Privacy Policy

Here you’ll find everything you need to know about your data. This includes what we do with it, who sees it, and how we protect it. If you’re interested in our terms of service, what cookies we use, or anything else privacy policy related – you’ve come to the right place.

 

 

Privacy Policy - Candidates

So, you're our candidate. Hello. Welcome to the wonderful world of privacy policies and European Data Laws. 


In case you're not down with the recruiter lingo, being a candidate means you're a job seeker / job hunter / applicant for one of our roles. Technically, according to GDPR, you're actually a data subject... But we find that a little bit impersonal. 


Here's all the stuff you need to know about what we do with your information, and how we keep it safe. 

  • 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 carrier pigeon) registered to use our website (aswift.com) or registered for one of our competitions (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, LinkedIn, GI.biz, Gamesjobsdirect, indeed) we’ll also be holding whatever you submit to us in 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, Gamesjobsdirect).


    Our database holds information on;


    • - Name

    • - Email

    • - Skype details

    • - Telephone Number

    • - Address

    • - Website/Portfolio

    • - Education history

    • - Employment history (Potentially studio names, projects worked on, salaries)

    • - Preferred Salary

    • - Reference details

    • - D.O.B (if you’ve put this on your CV - we don’t request or require it!)


    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 contain information on this.  


    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.


  • 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 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

    We seem pretty nosey, don’t we? The reason we create a file for you when we first chat to you is to make sure that we can contact you about relevant opportunities. Having your data will mean that we can match you up to roles you’ll really want, and we can reach out to let you know about them.


    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 also send out  job alerts and newsletters via email, and occasionally we may send the odd marketing mail about news or events, so if we have your email address you’ll be added to our lists to make sure you’re kept up to date.


    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.

  • Whether you’ve emailed, applied for a job online, or we’ve sourced your details through a 3rd party database such as GI.biz, your file is created and stored in one place. You can find details about the system here. We may also input your details into a 3rd party mail service provider called Constant Contact to send ad-hoc marketing emails from time to time. Both databases are completely secure, and can only be accessed by members of our team.


  • Recruitment Purposes

    We don’t share your data with any employers without your consent. The only time we’d ever 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 you applied to. If our consultants sent over a new vacancy, and you replied saying ‘Yes, please put me forward, I’d love to apply for the job!’ then, again, we would then share your CV with the studio. This would never be done without your say so.


    Even when we send your info to a studio, we’d still be unlikely to pass over your contact details over, but we’d share details of your employment history, projects you’ve worked on, and your portfolio. This will be how you’re selected for an interview, so it’s pretty crucial to 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, need VISA assistance, need to register as self employed (example), we’ve got contacts who may be able to help to make things easier for you. We would however, always get 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 our 3rd party web development team who maintain the Aswift.com website. They’d never process or use any of your information, but they may view your file if you were experiencing a technical issue.


  • We’ll hold your information in our database (with our data controller) for 5 years. Your 5 years will begin on your registration date, or if you were already in our system prior to 25th May 2018, we’ll hold your information in our database for 5 years from then.


    We’ll let you know that we hold your data as soon as you enter the system, and you’ll be able to control your preferences and contact details any time throughout that 5 year period.


    You’ll be given the option to stay on the database before we remove you at the end of that period, so if you’re happy to keep in touch with us for the future, don’t panic!


  • 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 you’re on our system, you’ll have been sent an email advising that you can update and manage your own contact preferences.  If you need us to send that again, just ask. You can also give us a call, 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.


    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.


  • In this instance, we’ll 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 even as a studio we haven't had the pleasure of working with yet) 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.) Just get in touch if you’d like us to update your preferences.



If you're not yet a client and wondering what we do with your details - we'll only be in touch if we think we can help you! You can find out what we do with your information here.


  • If you’ve sent us an enquiry (through the website, LinkedIn, via call, email or carrier pigeon), 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 should 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. 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.


  • Emails & Marketing

    The good news is, we’ll only reach out to you if we think we can be of service to you. We’ll only send relevant communications to relevant people.  We occasionally may send the odd mail about news or events we’d like to invite you too, so if we have your email address you’ll be added to our lists to make sure you’re kept up to date. You will however be able to opt out of this 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.

  • 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 on LinkedIn as a potential client we’d like to chat too, your file is created and stored in one place. You can find details about the system here. We may also input your details into a 3rd party mail service provider called Constant Contact to send ad-hoc marketing emails from time to time. Both databases are completely secure, and can only be accessed by members of our team.

  • 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 our 3rd party web development team who maintain the Aswift.com website. They’d never process or use any of your information, but they may view your file if you were experiencing a technical issue.

  • You’ll remain on our database as a potential client until you request to be removed. You’ve got the right to be forgotten at any point, you just need to let us know that that’s what you’d like to do. 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, but this will take no longer than a month.

  • When you join us a client, you’ll have access to personal data in the form of CVs and application 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. Don’t worry about digging around the filing cabinet just yet, you can see the data processing agreement here.



Terms of Website Use

Please read these terms of use carefully before you start to use the site. By using our site, you indicate that you accept these terms of use and that you agree to abide by them. If you do not agree to these terms of use, please refrain from using our site. 


If you have any concerns about material which appears on our site, please contact info@aswift.com. Thank you for visiting us!

  • The materials contained on our site are provided for general information purposes only and do not claim to be or constitute legal or other professional advice and shall not be relied upon as such.

    We do not accept any responsibility for any loss which may arise from accessing or reliance on the information on this site and to the fullest extent permitted by English law, we exclude all liability for loss or damages direct or indirect arising from use of this site.


  • http://www.aswift.com/ is a site operated by AARDVARK SWIFT RECRUITMENT LTD. (“We”); we are a company registered in England and Wales under registration number 5481117. Our registered office is 16 Nightingale Court, Nightingale Close, Rotherham S60 2AB. Our VAT number is 859960657.


  • Access to our site is permitted on a temporary basis, and we reserve the right to withdraw or amend the service we provide on our site without notice (see below). We will not be liable if for any reason our site is unavailable at any time or for any period.


  • We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.

    You may print off one copy and may download extracts, of any page(s) from our site for your personal reference and you may draw the attention of others within your organisation to material posted on our site.

    You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.

    Our status (and that of any identified contributors) as the authors of material on our site must always be acknowledged.

    You must not use any part of the materials on our site for commercial purposes without obtaining a licence to do so from us or our licensors.

    If you print off, copy or download any part of our site in breach of these terms of use, your right to use our site will cease immediately and you must, at our option, return or destroy any copies of the materials you have made.

    Our site changes regularly.

    We aim to update our site regularly and may change the content at any time. If the need arises, we may suspend access to our site, or close it indefinitely. Any of the material on our site may be out of date at any given time, and we are under no obligation to update such material.


  • The material displayed on our site is provided without any guarantees, conditions or warranties as to its accuracy. To the extent permitted by law, we, and third parties connected to us hereby expressly exclude:

    •All conditions, warranties and other terms which might otherwise be implied by statute, common law or the law of equity.


    •Any liability for any direct, indirect or consequential loss or damage incurred by any user in connection with our site or in connection with the use, inability to use, or results of the use of our site, any websites linked to it and any materials posted on it, including, without limitation any liability for:

    • loss of income or revenue;

    • loss of business;

    • loss of profits or contracts;

    • loss of anticipated savings;

    • loss of data;

    • loss of goodwill;

    • wasted management or office time;

    • and for any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable, provided that this condition shall not prevent claims for loss of or damage to your tangible property or any other claims for direct financial loss that are not excluded by any of the categories set out above.


    This does not affect our liability for death or personal injury arising from our negligence, nor our liability for fraudulent misrepresentation or misrepresentation as to a fundamental matter, nor any other liability which cannot be excluded or limited under applicable law.


  • We process information about you in accordance with our privacy policy below. By using our site, you consent to such processing and you warrant that all data provided by you is accurate.


  • You must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.

    We will not be liable for any loss or damage caused by a distributed denial-of-service attack, viruses or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of our site or to your downloading of any material posted on it, or on any website linked to it.


  • Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those sites or resources and accept no responsibility for them or for any loss or damage that may arise from your use of them. When accessing a site via our website we advise you check their terms of use and privacy policies to ensure compliance and determine how they may use your information.


  • The English courts will have non-exclusive jurisdiction over any claim arising from or related to, a visit to our site. These terms of use and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.
  • “Search For A Star” and “Aardvark Swift” are UK registered trademarks of Aardvark Swift Recruitment Ltd.
  • We may revise these terms of use at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we made, as they are binding on you. Some of the provisions contained in these terms of use may also be superseded by provisions or notices published elsewhere on our site.


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