Terms in use in this policy:
Our policy discusses candidates, which is to be understood as having the same meanings and intentions as “data subjects” in the GDPR legislation. The GDPR legislation discusses “data subjects”, which in the context of DIGIT’s policy is taken to mean natural persons that are being considered for open roles, or natural persons who have submitted or otherwise been in contact with DIGIT in relation to potential employment opportunities.
This is DIGIT, and DIGIT’s recruiting team, that collects the data for recruiting purposes.
Applicant Tracking Systems (ATS) – the software provider(s) that process candidate information on DIGIT’s behalf.
Any information related to a “data subject”, [candidate in DIGIT’s policy], that can be used directly or indirectly to identify that person. This data can range from their name, address, photo, email address, IP address bank details, medical information to social media posts. See point 3 below for the limited data collected and processed by DIGIT.
DIGIT Game Studios is located at 4, Princes St South, City Quay, Dublin 2 DO2 NX57, Ireland.
Our recruitment team can be contacted at email@example.com.
Data obtained, from both actively-sourced candidates and passive application candidates (referred to as ‘candidate” or “candidates”), will be used solely in respect of the recruitment function. Data collected allows us to screen a candidate’s skillset, to make the appropriate decision on whether the application matches with the requirements of the role advertised/applied for.
The data that we keep on candidates is confined to:
The data is first seen by the recruiting team, who :
The recruiting team actively sources candidate data from the mainstream hiring websites, such as:
The team also receives unsolicited or cold applications, for roles that may or may not exist.
Any candidate contacted will be told, upon being contacted, where the recruiter found their data.
All candidate data is processed at the Dublin office (address above), and stored on Workable, a third party Applicant Tracking System (ATS). Workable is DIGIT’s data processor.
All candidates have the right to have their data deleted on request, and we ensure this action will be taken and completed no later than 30 days from the date of such request being received.
Once we have sourced data relating to a particular candidate, our policy is either to have contacted that candidate within 30 days of finding their data, and to continue to hold that data until the recruitment process is completed (i.e. the candidate is hired or not hired), or until the candidate requests their data be deleted. If the candidate is not hired, their data is deleted, unless we actively request and explicitly gain their free consent to retain it, this subsequent consent again being subject to this policy.
In the event we have not contacted that candidate within the 30 days outlined above, we will immediately delete their data from our ATS.
The candidate has the following rights under the GDPR:
A candidate can exercise their rights by:
DIGIT and their ATS partners adhere to the highest international security standards.
Candidate data is stored offsite on the ATS partners servers, which themselves are highly protected.
When a data request is received, the requestor may be asked to identify themselves, in order to ascertain the authenticity of the requestor.