PRIVACY NOTICE FOR CANDIDATE VIDEO INTERVIEWS
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.
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 consent from Candidates.
WHOSE PERSONAL DATA IS PROCESSED
• Candidates (globally), which is inclusive of both Internal and external candidates• Recruiters
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) and phone number.
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 process your interview (e.g. candidate ID, job application ID, assessment status, recruiters contact details). This information will come from Workday with the sole aim of pre-populating certain fields on the HIREVUE platform.
Interview and games’ answers are directly provided by the respondents and are assessed on the video platform (“HIREVUE”). Responses are analyzed and scored based on several AI-enhanced criteria: candidate's voice, vocabulary, elocution and answers to cognitive games. There is no use of other video or audio characteristics such as a candidate’s facial expressions, body language, background and surroundings, or tone-of-voice. Sanofi Recruiters will have the option to refer to the pre-recorded videos and reassess a candidate’s answers. Once the video interview and related games are complete, some of this information will complete or otherwise feed your Workday Candidate profile (ie. Assessment score).
Candidates and their videos 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.
Recruiters and hiring managers’ personal data will feed the application follow-up. As per good practice worldwide, their personal information will not be used in the context of performance.
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 Analytics Team) 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 assessments.
• Platform “Users” are the recruiters and the Hiring Managers who will have access to the raw individual data to review trends and scores provided by participants. Access and Removal of users will be managed by Global Talent Acquisition team by a defined process internally.
• Heads and Leaders at Sanofi will see trends and aggregated level reports. A threshold of a minimum of 5 individuals will be applied as per good practice worldwide.
As service provider, HireView 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
Candidates will be assessed by AI scored Interview and game based assessments. Namely, these assessments will provide a score for the following competencies which have been identified to be critical to be successful at the job they are applying for: Communication, Team orientation, Problem Solving, Cognitive Ability, Willingness to learn, Adaptability, Conscientiousness, and Planning & Prioritization. The competencies measured by the AI scored interview assessments are scored based on 5-level proficiency BARS (Behaviorally Anchored Rating Scales), ranging from Novice (ineffective behaviors associated with a particular competency) to Expert (very highly effective behaviors associated with a particular competency). The use of BARS in the rating process improves the consistency, objectivity, and accuracy of candidate evaluations.
AI scored interview assessments score candidates based on the transcripts of the responses to each of the competency-based questions included in the assessment. That is, other elements of the on-demand interview, such as the tone of voice, facial expressions, body language, background, etc) are not analyzed. Candidates’ game play behavior (e.g. the ratio of levels lost and won, the total number of levels played, selected answers and/ or highest level completed) is used to score candidates in the cognitive and personality games.
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. No individual decision will be made based solely 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 Platform Users will access them based on their access rights. Raw individual data – including verbatims – will be hosted both on video platform provided by HireVue. Sanofi will solely use raw individual data for recruitment purposes.
In addition, Sanofi will use aggregated data as provided both by HireVue and by the People Insights Team (analytics) to general trends and 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 a Candidate’s 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 as well as for any other queries concerning the processing of your personal data, please go to this webpage.
Last update: 15 April 2025