Privacy Policy - Candidates
What personal information do we hold, and where does it come from?
If you’ve dealt with us as part of the recruitment process (either to work for Aardvark, or for one of our clients) sent an enquiry (through the website, LinkedIn, via call, email or social media) registered to use our website (aswift.com) or registered a competition we previously ran (Search for a Star, Rising Star), then we’ll have a file set up for you with some basic contact information. This would at the very least include your name, email address and your telephone number.
If you’ve sent over a CV or applied for a role (via our website, or a 3rd party including LinkedIn, GI.biz, Games Jobs Direct, Indeed) we’ll also be holding whatever date you submitted via your CV or profile. We could also hold this data if we’ve found you through any lawful and legitimate job board you’re signed up too where you are searchable to recruiters (such as MCV, GI.biz, Games Jobs Direct).
Our database holds information on;
Name
Email
Skype details
Telephone Number
Address
Website/Portfolio link
Education history
Employment history (potentially company names, job titles, projects worked on, salary information)
Preferred Salary
Relocation preference
Reference details
D.O.B (only if included on your CV)
Our consultants will also collect and update your information throughout your correspondence. Your emails will be recorded in your file, and if you’ve passed over any of the above info over the phone, that’ll be recorded too. If you apply for roles through us, find a new job with us, or go for interviews we’ve arranged for you, your profile will also contain this information.
If you work with us as a contractor, we may also hold details such as;
Bank details
A copy of your passport (as part of our legal obligation to provide documentation relating to your rights to work)
If you’ve visited our website, we may collect information about your computer, including your IP address, operating system and browser type.
Why do we hold your information?
We have a legitimate interest to process and store your data as a candidate, as it is necessary to hold some information in order to qualify you for vacancies and find you a role. We only collect data that is necessary and relevant to the recruitment process, and would ask for consent to process anything more sensitive than the fields mentioned above (for example disability information, or cultural and genetic information).
Recruitment Purposes
The reason we create a file for you when we first establish communication with you is to make sure that we can contact you about relevant opportunities and retain a record of communication between you and ourselves. Retaining accurate data allows us to match you to relevant roles with your field.
We’ll also use your details to contact you throughout the process about arranging interviews, communicating offers, arranging your start date, and to follow up with you afterwards.
Emails & Marketing
We issue email communication regarding job vacancies relevant to your field with games development, and occasionally information about industry events or initiatives we as a business either support, sponsor or are involved in that require assistance from within the games industry.
Cookies
We collect statistical data about your browsing actions and patterns, but it doesn’t identify you as an individual and we will not collect personal information in this way.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service.
They enable us:
- To estimate our audience size and usage pattern.
- To store information about your preferences, and so allow us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.
Where will your data be stored?
Whether you’ve emailed us, applied for a job online, or we’ve sourced your details through a 3rd party database such as Games Jobs Direct, your file is created and stored in one location. You can find details about the system at https://www.bullhorn.com/uk/gdpr-commitment-statement/.
We may also use your electronic contact details on a 3rd party email service provider to send emails. Both databases are secure and can only be accessed by members of our team.
Who could your data be shared with?
Recruitment Purposes
We don’t share your data with any employers without your consent. The only time we’d pass along your details would be to a studio you’d expressed an interest in. If you apply for a vacancy, we would take this as consent to then share your CV with the studio the role resides with. If we or our consultants notify you of a vacancy, and you express an interest in the vacancy again, we would again share your CV with the studio with your consent.
Even when we send your info to a studio, we’d still be unlikely to pass over your direct contact details over unless requested by the employer and you gave consent, but we do share details of your employment history, projects you’ve worked on, and your portfolio. This forms part of how you’re selected for an interview, making it an important part of the process.
All of the studios we work with sign a data processing agreement to ensure that your data will only be stored with them in relation to the application we submit and will only be stored for a lawful and sensible period of time. We ensure that the organisations that we work with are fully compliant with GDPR guidelines, and that they only hold the necessary and relevant information to process your application.
Recruitment partners
If you found a role with us, we may share your data with carefully selected 3rd parties. For example, if you’re relocating and need visa assistance, or need to register as self-employed as a contractor we have 3rd party contacts who may be able to help to make things easier for you. We would however, always obtain your consent before we passed your details along.
Our Data Processors
The database (our data processor, Bullhorn) we use to hold your information can only be accessed by members of the team at Aardvark Swift. We don’t allow access to anyone outside of the company, aside from the external web development team who maintain the aswift.com website.
How long will we hold your information for?
We’ll hold your information in our database (with our data controller) for the duration of your employment within the games industry or other relevant industry. We periodically review our database and upon learning of your exit from the games industry or should we not have contacted you for a period of 5 years we will archive your file and personal data.
How to remove your data (and your right to be forgotten).
Personal Information
You have the right to ask us not to process your personal data for marketing purposes, even if you’d like to stay with us for recruitment purposes, and vice versa. if this is the case please contact datacontroller@aswift.com. You can also contact us via telephone, and one of our consultants will be happy to update your preferences for you. It may take 21 days for your data to be fully removed from any marketing or recruitments lists.
The right to be forgotten
If you’d like to be removed from the database entirely or have any questions about the data we hold on your file, please get in touch with datacontroller@aswift.com. We will respond to your request as soon as possible, but this will take no longer than a month to action your request.
Cookies
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
If we've contacted you for references.
In this instance, we will only hold your basic information (Name, Email, Telephone Number, Relationship to the candidate, Job title, Place of work). This will have been provided to us by a candidate, and in this case, we act as the data processor. If we’ve been passed your personal information, we’ll contact you for references, then you’ll be removed from the database. If we’ve been passed your business contact details, for example you’re in the HR department for one of our clients, we’ll add you onto the database where your information will remain as either a client or potential client.
Privacy Policy - Clients
As one of our clients (or as a potential client) we'll hold certain bits of information on you so that we can perform our duties. We've got a legitimate need to keep those details on file, but you can always let us know how you’d prefer us to contact you (whether it’s by email, phone, or ATS system). Contact us if you’d like us to update your preferences.
When you join us a client, you’ll have access to personal data in the form of CVs and applications we send over to you. As part of our terms of business, you’ll have seen our ‘data processing agreement’, which explains your obligations when processing this data. A copy of the data processing agreement is also available upon request.
What personal information do we hold, and where does it come from?
If you have sent us an enquiry (through the website, LinkedIn, via call, email or social media), registered to use our website (aswift.com) or recruited through us before, then we’ll have a file set up for you with some basic contact information. This would at the very least include your name, job title, business email address and your business telephone number.
We could also hold this data if we’ve found you through any other method, for example, LinkedIn, google, events, or your website. We’d only hold your details if we felt that you would have a legitimate interest in what we’re contacting you about based on your industry, place of work, or job title.
If it’s been provided to us, our database may hold information on;
Name
Business Email
Skype details
Business Telephone Number
Business Address
Website
Vacancies
Salary information provided for those vacancies
Our consultants will also collect and update your information throughout your correspondence with us. Your emails will be recorded in your file, and if you’ve passed over any of the above info over the phone, that’ll be recorded too.
If you’ve visited our website, we may collect information about your computer, including your IP address, operating system and browser type.
Why do we hold your information?
Emails & Marketing
We’ll only send relevant communications to relevant people. We occasionally may send communication relating to industry events or initiatives we’d like to invite you too or which require the support of the industry. You can opt out at any point.
Cookies
We collect your computer info for system administration purposes. This is statistical data about your browsing actions and patterns, but it doesn’t identify you as an individual and we will not collect personal information in this way.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service.
They enable us:
To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.
Where will your data be stored?
As a company, we store data from any source on our own internal database (our data processor) - an applicant tracking system (ATS) called Bullhorn. Whether you’ve emailed, called or been identified as a potential client we’d like to work with, your file is created and stored in one place. You can find details about the system at https://www.bullhorn.com/uk/gdpr-commitment-statement/. We may also input your details into a 3rd party email service provider to send emails from. Both databases are secure, and can only be accessed by members of our team.
Who could your data be shared with?
The database (our data processor, Bullhorn) we use to hold your information can only be accessed by members of the team at Aardvark Swift. We don’t allow access to anyone outside of the company, aside from our 3rd party web development team who maintain the Aswift.com website.
How to remove or request your data (Your right to be forgotten)
You’ll remain on our database as a potential client until you request for the data to be removed. You’ve got the right to be forgotten at any point, and can notify us of this at any point. We’ll clearly log and respect your wishes if you request that we don’t contact you again.
If you’d like to be removed from the database or have any questions about the data we hold on your file, please get in touch with datacontroller@aswift.com. We will respond to your request as soon as possible, this will take no longer than a month.
Your obligations as a Data Processor
When you join us a client, you’ll have access to personal data in the form of CVs and applications we send over to you. As part of our terms of business, you’ll have seen our ‘data processing agreement’, which explains your obligations when processing this data. A copy of the data processing agreement is also available upon request.