Privacy Notice for Job Applicants

Effective Date: 21st August 2023
Version: 1.0

Introduction

GameAnalytics ApS together with our affiliate GameAnalytics Limited (“GameAnalytics”, “us”, “we”, “our”) are committed to protecting your privacy and meeting our legal obligations when you apply for a job or you (or an agent acting on your behalf) share your employment details with us.

For the purposes of recruitment, GameAnalytics ApS and GameAnalytics Limited will act as independent controllers when it comes to the processing of candidate personal data.

This privacy notice explains what personal data we collect and use relating to employment and associated candidates (“you”, “your”) during the recruitment process.

We place great importance on ensuring the quality, confidentiality, integrity, and availability of the data we hold, and in meeting our data protection obligations where we process personal data. We are committed to protecting the security of your personal data and use a variety of technical and organisational measures to help protect your personal data from unauthorised access, use or disclosure.

We update this privacy notice from time to time in response to changes in applicable laws and regulations, to our processing practices and to products and services we offer. When changes are made, we will update the ‘Last Updated’ date at the top of this document.

What personal data do we process?

Personal data means any information about an individual from which that person can be identified, therefore does not include data where the identity of the person has been removed (anonymous data). There are “special categories” of more sensitive personal data which require a higher level of protection. GameAnalytics is the Controller of the personal data we hold about you, registered in the UK with the Information Commissioner’s Office (“ICO”), registration number ZB150644.

When you apply for a position, whether as an employee, worker, consultant, contractor or intern, or submit your CV (or similar employment information) to us, whether directly or through an agency, or attend an interview in person or by remote means, we will collect your personal data. This may include (but is not limited to):

• Name and contact details (address, mobile phone number and email address);
• Company details (where applicable);
• Date of birth and gender;
• Work history and employment positions held;
• Salary, other compensation, and benefits information;
• Nationality / visa / work permit information (where applicable);
• Academic and professional qualifications, education, and skills;
• Photographs you may submit with your application;
• Demographic information;
• Records we create during interviews, online assessments or correspondence with you;
• Results of pre-employment screening checks such as references or DBS checks (where applicable); and
• Any other information you choose to give us.

We may also collect special category data in accordance with the Equality Act 2010. We will only do this, for example, to make reasonable adjustments to enable all candidates to apply for vacancies, attend interviews and to commence employment. This is also necessary to ensure we meet our legal obligations when recruiting.

Purposes and bases for using your personal data

We will process your personal information for the following purposes and under the following lawful bases:

Purpose	Lawful Basis for Processing
To respond to your employment enquiry.	We have a legitimate interest to contact you regarding your application, to arrange an interview and to inform you of your progress through the recruitment process.
To assess your suitability for the role.	Processing is necessary for taking steps to enter into a contract with you or for the performance of our contract with you.
To make reasonable adjustments for you during the interview process and comply with our legal obligations under the Equality Act 2010.	Processing is necessary for us to comply with our legal obligations. For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights.
To conduct pre-employment screening checks including checking your identity and your right to work in either Denmark or the UK.	Processing is necessary for us to comply with our legal obligations. For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights.
To contact unsuccessful applicants about future suitable vacancies.	Processing is necessary through our legitimate interest of searching for suitable candidates for future vacancies, based on their skills set out in the records we hold about candidates.

 

Sensitive personal data

We will only process sensitive ‘special category’ personal data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. We may also ask for your explicit consent to process some special categories of personal data.

We process special categories of personal data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.

Sharing of your information

We may share your data with service providers and suppliers to our business who process data on our behalf. In such cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the written contract between GameAnalytics and the service providers and suppliers.

Where we need to transfer or store your personal data outside the EU or UK, we will only do so when relying on either an Adequacy Regulation, EU-approved Standard Contractual Clauses, the UK International Data Transfer Agreement (the UK equivalent of the EU-approved Standard Contractual Clauses), or another approved international data transfer mechanism, which contractually obliged third party organisations in those countries to comply with the same data protection standards as legislated within the EU/UK.

Within GameAnalytics, your personal data will only be shared with those who need to have access to it, which will primarily be our HR personnel, hiring managers and IT staff.

All recruitment data is stored and held centrally by our HR team, who are based in Guangzhou, China.  The international transfers and data sharing particulars are governed by our Intra-Group Global Data Sharing Agreement. This agreement also outlines our retention guidelines, along with the technical and organisational measures we have put in place to protect personal data.

How long will we retain your information?

We will retain your personal data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.

If your candidacy is not successful, we will retain your CV, application details and interview notes for 6 months from the date we notified you we would not move forward with your application, to inform you about any future vacancies we have that may be of interest to you. Please let us know if you would like us to delete your records before our retention period lapses and we will do so.

We will also retain personal data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your data for longer than 6 months.

Your rights

Individuals who are located within the EU or UK have the following rights:

• You have the right of access to your personal data and can request copies of it and information about our processing of it
• If the personal data we hold about you in incorrect or incomplete, you can ask us to rectify or add to it
• Where we are using your personal data with your consent, you can withdraw your consent at any time
• Where we are using your personal data because it is in our legitimate interests to do so, you can object to us using it this way
• In some circumstances, you can restrict our processing of your data, request a machine-readable copy of your personal data to transfer to another service provider and compel us to erase your personal data
• Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you.

We sometimes use automated screening tools as part of our application process. The answers you provide to one or more of the questions (excluding any special categories/equal opportunity questions) may result in your application being automatically declined. This technology is used to help us manage the high volume of applications we receive.

If you wish to exercise any of your rights, please write to the Data Protection Officer at privacy@gameanalytics.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

In addition to the above, please note that you have the right to make a complaint at any time to the relevant supervisory authority if you are concerned about the way in which we are handling your personal data.

Our lead EU data protection supervisory authority is the Danish Datatilsynet and you can contact them and submit a complaint via this link (local language).

You can also submit a complaint directly to the Information Commissioner’s Office (the ICO), the UK supervisory authority for data protection in the UK, via this link.

Contact

If you would like to contact us in relation to this privacy notice, or if you have any concerns or questions about how we handle personal data, please contact us using the details below.

 

Danish office: GameAnalytics ApS Pilestræde 58, 2, 1112 Copenhagen K, Denmark Email: privacy@gameanalytics.com

UK office: GameAnalytics Limited 18 Soho Square, London, W1D 3QL Email: privacy@gameanalytics.com.

 

Please send your communication clearly indicating ‘F.A.O Data Protection Officer’ and your message will be passed directly to the DPO for attention.