Games Gurus Recruitment LLP
Registered Office: 27 Old Gloucester St, Bloomsbury, London WC1N 3AX
Registration Number: OC403988
Games Gurus Recruitment is a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003. We need to process personal data to provide our services to you. We will only use your personal data in accordance with the terms of the following statement.
GDPR Transparency Policy
The General Data Protection Regulation (GDPR) is a new regulation in EU law on data protection and privacy for all individuals within the European Union which comes into effect on 25th May 2018 and replaces the 1995 Data Protection Directive. The GDPR aims primarily to give control to citizens and residents over their personal data and to harmonise data protection legislation across EU member states.
- Purpose of this policy document
This transparency policy describes how we collect and use personal information about you during and after your relationship with us and your rights under GDPR.
1.1 We are a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you, and for explaining this clearly to you.
1.2 This policy applies to all candidates, clients, suppliers and service providers to our business.
- How we collect your personal information
2.1 We may collect personal information from you directly when you sign up to use our services or throughout the recruitment process by entering information onto our website, via email, via job boards, referrals or social media sites like LinkedIn, Twitter or Facebook.
2.2 We may occasionally collect additional information from third parties including former employers, education providers or credit reference agencies.
2.3 We may verify the information you provide to us. To do this, we may collect information from publicly available sources such as social media sites like LinkedIn, Twitter or Facebook.
- Purpose of processing and legal basis
3.1 We will only use your personal information when the law allows us to do so. Most commonly, we will use your personal information in the following circumstances:
3.1.1 where we need to perform the contract we have entered into with you;
3.1.2 where we need to comply with a legal obligation; and
3.1.3 where it is necessary for our legitimate interests (or those of a third party) to ensure the smooth running of our business as a recruitment agency. We are allowed to do this as long as our activities do not disproportionately intrude your privacy.
3.2 We will also use your personal information in the following situations, which are likely to be rare:
3.2.1 where we need to protect your interests or someone else’s interests; or
3.2.2 otherwise with your consent.
3.3 Some of the above grounds for processing your personal information will overlap, and there may be several grounds which justify our use of this information.
- Security and storage of personal information
4.1 Any personal information that we collect will be held on secure servers, based within the European Economic Area (EEA).
4.2 We may transfer information about you outside the EEA if it is necessary for a specific job opportunity and only with your consent. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
4.3 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
4.4 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.
- Personal information we collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
5.1 We will collect, store and use the following main categories of personal information about you upon registration:
5.1.1 your CV / resume, work history and employment records;
5.1.2 your name, title, addresses, telephone numbers and personal email addresses
5.1.3 your current position and notice period;
5.1.4 salary information (current and expected);
5.1.5 details of the type of roles you are interested in, including location and relocation information;
5.1.6 your right to work in the UK or EU; and
5.1.7 your references and other information included in a CV or cover letter or as part of the application process.
5.2 We may also collect, store and use the following categories of personal information about you at a later stage in the placement process (such as at interview, placement or offer stage):
5.2.1 your date and place of birth;
5.2.2 next of kin and emergency contact information;
5.2.3 your National Insurance number;
5.2.4 your right to work documents (for example a passport number or Immigration Status Document as set out in the Home Office’s right to work checklist, which can be found here: https://www.gov.uk/government/publications/right-to-work-checklist);
5.2.5 bank account details, payslips and tax status information;
5.2.6 a copy of your passport;
5.2.7 a copy of your driving licence and any driving penalties issued against it; and
5.3 For clients, suppliers and service providers we may collect, store and use the following categories of personal information:
5.3.1 your name, title and business contact information including addresses, telephone numbers and email addresses; and
5.3.2 we may perform due diligence in the form of credit checks on companies, including checks on the directors, shareholders and verification of the company registration number.
- Sensitive personal information
6.1 There are some special categories of more sensitive personal data which require a higher level of protection. We may also collect the following special categories of particularly sensitive personal information:
6.1.1 information about your health, including any medical condition or disability;
6.1.2 your nationality including whether you have dual nationality; and
6.1.3 information about criminal convictions and offences.
6.2 We may use particularly sensitive personal information in the following ways:
6.2.1 We may use 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 make any reasonable adjustments for the purpose of attending interviews.
6.2.2 We may collect and use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
6.2.3 We may use information about any spent or unspent criminal convictions and offences to assess your suitability for certain positions. Please note that this may affect our decision to put you forward for a position with a client / employer.
- How we may use your personal information
7.1 We may use all of the categories of information outlined in section 5 and 6 above primarily to perform our recruitment contract, or to take steps prior to entering into this contract, with you. To do this, we may process your personal information in the following situations:
7.1.1 to contact you to provide support in relation to your job search;
7.1.2 to contact you about jobs that we think you might be interested in;
7.1.3 to manage our relationship with you; and
7.1.4 to introduce you to our clients with your consent
7.2 We may also use your personal information to:
7.2.1 check you are legally eligible to work in the UK; and
7.2.2 ascertain your fitness to work;
7.3 If you do wish to provide certain information, we may not be able to provide our services to you such as introducing you to our clients, informing you about opportunities relevant to you or providing employment guidance.
- How we may share your personal information
8.1 Unless this would be unfair to you, we have a legitimate interest in the smooth running of our business and in promoting and growing it. To do this, we may share your personal data with:
8.1.1 our clients as prospective employers;
8.1.2 any agency or service company with which you are contracted to work;
8.1.3 the Department of Employment;
8.1.4 to HMRC and any other government bodies as required by law;
8.1.5 any other potential employers that you have agreed we may contact on your behalf;
8.1.6 if we have previously placed you in a contractor or permanent position, we may provide a reference (without your prior consent) to any future employer we place you with; and
8.1.7 we may share your data with third-party service providers (including contractors and designated agents), and other businesses that provide certain services on our behalf. The following activities are carried out by third-party service providers with data storage in EU/EEA: database provider, email services. accountancy services.
8.2 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.
- Your rights in relation to our processing of your personal information
9.1 You have the right to be informed about what we are doing with your personal information. This transparency notice sets out how we use it. If we change what we are doing, we will provide you with an updated version of this notice.
9.2 You have the right to object to the processing of your personal information.
9.3 You have the right to request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
9.4 If the personal information we hold about you is incorrect or out of date you can ask us to correct it.
9.5 You have the right to ask us to delete the information that we hold about you where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. If you ask us to delete your personal information we will not be able to provide our services to you.
9.6 You have the right to ask us to restrict how we use your personal information for a period of time if you claim that it is inaccurate, and we want to verify the position, or if our processing is unlawful but you do not want us to erase your personal information, or for some other limited circumstances. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. If you ask us to restrict our use of your personal information, we may not be able to provide you with our services.
9.7 You can also ask us to send another organisation information that you have provided to us in a format that can be read by computer.
9.8 Where we rely on consent to process your personal information, you have the right to withdraw that consent.
9.9 We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).
9.10 If you wish to exercise any of your rights set out at 9.1 to 9.9, please send an email to email@example.com titled “Data Request’. Any data requests will be undertaken within 1 month.
- Data retention
10.1 We will keep your personal information in our database for 4 years from our last communication with you, unless you tell us otherwise, to consider you for future opportunities, plus up to 6 months for our internal processes to securely review and delete inactive records, in accordance with our internal data retention policy.
10.2 We may keep your personal information for as long as necessary to satisfying any legal, accounting, or reporting requirements.
- Change of purpose
11.1 We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
11.2 Please note that we may process your personal information without your knowledge or consent where this is required by law.
- Automated Decision-Making
12.1 You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have first notified you.
13.1 If you wish to complain about this privacy notice, or any of the procedures set out in it please send an email to: firstname.lastname@example.org titled ‘Data Complaint’.
13.2 You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.
- Changes to this transparency notice
We reserve the right to update this transparency policy at any time, and we will provide a new transparency policy when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.