MATEIA AARPI (« MATEIA » or « we ») respects and protects the privacy and data of its clients, employees, trainees, applicants, associate, suppliers and partners, and other contacts, (hereinafter « you »).
The purpose of this privacy policy is to inform you about how MATEIA, as data controller, collects and uses personal data about you (« Personal Data ») and how you can control this use and exercise your rights in relation to it.
All our contact details are available on our website (« Legal Notice » section).
Please note that our website may contain links to third party websites that may be of interest to you. MATEIA has no control over the content of these third party websites or over the practices of these third parties with regard to the protection of the Personal Data they may collect. Consequently, MATEIA declines all responsibility concerning the processing by these third parties of your Personal Data, which is not subject to this policy. It is your responsibility to inform yourself about the Personal Data protection policies of these third parties.
We comply with the applicable law on the protection of Personal Data and, in particular, the European Union’s General Data Protection Regulation n°2016/679 of 27 April 2016 (known as the « RGPD / GDPR »), as well as the law no 78-17 of 6 January 1978 relating to information technology, files and freedoms (hereinafter together, the « Applicable Regulations »).
MATEIA may collect your Personal Data namely in the context of professional meetings, files, partnerships, applications, professional relations, or via social networks.
For your information, the www.mateia.com website does not contain any cookies and we do not collect any data when you visit our website.
Principles respected: data minimisation, data protection from the outset and data protection by default.
Consequences : only Personal Data that are relevant, adequate and limited to what is necessary for the purposes for which they are processed are collected.
To find out what Personal Data we process, the purposes of such processing, the time we keep it and more generally all the information on this processing, click on the links below:
When the retention periods mentioned in the details of the processing operations terminate, your Personal Data is deleted or anonymised so that it can be used without infringing your rights.
Nevertheless, your Personal Data may be archived beyond the periods provided for the needs of research, the establishment and prosecution of criminal offences or because of ongoing litigation to allow, as necessary, the provision of these Personal Data to the judicial authority.
Your Personal Data are confidential. Only persons duly authorised by MATEIA may access this data, without prejudice to its possible transmission to the bodies responsible for a control or inspection mission in accordance with the Applicable Regulations.
All persons having access to your Personal Data are bound by an obligation of confidentiality. These persons include the staff (attorneys, lawyers, trainees, administrative staff) authorised within the firm.
Our service providers may also be required to process Personal Data that are strictly necessary for the performance of the services we entrust to them (hosting and IT maintenance, accounting, invoicing, communication, electronic signature, electronic and postal distribution, logistics and catering, etc.).
For the purposes of processing cases, your Personal Data may also be shared with third parties (such as bailiffs, legal experts) as well as with the competent authorities and courts.
In all cases of Personal Data transfer to third parties, MATEIA ensures that the Personal Data transmitted continues to benefit from a level of protection equivalent to that implemented by MATEIA and requests contractual commitments so that your Personal Data are processed exclusively for the purposes mentioned in this policy, with the required confidentiality and security.
Most of the processing is carried out in France and in the European Union. All of MATEIA’s data is stored in the European Union.
Exceptionally, and namely for the purposes of grouped mailings (general communications, greeting cards, etc.), in the event of file transmission (due to the efficiency protocols of the Internet) or even connection to our servers abroad, your Personal Data may be transferred outside of the European Union.
In such cases, MATEIA undertakes to verify that appropriate measures have been implemented to ensure that your Personal Data are afforded an adequate level of protection (namely, where applicable, through European Commission standard contractual clauses or Binding Corporate Rules).
MATEIA ensures the security of your Personal Data by implementing a reinforced protection of Personal Data using physical and computer security measures (anti-virus, firewall, secured hosting and emails etc.).
Despite these reasonable measures to protect your Personal Data, no transmission or storage technology is foolproof. Therefore, and in accordance with the Applicable Regulations, in the event of a breach of Personal Data that may cause a risk to the rights and freedoms of data subjects, MATEIA undertakes to communicate this breach to the competent supervisory authority and, where required by the said Regulations, to the data subjects (individually or generally as the case may be).
It is of course also your responsibility to exercise caution to prevent unauthorized access to your Personal Data and to your terminals (computer, smartphone, tablet, etc.).
Right to information: right to clear and precise information on the conditions of processing of your Personal Data (this is the purpose of this Privacy Notice).
Right of access: this allows you to have access to all the Personal Data concerning you from MATEIA, as well as confirmation as to whether your Personal Data is being processed, and the conditions of this processing, subject namely to compliance with the rights of third parties and business secrecy.
Right to rectification: You have the right to obtain from MATEIA, as soon as possible (and by default, within one month), the rectification of your inaccurate Personal Data and/or, if necessary, that your incomplete Personal Data be completed.
Right to erasure of your Personal Data: subject to the exceptions provided for by applicable regulations (e.g.: retention necessary to comply with a legal obligation), you have the right to request from MATEIA the erasure, as soon as possible, of your Personal Data, for one of the following reasons:
Right to object to the processing of your Personal Data: you have the right to object at any time, on grounds relating to your particular situation, to the processing of your Personal Data based on legitimate interest. In this case, we will no longer process such data, unless we can demonstrate compelling legitimate grounds for the processing which override your interests and rights and freedoms, or for the establishment, exercise or defence of legal claims.
Peculiarities concerning prospecting: When your Personal Data are processed for prospecting purposes, you have the right to object to this processing at any time. In this case, we will no longer process your Personal Data for these purposes. In particular, you may object to such prospecting on becoming aware of this policy by sending an email to the contact details listed below. When we send joint e-mails to all our customers or contacts, you also have the option of requesting to be removed from our e-mailing list by clicking on the link included for this purpose in each e-mail.
Right to restriction of processing of your personal data: this right can be invoked in certain cases, in particular the following:
Right to the portability of your Personal Data: where processing is based on your consent or a contract, this right allows you to receive the Personal Data you have provided to MATEIA in a structured, commonly used format and to transmit this Personal Data to another controller without MATEIA’s interference. Where technically feasible, you may request that this Personal Data be transmitted directly to another controller by MATEIA. The data affected by portability is limited to the raw data that you have transmitted to us. In any event, and in accordance with our ethical rules, if we are relieved of a file, we will immediately transmit all the elements necessary for the full knowledge of the file to the colleague who succeeds us.
Right to withdraw consent to the processing of Personal Data: When MATEIA processes your Personal Data based on your consent, you may withdraw it at any time by sending a request to MATEIA (see below « How to exercise my rights »). Nonetheless, and in accordance with the applicable law, the withdrawal of your consent is only valid for the future and cannot therefore call into question the lawfulness of the processing carried out prior to this withdrawal or be based on any other grounds such as, for example, the performance of a contract.
Right to file a complaint to a supervisory authority: if, despite MATEIA’s efforts to preserve the confidentiality of your Personal Data, you consider that your rights have not been respected, you have the right to file a complaint to a supervisory authority. A list of supervisory authorities is available on the website of the European Commission.
Right to decide what happens to your Personal Data after your death: you have the right to organise the fate of your Personal Data post-mortem by adopting general or specific directives. MATEIA undertakes to respect these directives. In the absence of directives, MATEIA recognises the possibility for heirs to exercise certain rights, in particular the right of opposition and deletion to close the deceased’s account and to oppose the processing of his/her data.
For all requests relating to the exercise of your rights, you can address your request to us as follows:
MATEIA AARPI
For the attention of Ms Marielle Terrier
18 rue de Mogador
75009 Paris
In case of doubt, MATEIA may ask you to prove your identity by any reasonable means.
MATEIA undertakes to respond to you as soon as possible, and in any event within one month of receiving your request. If necessary, this period may be extended by two months, considering the complexity and number of requests addressed to MATEIA. In this case, you will be informed of this extension and the reasons for the postponement.
If your application is submitted electronically, the information will also be provided to you electronically where possible, unless you expressly request otherwise.
If we do not comply with your request, we will inform you of the reasons for our failure to act and you will have the right to file a complaint to a supervisory authority and/or to exercise legal remedy.
For the purposes of traceability and proof of the deletion of your data, we will retain your request for deletion, the date of the actual deletion and the date of the response sent by MATEIA for a period of five (5) years from the actual deletion of the data.
We may change this policy from time to time, namely to comply with any regulatory, legal, editorial, or technical developments. Where appropriate, we will change the « last updated » date and indicate the date the changes were made. Where necessary, we will inform you and/or seek your consent. You should check this policy regularly for any changes or updates
This Privacy Policy is subject to French law. In the event of a dispute and if an amicable settlement cannot be reached, the competent courts will be those within the jurisdiction of the Paris Court of Appeal, notwithstanding multiple defendants, or the introduction of third parties.
In the course of our business we may collect and process the following Personal Data:
Identification data: surname, first name ;
Data relating to professional life for legal entity clients and for natural person clients when necessary for the processing of the file: fixed telephone, mobile telephone, professional e-mail address, function, profession, postal address, accounting identification code;
Data relating to personal life for customers who are natural persons or when necessary for the processing of the file: fixed telephone, mobile telephone, personal e-mail address, civil status, date and place of birth, postal address;
Data relating to the family situation for the processing of the file: marital status, father’s surname and first name, mother’s maiden name and first name;
Personal data relating to the follow-up of the relationship and the processing of files: e.g. correspondence with the client or the client with third parties;
Data relating to means of payment for natural persons or one-person companies: data strictly necessary for the execution of the payment, if necessary data relating to the bank card (number, end of validity, visual cryptogram), RIB or cheque;
Sensitive data: sensitive data (as defined by articles 9 and 10 of the GDPR) may be collected but this collection is limited due to our business law activity. Exceptionally, we may collect sensitive data if it is necessary for the establishment, exercise or defence of legal claims (article 9.2 f of the GDPR). For the strict requirements of our mission as court officers, we may be required to process data relating to offences, convictions or security measures: facts in dispute, information and documents collected with a view to establishing the facts likely to be reproached, characteristics of the dispute, date, nature, reasons and possible staggering of convictions, comments relating to the description and follow-up of the procedure (Article 46 of Law No. 78-17 of January 6, 1978 relating to information technology, files and freedoms).
| What is the purpose? | What is the legal basis? | How long will your Data be kept? |
|---|---|---|
| Processing of requests and follow-up of natural person client files | Performance of the contract | 5 years from the end of the mission and then archiving for the period during which MATEIA’s responsibility could be called into question |
| Processing of data of natural persons in the context of requests and follow-up of client files of legal persons | Legitimate interests pursued by the data controller for the needs of processing requests and following up on customer files for legal persons | |
| Management of the electronic signature of contracts or fee agreements | Performance of the contract for natural persons and legitimate interests for legal persons | Until the limitation periods of the signed act have expired and/or until the act is deleted by the CNB |
| Management of invoicing, collections, recovery, and accounting | Compliance with a legal obligation | 10 years from the end of the financial year |
| Satisfaction surveys | Legitimate interests pursued by MATEIA to improve its services | Time needed to achieve the objective of the study |
| Compliance with transparency rules, anti-money laundering and combating the financing of terrorism (AML/CFT) | Compliance with a legal obligation | 5 years from the termination of the business relationship |
| Management of unpaid bills | Performance of the contract for natural persons and legitimate interests for legal persons | In the event of regularisation of the unpaid amount, the information should be deleted from the file within 48 hours of the regularisation. In the event of non-regularisation, the information may be kept in the file listing persons in arrears and thereby excluding them from receiving a benefit, up to a limit of 5 years from the occurrence of the arrears |
| Communication management (legal or financial information, legal training, news, greeting cards, sharing information about our services or partners) | Legitimate interests pursued by the controller in promoting its services, developing its relations and keeping in touch with data subjects | Data are kept during the contractual relationship and then 3 years after the last contact. |
| Updating contact data | Legitimate interests pursued by the controller in keeping in touch with data subjects |
In the course of our business we may collect and process the following Personal Data:
Identification data: surname, first name ;
Data relating to personal and professional life: title, status of disabled worker if applicable, contact details (email, mobile phone number, postal address), as well as all data contained in the CV and covering letter and in particular data relating to the applicant’s professional qualifications and experience (e.g. diplomas, previous jobs, etc.), professional references, and all data relating to the evaluation of the applicant’s professional skills and abilities;
If the candidate is selected: civil status, address, social security number, residency status, etc. (see section « You are an employee, associate, trainee, apprentice or partner of MATEIA »).
| What is the purpose? | What is the legal basis? | How long will your Data be kept? |
|---|---|---|
| Pre-selection of candidates | Pre-contractual measures | For unsuccessful candidates, data will be kept in an active database for three months from the end of the recruitment process, so that they can obtain an explanation of the reasons for their decision. The data will then be kept in an intermediate archive for evidentiary purposes for a period of 5 years from the end of the recruitment process. For successful candidates, the data are kept in an active database for the duration of the recruitment procedure until the decision to hire is made. After this decision, the data is reused and kept for personnel management purposes |
| Evaluate the candidate and assess his/her professional skills | ||
| Build a CV library | Legitimate interests pursued by the controller to search for and identify relevant profiles to gather applications | The data of unsuccessful candidates are kept for 2 years from the last contact. Candidates have the possibility, at any time, to object to the conservation of their data by contacting the firm at the address given below |
In the course of our business we may collect and process the following Personal Data:
Identification data: title, surname, first name ;
Data relating to professional life: Activity, professional e-mail address, postal address, telephone, billing address, SIREN number, accounting identification code;
Data on the economic and financial situation for suppliers who are natural persons: invoicing and payment details
| What is the purpose? | What is the legal basis? | How long will your Data be kept? |
|---|---|---|
| Carry out administrative operations related to contracts, orders, receipts, invoices, payments, accounting for the management of accounts payable for individual suppliers | Performance of the contract | 10 years from the end of the relevant tax year |
| Issuing payment vouchers for individuals (cheques) | ||
| Provide supplier selections for the company’s or organisation’s needs | Legitimate interests pursued by the controller to compare the best offers between suppliers | 5 years from the end of the contractual relationship |
| Maintain documentation on suppliers | ||
| Manage communication (legal or financial information, legal training, news, greeting cards, sharing information about our services or partners) | Legitimate interests pursued by the controller in promoting its services, developing its relations and keeping in touch with data subjects | The data is kept during the contractual relationship and then 3 years after the last contact |
| Updating of contact data | Legitimate interests pursued by the controller in keeping in touch with data subjects |
In the course of our business we may collect and process the following Personal Data:
Identification data: title, surname, first name, date and place of birth, gender, photo, numbers assigned by social insurance, pension and provident institutions;
Data related to professional life: place of work, functions, position, seniority, professional diary, professional contact details, telephone number called, service used, operator called, duration, date and time of start and end of call, invoicing elements, professional situation, time of presence, passwords, pin codes, employment contracts, contracts, apprenticeship and internship agreements and related amendments, certificates of employment, dates of medical examinations, fitness for work, connection data, e-mail address book, contents of the e-mail box and all files and items stored in the firm’s shared space;
Personal details: personal contact details, personal email address, nationality, work permit reference if applicable and if necessary, emergency contact person, family and marital status, dependent children;
Personal Data for monitoring the career and training of the employee/associate: professional and evaluation interviews, seniority, disciplinary sanctions, training data (diplomas, certificates and attestations, foreign languages used, monitoring of requests for professional training and training periods carried out, organisation of training sessions, evaluation of knowledge and training);
Personal data for drawing up paycheck, related legal obligations and retrocession: system and basis for calculating remuneration, nature, rate and basis of social security contributions, leave and absences giving rise to deductible or compensable deductions as well as any deductions legally made by the employer, professional expenses, method of payment, bank or postal identity, national insurance number, data transmitted via the nominative social declaration, income, elements determining the allocation of supplementary remuneration, salary advances/retrocession;
Personal Data on validation of prior learning: diplomas, evaluation of prior learning, experience;
Personal data relating to the tools and equipment made available to the employee in the context of his/her professional duties and in particular management of the information system: data relating to the management of equipment and computer tools and management of the information system;
Personal data for the management of social assistance implemented by the employer: data relating to housing assistance;
Highly personal data: national insurance number (decree n°2019-341 of 19 April 2019, Declarative obligations requiring the NIR and automated processing of payroll and personnel management) ;
Sensitive data: declarations of accidents at work and illness, and documents justifying leave or absence, such as civil partnership certificates or marriage certificates, which would make it possible to deduce a state of health and/or information concerning sex life or sexual orientation, or any other document which would make it possible to establish the data subject’s political opinions or trade union membership. In accordance with Article 9(2)(b) of the GDPR, the processing is necessary for the purposes of carrying out the obligations and exercising the rights of the controller or the data subject in the field of employment law, social security and social protection insofar as such processing is authorised by European Union law, by the law of a Member State or by a collective agreement entered into under the law of a Member State which provides appropriate safeguards for the fundamental rights and interests of the data subject.
| What is the purpose? | What is the legal basis? | How long will your Data be kept? |
|---|---|---|
| To ensure the administrative management of personnel and employees | Performance of the contract | 5 years from the date of your departure from the firm and 10 years from the end of the tax year concerned for items constituting an accounting document |
| Management of remuneration (calculation and payment of remuneration and accessories and professional expenses, calculation of deductible or compensable deductions made, declarations to the tax authorities and to social protection, pension and provident organisations; calculation of contributions and payments giving rise to deductions at source; supply of payroll entries to the accounts, supply of information and drawing up of statements relating to the situation of the personnel) | Execution of the contract for the establishment of remunerations and the provision of paychecks. Legal obligation concerning the nominative social declaration | Paychecks are kept for 50 years in dematerialized version and 6 years for nominative social declarations from the date on which the documents were established |
| Provision of IT tools | Legitimate interests pursued by MATEIA to improve productivity and efficiency in the various staff missions | When staff leave |
| Telephony management | 1 year running from the date on which the sums due in payment for the provision of telephony services become payable | |
| Career monitoring | 6 months after staff leave | |
| Follow-up of the training | Performance of the contract | |
| Administrative follow-up of medical check-ups for employees and trainees | Legal obligation |
DO NOT COPY, a privacy policy is specific to each company. If you would like to draw up your own, please contact us!
Last udpate on june 26th, 2025