Privacy Policy | Cookie Notice | Career Privacy Notice

JOB APPLICANT PRIVACY POLICY

WHO ARE WE?

Third Kind Games Limited is a registered company in England and Wales, United Kingdom. Registered address: The Old School, Holly Walk, Leamington Spa CV32 4JG. Company Number: 10449910. (referred to as “Third Kind Games” or “we” throughout this notice).

For queries about this notice, please contact privacy@thirdkindgames.com or send us recorded mail to: Data Protection Officer, Third Kind Games Limited, The Old School, Holly Walk, Leamington Spa CV32 4JG.

PURPOSE OF THIS NOTICE

This notice explains how the Company collects, uses and protects personal data relating to job applicants in accordance with UK data protection law, including the UK GDPR.

DATA PROTECTION PRINCIPLES

The Company processes personal data in accordance with the following principles:

  • Lawfulness, fairness and transparency
  • Purpose limitation
  • Data minimisation
  • Accuracy
  • Storage limitation
  • Integrity and confidentiality

CATEGORIES OF PERSONAL DATA

The Company may process the following categories of personal data:

  • Identification and contact details
  • Employment history and qualifications
  • Application materials (CV, cover letter, portfolio)
  • Interview and assessment information
  • Remuneration details (where provided)
  • References
  • Right-to-work documentation

If employment is offered, additional onboarding information will be collected.

(Where you provide proof of your right to work, this will be uploaded to and held within HiBob)

SOURCES OF DATA

Personal data is collected:

  • Directly from the applicant
  • From recruitment agencies
  • From referees (following a conditional offer)

PURPOSES OF PROCESSING

Personal data is processed for the purposes of:

  • Managing recruitment activities
  • Assessing suitability for employment
  • Communicating with applicants
  • Verifying right to work
  • Maintaining recruitment records
  • Establishing, exercising or defending legal claims

LAWFUL BASES

Processing is carried out under the following lawful bases:

  • Legitimate interests (recruitment management)
  • Legal obligation (employment law compliance)
  • Consent (retention for future roles)

DATA SHARING

Personal data may be shared internally with authorised personnel involved in recruitment. The Company engages the following data processors:

  • Asana, Inc. – recruitment tracking
  • Microsoft Corporation – document storage and email services
  • Slack Technologies, LLC – internal recruitment communication
  • HiBob Ltd (Bob HR system) – to manage candidate records, recruitment workflow and pre-boarding for successful applicants
  • Oracle Corporation – to store and manage certain HR and onboarding information

MANAGING YOUR INFORMATION ON BOB

Where applicable, you may be able to view, update or request changes to certain personal data you have provided via the Bob candidate portal, including correcting any inaccuracies in your personal data. If you have any questions about the information held about you in Bob, please contact us using the details above.

USE OF AUTOMATED TOOLS AND AI

HiBob includes an AI feature which we use mainly to extract data from CVs (for example, to populate fields such as contact details, work history and qualifications). This is used to support administrative processing and does not affect human decision-making in our recruitment process. We will take appropriate steps to ensure this processing complies with applicable data protection law and will update this notice if our use of such tool’s changes materially.

Personal data may also be disclosed to recruitment agencies, referees and regulatory authorities where required.

The Company does not sell personal data.

INTERNATIONAL TRANSFERS

Where personal data is transferred outside the UK, appropriate safeguards are implemented in accordance with UK data protection law.

DATA RETENTION

Unsuccessful applicant data is retained for 24 months following completion of the recruitment process, in line with the retention settings configured in Bob.

Before the end of this period, we will contact you to ask whether you are happy for us to continue holding your data for future opportunities on an annual basis. If you do not respond, or if you ask us not to retain your data, we will delete it within 1 month of that point.

You may also contact us at any time to request that your data be deleted, and we will action such requests within 1 month.

Successful applicant data is transferred to the employee personnel record and retained in accordance with the Employee Privacy Notice.

SECURITY MEASURES

The Company implements appropriate technical and organisational measures to safeguard personal data, including access controls and secure systems.

FAILURE TO PROVIDE DATA

Applicants are not legally required to provide personal data. However, failure to provide necessary information may prevent the Company from progressing an application.

AUTOMATED DECISION-MAKING

The Company does not make recruitment decisions solely through automated decision-making without human involvement. See section 8 for further information on our use of automated and AI-supported tools.

DATA SUBJECT RIGHTS

Applicants have the right to:

  • Access their personal data
  • Rectify inaccurate data
  • Request erasure (where applicable)
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent

Complaints may be made to the Information Commissioner’s Office (ICO).

AMENDMENTS

This notice may be updated from time to time. The latest version will be made available on the Company website.