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Candidate Privacy Notice

What is the purpose of this document?

Where Build A Rocket Boy Games Limited ("Build A Rocket Boy”, “we”, “us” and “our”) decides the means or purposes of processing your personal data, we are a "data controller". This means that we are responsible for deciding how we hold and use your personal data. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor) (“you” or “your”). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

If you have any questions, comments or complaints regarding this privacy notice, or how we handle your personal data, please contact us at privacy@buildarocketboy.com. If we can’t resolve your questions, comments or complaints to your satisfaction, you can also get in touch with the regulator. In the UK this is the ICO: https://ico.org.uk/concerns. If you live outside the UK in a European country, you can submit concerns to the supervisory authority in your country.

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal data about you:

  • The information you have provided to us in your curriculum vitae and covering letter.
  • The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, education history, qualifications.
  • Any information you provide to us during an interview.
  • Any information provided by third parties in relation to your interview process (including references from former employers).
  • Information that you provide form your personal portfolio or other representative work sample submissions.
  • Information which relates to you in any correspondence created in relation to your interview process (including interview letters and offer letters).
  • Information you provide as a part of any tests or exams conducted during your interview process.
  • Information contained in your social media profiles (including your LinkedIn profile). We may also collect, store and use the following "special categories" of more sensitive personal data:
  • Information about your health, including any medical condition, health and sickness records.

How is your personal data collected?

We collect personal data about candidates from the following sources:

  • You, the candidate.
  • Recruitment agencies.
  • Background check providers.
  • Your named referees.
  • Publicly accessible sources (including LinkedIn or other similar social media platforms).

How we will use information about you

We will use the personal data we collect about you to:

  • Assess your skills, qualifications, and suitability for the role.
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.

We undertake processing activities using the personal data described in this privacy notice, for the above purposes, by relying upon the following lawful bases:

  • The processing is necessary for our and your legitimate interests in ensuring that you are the right candidate for the role, that you are suitably qualified and experienced, that the terms of your prospective engagement meet our mutual expectations, that we meet our business objectives and that we can facilitate your easy access of the workplace and its facilities.
  • The processing is necessary to comply with our legal obligations (including to comply with our health and safety, obligations, and to ensure that you are entitled to work for us in the country where you are engaged).
  • The processing is necessary to take steps prior to entering into your contract of employment, engagement terms or other similar agreement, with us.

If you fail to provide personal data

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully. For example, if we require a reference for this role and you fail to provide us with relevant details, we may not be able to take your application further.

How we use particularly sensitive personal data

We will use information about your medical condition or disability status, health and/or sickness records (“Health Data”) to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

Health Data constitutes special category personal data and, as a result, are afforded a greater level of protection under data protection laws. Therefore, we will only process (including collecting, storing and using) Health Data where it is necessary for performing or exercising obligations or rights which are imposed by law on us or you in connection with employment, social security or social protection.

Information about criminal convictions

We do not envisage that we will routinely process information about criminal convictions, but we may do so where this information is provided to us as part of the application process (for a role that requires an especially high degree of trust and integrity) or where we are legally required to do so. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. You should note however that automated decision-making may form a proportionate part of our recruitment processes. For example, we may use online recruitment systems that facilitate the exclusion of candidates that do not meet certain prescribed requirements for the role in question or to reject candidates that do not reach a minimum score in a test.

Data sharing

Why might you share my personal data with third parties?

All our third-party service providers (including consultants used as part of the recruitment processes and advisers/service providers who provide technical solutions (including website provider/contributors, Greenhouse)) and other entities in the group are required to take appropriate security measures to protect your personal data in line with our policies and we have specific contracts with each of them. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. Please note that certain of our service providers may allow you to create an account with them to access other opportunities and this will be strictly subject to their terms and conditions on privacy and other matters. We may also disclose your personal data where required by law, government, competent authorities or the courts or to establish, exercise or defend our legal rights, and for the purposes of preventing crime and fraud (for example, we may share personal data with our professional advisors).

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

International transfers

Your personal data is normally securely stored in the [UK and the European Economic Area] . Where we use data processors outside the UK and European Economic Area, and transfer personal data to a country which does not provide an adequate level of protection, we use contracts or other safeguards which give personal data the same or equivalent protection it has in Europe or the UK. If you would like further information on these safeguards, please contact us at privacy@buildarocketboy.com.

Data retention

How long will you use my information for?

If, at the end of the interview process, you are successful, we will retain your personal data in accordance with our [Employee Privacy Notice].

If, at the end of the interview process, you are unsuccessful, we will retain your personal data for a period of 1 year after we have communicated to you our decision about whether to appoint you to work for us. We retain your personal data for that period so that we can (a) consider you for other opportunities that may arise in our teams in the future; (b) to show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will ask whether you wish us to contain to retain your information and in order for us to do so you must “opt-in” when asked (and we may do this up to the 5th anniversary). If at any point you do not opt-in or it reaches the 5th anniversary, we will securely destroy your personal data in accordance with applicable laws and regulations.
Rights of access, correction, erasure, and restriction

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal data. This enables you to ask us to delete or remove your personal data. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to another party.

If you would like to exercise any of these rights, please contact us at privacy@buildarocketboy.com.

Right to withdraw consent

If we decide to process your personal data, whilst relying upon the lawful basis of consent, you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us at privacy@buildarocketboy.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.