AI software.

HireVue enables us to schedule and conduct video interviews, or can combine video interviewing software with Assessments tool(s) which involves the use of predictive, validated occupational science and artificial intelligence in order to augment Sanofi’s human decision-making in the hiring process. This recruitment method includes worldwide industry standard questions regarding recruitment experience designed for external and internal candidates.

Your answers will be handled by Sanofi in a confidential manner.

WHY WE PROCESS PERSONAL DATA

The objectives of the assessments are to:

  • Streamline the Recruitment Process: Saves time with pre-recorded video interviews, allowing recruiters to review candidates at their convenience and accelerate the hiring process.
  • Enhance Candidate Experience: Provides flexibility for candidates to complete interviews in their own time, offering a more engaging and accessible experience.
  • Ensure Consistent and Fair Evaluation: Standardizes interviews with pre-set questions and AI-driven insights, helping to make more objective and consistent hiring decisions.


The legal basis of the processing is Sanofi’s legitimate interests – unless local legislation requires consent specifically, as well as consent from external respondents.

Sanofi commits to focus on the use of aggregated results. Individuals concerned by the recruitment process will face no adverse consequences as a result of this initiative.

WHOSE PERSONAL DATA IS PROCESSED  

  • Voluntary Candidates (globally), which is inclusive of:
    • Internal candidates
    • External candidates
  • Recruiters

  
Please note that in accordance with local laws and regulations in China and Russia, personal data of Chinese and Russian external candidates will not be processed using these services.

WHAT PERSONAL DATA WE NEED TO PROCESS FOR THIS ASSESSMENT

In order to conduct the assessments, several categories of personal data will be processed:

Identification and contact information in order to send communications relating to the assessment: First and last name, professional email address (employees), personal email address (external candidates).
Concretely, it will allow you to receive the necessary invitation to complete the assessment and automatically get a kind reminder 48 hours after the initial invitation email to complete the assessment.

Administrative data in order to create adequate analysis frameworks:

  • Candidate_ID
  • Job_Application_ID
  • Job Application Wid Event ID
  • Assessed By Contingent Worker ID
  • Assessment Status ID
  • Interview Type
  • Assess Candidate Reference
  • Assessment Test Result ID
  • Candidate First Name
  • Candidate Last Name
  • Candidate Email
  • candidatePhone
  • candidateId
  • recruiter First Name
  • recruiterLastName
  • recruiterEmail
  • recruiter ID
  • requisitionID
  • requisitionName
  • jobCode
  • supervisoryOrg



This personal data that you already filled in when applying to the position will come from Workday with the sole aim of pre-populating certain fields on the HIREVUE platform. The flow of information is bi-directional. As such, the information collected on HIREVUE will be used to complete or otherwise feed the Workday employee database.


Assessment responses provided on the HIREVUE platform by the respondents directly to HIREVUE for the purpose of analyzing the results once the assessment closes. They will be analyzed by AI and will be scored based on different criteria. The recruiters from Sanofi have the option to still watch the pre-recorded videos in order to assess if the candidate is fit for the position he is applying for.

The assessments are not anonymous. However, respondents to the assessments will benefit from a confidential-by-default set up where access is closely monitored by the Talent Office at Sanofi. The information provided will be used to make decisions regarding the positions they applied for.

In addition, since this assessment is conducted online, HIREVUE uses cookies. This helps provide respondents with a good experience when they use the Platform. For detailed information on the cookies, they use and the purposes for which they use them see the Cookie Notice.

WHO HAS ACCESS TO YOUR PERSONAL DATA

The personal data is collected and processed under the control of Sanofi.

Internally at Sanofi, there are specifically identified group of recipients:

• Platform “Administrators”(Identified Members of the Talent Office Digital, and People Insights) will have access to the raw individual data to review trends and scores provided by participants. Also, they will access administrative data to provide technical support, set-up assessments and update any data needed to ensure the launch of surveys.

• Platform “Users” are the recruiters who will have access to the raw individual data to review trends and scores provided by participants.

In addition, Sanofi relies on the HIREVUE platform to run the Assessments and analyze it to generate relevant insights regarding Sanofi’s situation in terms of recruitment experience.
 
This service provider will collect and process data as a processor, acting on behalf of and in accordance with the instructions it receives from Sanofi.

USE of Artificial Intelligence

The video interviews are being scored by AI based on several criterias. When used, these technologies do not make the final decision based on your responses but rather provide a score or a recommended score, which Sanofi's hiring team can use to assist in considering your responses. The AI assessments do not replace recruiters.


No individual decision will be made based on the AI feature. If you wish to learn more about the usage of AI by HIREVUE please refer to AI Ethical Principles, HV4 Platform AI Explainability Statement and T2O Plateform AI Explainability Statement.
You may not consent on using the AI scoring, in that case you will be able to go through the whole interview process but without being scored by AI.

HOW WILL YOUR DATA BE USED?

Once you submit your responses, Administrators and Users will access based on their access rights. Raw individual data – including verbatims – will be hosted both on HireVue and on Sanofi side. Sanofi will solely use raw individual data for recruitment purposes. More generally Sanofi will use aggregated data as provided by HireVue and the People Insights Team to improve the recruitment process. The Talent Office at Sanofi will audit and regularly review access rights.

HOW LONG WE RETAIN YOUR PERSONAL DATA? 

For the purposes of this Assessment, HireVue and Sanofi will hold raw individual data for 6 months. After this period, HireVue and Sanofi will keep aggregated data such as trends for a period of 12 months. We will reuse video interview responses for candidates who applied to multiple positions. The appropriate timeframe before the reset will be of 3 months.

TRANSFERS OUTSIDE OF THE EEA  

SANOFI is a multinational Group. As such, Sanofi and HireVue may need to transfer your personal data to entities of its Group or to third-party partners outside of the Sanofi Group. Such Sanofi or non-Sanofi entities may be located outside the Economic European Area, in countries where personal data legislation does not necessarily offer the same level of protection or in countries not recognized as offering an adequate level protection.

In order to ensure an adequate level of protection of your data, those transfers are safeguarded in accordance with the requirements of the country of origin of such transfers, and in the present case:

  • Standard Contractual Clauses of the EU Commission  
  • BCRs

WHAT ARE YOUR RIGHTS CONCERNING YOUR PERSONAL DATA?

Subject to the legislation applicable in the country you are in, you may be entitled to:

  • Have access upon simple request to your Personal Data. In that case you may receive a copy of such data
  • Obtain a rectification of your Personal Data should your Personal Data be inaccurate, incomplete, or obsolete
  • Obtain the deletion of your Personal Data in the situations set forth by applicable data protection law (“right to be forgotten”)
  • Object the processing of your Personal data, where your Personal Data has been collected and processed on the basis of consent or legitimate interests of SANOFI
  • Request a limitation of the data processing in the situations set forth by applicable law
  • Request that some of the Personal Data you provided to us is brought to you, or to another data controller, in a commonly used, machine-readable format

WHO TO CONTACT FOR QUERIES TO SANOFI?

In order to exercise your rights as set out above, please go to this webpage.

For any other queries concerning the processing of your personal data, you can contact SANOFI’s Data Protection Officer at this address: privacy-office-GLOBAL2@sanofi.com.

WHO TO CONTACT FOR QUERIES TO HIREVUE?

  • If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided under the “How to contact us” heading here.
  • In addition, if you are a resident of the European Economic Area, you can object to the processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided under the “How to contact us” heading here.
  • Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
  • You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.)