Job Applicant Privacy Notice

Last update: 4 September 2018

As part of the recruitment process, XWiki collects and processes personal data relating to job applicants.

The company pledges to being transparent about how it collects and uses that data and to meeting its data protection obligations. If you wish to know more about personal data at XWiki, you are invited to read the XWiki Privacy Policy.

1. What information do we collect?

XWiki collects personal information about you only for the specific purpose of conducting the recruitment process.

This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your salary expectation or current level of remuneration;
  • whether or not you have a disability for which the organization needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in France or Romania.

XWiki may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your identity documents (national ID card, passport, etc.), or collected through interviews and other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. Data will be stored in different places, including on your application record and in HR management systems.

2. Why does XWiki process personal data?

We need to process data to take steps at your request prior and with the purpose of entering into a contract with you. We also need to process data to ensure that we are complying with some legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the specific country (France or Romania) before employment starts.

XWiki has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, analyze and confirm a candidate's suitability for a specific role, and decide who will receive an XWiki job offer.

We may also need to process data from job applicants to respond to and ensure defense against legal claims. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information only to carry out obligations and exercise specific rights regarding employment.

If your application is unsuccessful, XWiki may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

3. Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, the XWiki team and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background checks providers to obtain necessary background checks.

Also, we may provide your data for the purpose of background checks in a recruitment process conducted by third parties, with your prior consent given to them in applying for another job as an XWiki Alumni.

4. How does XWiki protect data?

We consider the security of your data as being a priority for XWiki. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

5. For how long does XWiki keep data?

If your application for employment is not concluded with a job offer, XWiki will hold your data on file as long as it is relevant for the recruitment process, with the purpose of being taken into consideration for future employment opportunities.

You will be asked whether you consent for XWiki to hold your details in order to be considered for future open positions. You can withdraw your consent anytime and XWiki will delete your data as soon as possible, but not longer than 2 working days from the moment you've made the deletion request.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper-based) and retained during your employment. The periods for which your data will be held will be provided to you further, by a separate privacy notice.

6. Your rights

As a data subject, you have important rights that XWiki pledges to respect.

As a consequence, you can:

  • access and obtain a copy of your data on request;
  • require the organization to change incorrect or incomplete data;
  • require the organization to delete or stop processing your data, for example where the data is no longer necessary for the purposes of the processing;
  • object to the processing of your data where XWiki is relying on its legitimate interests as the legal ground for the processing.

If you would like to exercise any of these rights or for any questions regarding your personal data from the recruitment process, please contact Cristina Rosu, XWiki's DPO, at

For more information regarding your rights as a data subject and how to exercise them, we strongly recommend you to consult the XWiki Privacy Policy.

7. What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to XWiki during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

8. Updates to the Job Applicant Privacy Notice

From time to time, we may decide to review and improve the terms of service related to the Job Applicant Privacy Notice. If we make any changes, we will update its date from the top, so that you are informed about them.