1. WHO WE ARE?
SOPHiA GENETICS values the privacy and confidentiality of visitors, candidates, and future employees. That is why SOPHiA GENETICS is committed to treating your personal data with care, integrity, and transparency.
SOPHiA GENETICS SA, which is headquartered at Rue du Centre 172, 1025 Saint-Sulpice, Switzerland, and its subsidiaries1 (“SOPHiA GENETICS”, “we”, “us” and “our”), act as Data Controllers collecting and using your personal data when you visit our career portal or apply to one of our job offers.
Should you provide us with data not covered by this Privacy Policy, such data shall be covered by a distinct contractual relationship, as well as applicable laws and regulations.
2. WHAT DATA DO WE COLLECT?
We collect data that could identify you either directly (e.g. your name or surname) or indirectly (e.g. through your IP address). Such data are personal data.
While visiting our career portal or applying for a job position, personal data may be collected depending on your interactions with us. We distinguish the data collected automatically and the data you provide to us.
Data automatically collected
Career portal usage analytics
These data are generated through cookies while you are using the career portal to provide information regarding the content you visited, the website you are coming from, the video that you played, etc. Our career portal installs cookies or similar technologies via our providers. These allow us to measure the audience of our publications, improve the interface and the presentation of our career portal, to propose the best user experience possible. We use two types of cookies:
Strictly necessary
| Cookie Name | clinch_session | ctc_rejected |
| Cookie Description | This is essential functionality used by the Clinch recruitment marketing application to maintain a user’s login session, whilst they are accessing the system. It is not stored beyond the login session’s duration and does not store personal data. | This cookie is used to record that Clinch recruitment marketing performance cookies have not been accepted, and to stop the Cookie Consent box from appearing. It is local to a user device – there is no PII and there is no record on the back end to match this candidate. |
| Expiration time | Expires when session ends. | Expires when session ends. |
| Host website | careers.sophiagenetics.com | careers.sophiagenetics.com |
| Personal data stored in cookie? | No | No |
Performance and Analytical Cookies
| Cookie Name | ctc | ctc_session |
| Cookie Description | Cookie identifies the user if they had agreed to the cookie policy. Each time a user takes an action on the careers site, we examine the identifier in the cookie and look up the user. | Cookie that ties together all the activity (page views, forms, etc) and interactions of a visitor (identified by the “ctc” cookie above) in one session or visit to the site. |
| Expiration time | 13 months | 15 minutes or when session ends |
| Host website | careers.sophiagenetics.com | careers.sophiagenetics.com |
| Personal data stored in cookie? | No | No |
Data that you provide directly
When you apply to a job or an internship position offered on our portal or when you contact us, you provide personal data allowing us to analyze your application and respond to your requests. We also use the personal data you provide to us for building our talent pool and communicating with you. You will find more details regarding these activities below:
Applying candidates
| Type of data we collect | Personal data concerning the identity of an applicant for a job offer, including but not limited to first name, last name, email address, phone numbers, residence address, photography, birth date, nationality, residence permit, professional and academic background, references, resumes and cover letters. Each application form limits the collection of personal data to what is necessary and indicates the required information to provide. Sensitive information, such as race or sexual orientation, is not necessary for the job application process. If an applicant decides to include such information, the sensitive data will be processed in accordance with Applicable Data Protection Laws. |
| Why do we use them | The above personal data are necessary to process your application. They will be used to analyze your application, organize interviews, and maybe, prepare your onboarding. You can also register in the SOPHiA GENETICS talent pool, and we will process your data to share with you job alerts, communications, and marketing content. We may also use your personal data to send you a survey to improve our recruitment process. We will process your data only with your consent. You can withdraw your consent at any moment. |
| Retention | Personal data shall be kept for two (2) years from the time they are collected or from our latest contact with you, without prejudice to any other applicable retention obligations or limitation periods. |
Contact requests
| The type of data we collect | Personal data concerning the identity of requestors including first name, last name, email address, phone number, country, contact purpose and message. |
| Why do we use them | These personal data are necessary to process your request and adapt our answers to best suit your demand. We make sure that each contact form limits the collection of personal data to what is necessary and indicates the required information to provide. If you agree to this by providing your consent, we may use your personal data to send you communication and marketing content about our Company. You can withdraw your consent at any moment. |
| Retention | Personal data shall be kept for two (2) years from the time they are collected or from the last contact with the requestor, without prejudice to any retention obligations or limitation periods. |
If your application is successful, we will start your onboarding at SOPHiA GENETICS. As a new employee, you will receive a separate information notice regarding the processing of your data as an employee.
3. WHY ARE WE ALLOWED TO USE YOUR DATA?
We can collect and process your personal data when one of the following applies:
Your consent – This applies when you have specifically given us your permission to use your personal data for analyzing, processing, and responding to one of your requests.
This is also applicable when you accept our cookies.
The performance of a contract – Processing is necessary to take steps at your request prior to entering a potential employment contract, for analyzing your application and commencing the recruitment process.
Our legitimate interest – This applies where SOPHiA GENETICS conducts operations for the purpose of compiling statistics, marketing, promoting, developing and/or improving SOPHiA GENETICS’ employer’s brand.
Compliance with legal obligations – This applies where we are required to process data with regard to the management of requests or for responding to the exercise of your rights.
4. WHO WILL HANDLE YOUR DATA?
The personal data related to your application, are simultaneously accessible to our Human Resources department representatives and the recruiter.
As a rule, we do not provide, sell, or lease your personal data to any third parties for their marketing use without your express consent.
From time to time, we need some help to propose the best user experience to candidates. When this happens, we rely on various third-party service providers and contractors to provide services that support our operations, including without limitation, maintenance of our databases, distribution of emails and newsletters on our behalf, and data analysis. These third parties may have access to your personal data for the purpose of performing the service for which they have been engaged. However, such service providers shall remain under contractual obligations, particularly confidentiality obligations, for as long as they hold relevant personal data.
For the management of the recruitment process, we are currently working with two main providers:
- A platform and software provider for the management of your application.
- A talent management provider improving our career portal, organizing our talent pool, and customizing our marketing content to attract talent.
5. IN WHAT INSTANCE DO WE TRANSFER YOUR DATA?
Transfers between SOPHiA GENETICS and its subsidiaries
Our headquarters are in Switzerland, and we work all over the world. Therefore, you acknowledge and consent that any data you provide, or we collect may be used, processed and/or transferred to Switzerland or to any jurisdiction where we have operational activities or other countries, territories, or jurisdictions as permitted under Applicable Data Protection Law.
We implement appropriate measures to protect your personal data when we transfer your personal data outside of your home country such as data transfer agreements that incorporate standard data protection clauses under Applicable Data Protection Law.
Transfers to third parties
We may share personal data with third parties, as established in this Privacy Policy, and consequently transfer personal data outside the country they came from. For example, we may transfer personal data to a marketing or communication agency or to measure the audience of our career portal.
Before we transfer any data to third parties, we make sure that said third parties, receiving the data offer the necessary standards of data protection required by Applicable Data Protection Law, either due to mandatory legal requirements or due to data protection agreements or contractual instruments signed with the third parties in question. All international data transfers are undertaken in accordance with Applicable Data Protection Law.
6. HOW DO WE COMPLY WITH THE LAW?
We cooperate with government and law enforcement officials and private parties to enforce and comply with the law. We may be required to disclose the personal data of an individual in response to a lawful request by public authorities, to meet national security, law enforcement, or other legal requirements.
7. HOW DO WE SECURE YOUR DATA?
We are committed to keeping your personal data secure as part of our daily activities, when you visit our career portal or apply for a job position, we always consider the context and purposes of processing as well as the likelihood and impact of risks relating to your personal data to adapt our security measures. Therefore, we implement appropriate technical and organizational measures and apply strict procedures and security features to prevent unauthorized access, loss, or damage to data. We always use extra caution when we entrust third parties to handle your personal data and we require that they abide by the same standards as we apply.
8. DO WE PROCESS MINOR’S DATA?
The career portal is not directed toward persons under the age of 18. We do not knowingly collect personal data from minors under the age of 18. If you become aware that a user under the age of 18 has used the career portal, please contact SOPHiA GENETICS at [email protected]. If we become aware that a minor under 18 has provided us with personal data, SOPHiA GENETICS will take the necessary steps to have that personal data irrevocably removed.
9. YOUR RIGHTS
Exercise your rights
Depending on where you are located and in accordance with Applicable Data Protection Law, you may:
– confirm the existence of data processing;
– access your personal data;
– review, update, correct, delete your data, and restrict, block, or object their processing;
– request data portability pertaining to your personal data;
– request information from public and private entities with which we have shared your personal data;
– request information on the possibility of not providing consent and on the consequences of refusal;
– revoke your consent.
Limited use in our email list
If you no longer wish to receive new notices, email newsletters, or other future communications from us, you may choose to unsubscribe by clicking on the link at the bottom of any such communication and following the instructions thereto.
Alternatively, you may notify us by email at [email protected] with the word “remove” in the subject header, and we will remove your name from our email recipient list within five (5) days. Opt-out is not possible for necessary services.
How to contact us
If you like to exercise one of your rights, please contact us first at:
Please attach a copy of your identification card or any other valid identification document with your signature, so that we may ascertain that any requests concerning your personal data indeed originate from you. We may retain an archived copy of your request in accordance with Applicable Data Protection Laws.
Complaint to Authorities
You may also file a complaint with your local data protection authority if you consider that any processing of your personal data infringes upon the requirements of the Applicable Data Protection Laws. However, we invite you to contact us prior to doing so.
10. CONTACT US – DATA PROTECTION OFFICER
If you have questions regarding this Privacy Policy or how your personal data are processed, please contact SOPHiA GENETICS’ Data Protection Officer, at SOPHiA GENETICS SA, Rue du Centre 172, 1025 Saint-Sulpice, Switzerland or [email protected].
11. CHANGES TO PRIVACY POLICY
This Privacy Policy is effective as of the date of its last revision. We reserve the right to change this Privacy Policy at any time. When we make changes, we will post the changed Privacy Policy on the career portal, and it will become effective immediately.
Version 1 – October 2022
