As the company that publishes the Nicoka software, Orinea SARL (« We », « Nicoka ») is committed to protecting and respecting your privacy. This privacy policy (« Policy ») sets out the basis on which the personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we handle it.
Orinea SARL is a French company registered with the Paris Commercial Court under number 518 090 733, with its registered office at 56 rue de Londres, 75008 Paris, France.
The information we may collect from you
We may collect and process the following information:
- Information you provide by filling in forms on our site www.nicoka.com (« Website »). This includes information provided when registering to use our service, when subscribing, or when you report a problem to us.
- If you are a company, information about your organisation and its staff.
- If you contact us, we may keep a record of that correspondence.
- We may also ask you to complete surveys that we use for research purposes, although you do not have to answer them.
- Details of the transactions you carry out through our service.
- Details of your visits to our site, including traffic data, location data, weblogs and other communication data, together with the resources you access.
- Data from the third-party accounts you connect (Google, Microsoft 365, LinkedIn and others) when you choose to link them to Nicoka. The specific processing of Google data is described in the section Use of Google data below.
How we store your personal data
All data processed by Nicoka is hosted in France, in datacentres operated by OVHcloud, Claranet and Naitways, acting as processors within the meaning of the GDPR. No data is transferred outside the European Union.
We take all appropriate measures to ensure that personal data is kept securely for as long as you use our service: encryption in transit (TLS), encryption at rest, strict access control, access logging and regular backups.
Unfortunately, transmitting information over the internet is not entirely secure. Although we do our best to protect your personal data, we cannot guarantee the absolute security of data transmitted to our service. Once we have received your information, we apply strict procedures and security measures to prevent unauthorised access.
If you have any questions about how we store and use the data we collect about you, please contact us at dpo@nicoka.com.
IP addresses and cookies
We may collect information about the type of computer you use, including where applicable your IP address, your operating system and your browser type, for the administration of our system. This is statistical data about our users' actions and browsing habits, and does not identify any individual.
Our site also uses cookies. A cookie is a small file of letters and numbers that we place on your computer if you accept it. These cookies allow us to tell you apart from other users of the website, which lets us give you a good experience when you browse our site and also helps us improve it.
The cookies we use are what are known as « analytics » cookies. Here is a list of their uses:
- Recognising and counting the number of visitors, and seeing how they move around the site when they use it. This helps us improve how our website works, for example by making sure users find what they are looking for easily.
- Understanding what interests visitors who use the site. Our advertising partner, Google, allows us to carry out retargeting based on interactions on sites visited previously.
- Identifying a user across the different pages of our website, within our own website, across one or more sessions. This means the user does not have to enter a password on every page visited.
- Being able to retrieve previously stored data, for example information the user has already submitted to the website.
Security and prevention of unauthorised use
Each time you connect to the Solution, we collect and process technical data about your device and your session: IP address, browser type and version, operating system, screen resolution, time zone, and a technical device fingerprint generated from those elements.
The purpose of this processing is to keep the Solution secure, to detect fraudulent access and to check compliance with the named-licence rule set out in our General Terms of Service. Its legal basis is our legitimate interest (article 6.1.f of the GDPR) in protecting our service against unauthorised use and in enforcing our contractual terms. This data is retained for as long as those purposes require, on the terms set out in the « Retention period » section.
Use of Google data (Gmail, Google Calendar, Google Drive)
When you connect your Google account to Nicoka, you explicitly authorise us, through the OAuth 2.0 protocol, to access certain of your Google data. That access is strictly governed by the Google API Services User Data Policy, including the Limited Use.
OAuth scopes requested by Nicoka
Depending on the features you switch on, Nicoka may request the following permissions (scopes):
https://www.googleapis.com/auth/userinfo.email: to identify your Google account by your email address.https://www.googleapis.com/auth/userinfo.profile: to retrieve your name and profile picture, in order to personalise your experience.https://www.googleapis.com/auth/gmail.send: to send emails from your Gmail address to your candidates and clients from within Nicoka.https://www.googleapis.com/auth/gmail.readonly: to read the emails you choose to attach to a candidate or a contact in Nicoka.https://www.googleapis.com/auth/calendar.events: to create and manage events (interviews, meetings) in your Google calendar.https://www.googleapis.com/auth/calendar.readonly: to show your availability within Nicoka.https://www.googleapis.com/auth/drive.file: to store or retrieve only the files specifically created or opened by Nicoka (CVs, documents attached to a candidate). We access no other file in your Drive.
You can review the exact list of permissions granted to Nicoka at any time from your Google account, at https://myaccount.google.com/permissions.
Purposes of the processing
Google data is used solely to provide the features of Nicoka:
- Synchronising your email exchanges with your candidate and client records;
- Sending emails from Nicoka using your Gmail address;
- Bringing your recruitment meetings together in your calendar;
- Storing and retrieving the documents (CVs, attachments) related to your recruitment work.
Use by our AI Assistant
Nicoka includes an AI Assistant. Its processing of Gmail data is strictly governed:
- Gmail emails are never sent automatically to an AI system.
- A Gmail email is processed by the AI only if you, the user, explicitly choose to attach it to a candidate or contact record in Nicoka, turning that email into an « activity » on the record.
- Once attached to a record, that activity may be used by the AI only at your explicit request (for example: « draft a reply to this email » or « summarise this exchange »).
- AI processing takes place exclusively within the context of your own account. No data is shared between client accounts.
Limited Use commitment
In accordance with Google's Limited Use Requirements , Nicoka undertakes:
- Not to use Google data for advertising purposes, including retargeted, personalised or interest-based advertising.
- Not to transfer Google data to third parties, except:
- where necessary to provide or improve user-facing features;
- for security reasons (investigating abuse, for example);
- to comply with legal obligations;
- as part of a merger, acquisition or sale of assets, subject to obtaining your prior explicit consent and in accordance with Google's policy.
- Not to allow humans to read your Google data, except:
- with your explicit consent;
- for security reasons (investigating abuse);
- to comply with the law;
- for internal operational purposes, and only after the data has been anonymised and aggregated.
- Not to use Google data to train, improve or develop generalised artificial intelligence or machine learning models. Any processing by our AI Assistant is strictly limited to carrying out a user's request within the context of that user's own account.
Hosting and processors
Synchronised Google data is hosted exclusively in France, in our OVHcloud, Claranet and Naitways datacentres. No Google data is transferred to a processor outside the European Union.
Retention period
Google data is retained for as long as your Nicoka account is active and the connection to your Google account is maintained. You may ask for this data to be deleted at any time by writing to dpo@nicoka.com, or by deleting your Nicoka account.
Withdrawing access
You can withdraw Nicoka's access to your Google account at any time:
- from your Nicoka workspace, in the integration settings;
- or directly from your Google account, at https://myaccount.google.com/permissions.
How we use your information
We use the information about you in the following ways:
- To make sure the content of our site is presented in the most effective way for you and your device.
- To provide you with the information, products or services you request from us, or that we think may interest you.
- To carry out our obligations arising from any contract between you and us, if you are a client.
- To allow you to take part in certain features of our service, where you choose to do so.
- To tell you about changes to our service.
Disclosing your information
We may disclose your personal information to third parties in the following cases:
- If we sell or buy a business or assets, in which case we may disclose your personal data to the prospective seller or buyer of that business or those assets.
- If we, or substantially all of our assets, are acquired by a third party, in which case the personal data we hold about our clients would be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with a legal obligation, or to enforce or apply the website terms and other agreements. We will endeavour to keep any such disclosure to the strict minimum and, where possible, we will give you notice beforehand.
- To protect the rights, property or safety of Orinea SARL, of the website, of our users and of third parties.
Important: these provisions do not apply to data obtained through the Google APIs, which is governed exclusively by the section Use of Google data above, in accordance with Google's Limited Use requirements.
Your rights
Under the General Data Protection Regulation (GDPR), you have the following rights over your personal data:
- Right of access : to obtain confirmation that your data is being processed and to obtain a copy of it.
- Right to rectification : to correct inaccurate or incomplete data.
- Right to erasure (the « right to be forgotten »): to ask for your data to be deleted.
- Right to restriction of processing.
- Right to portability : to receive your data in a structured, machine-readable format.
- Right to object to the processing.
- Right to withdraw your consent at any time, without affecting the lawfulness of the processing carried out before that withdrawal.
- Right to lodge a complaint with the CNIL (www.cnil.fr).
Exercising these rights is free of charge. To exercise any of these rights, write to us at dpo@nicoka.com. We will reply within one month at the latest.
Links to other sites
The site may, from time to time, contain links to the websites of our partner networks, advertisers and affiliates. If you follow a link to one of those sites, please note that they have their own privacy policies and terms of use, and that we accept no responsibility for those policies and terms. Please check those policies before submitting any personal data on those sites.
Changes to our privacy policy
We reserve the right to change this privacy policy at any time. Any change we may make to our policy in the future will be announced and made available on our website. The date it was last updated is shown at the top of this page.
Contact
All questions, comments and requests concerning this privacy policy, or the exercise of your GDPR rights, should be addressed to:
Data Protection Officer (DPO)
Email: dpo@nicoka.com
Post: Orinea SARL, DPO, 56 rue de Londres, 75008 Paris, France