Careers at Tripledot Studios

Tripledot Studios Recruitment Privacy Policy

Tripledot Studios (“we”, “us”) are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.

For recruitment processes conducted within the European Union (including Poland), the Data Controller is TripleDot Poland sp. z o.o., with its registered office at ul. Towarowa 28, 00-839 Warsaw, Poland, and the processing of your data is governed by Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”) and applicable national laws.

For recruitment processes conducted in the United Kingdom, the Data Controller is Tripledot Studios Limited, with its registered office at 201 Haverstock Hill, London, United Kingdom, NW3 4QG, and the processing of your data is governed by the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.

Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.

Your Personal Information

Information we collect from you

We collect and process some or all of the following types of information from you:

Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
In particular, we process personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
If you contact us, we may keep a record of that correspondence.
Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.

Information we collect from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.

Uses made of your information

Lawful basis for processing

If the recruitment process is conducted within the EU (including Poland), we process your personal data on the following legal bases, as set out in the GDPR:

Processing your application for a specific role, or for other roles within the group, is generally based on our legitimate interests (Article 6(1)(f) GDPR), namely the recruitment of staff.
Where processing is necessary for taking steps at your request prior to entering into an employment contract, we rely on Article 6(1)(b) GDPR.
If we are required to process your data to comply with legal obligations (such as reporting obligations or retention requirements under Polish or EU law), we rely on Article 6(1)(c) GDPR.
If we process special categories of personal data (such as health information or criminal convictions), we will request your explicit consent (Article 9(2)(a) GDPR) or rely on other specific legal bases as required under Article 9 GDPR.

If the recruitment process is conducted in the United Kingdom, we process your personal data on the following legal bases, as set out in the UK GDPR and Data Protection Act 2018:

Processing your application for a specific role, or for other roles within the group, is generally based on our legitimate interests (Article 6(1)(f) UK GDPR), namely the recruitment of staff. Where legitimate interests are relied upon, we have conducted a legitimate interests assessment (balancing test) to ensure that your rights and interests do not override our interests.
Where processing is necessary for taking steps at your request prior to entering into an employment contract, we rely on Article 6(1)(b) UK GDPR.
If we are required to process your data to comply with legal obligations (such as reporting obligations or retention requirements under UK law), we rely on Article 6(1)(c) UK GDPR.
If we process special categories of personal data (such as health information or criminal convictions), we will request your explicit consent (Article 9(2)(a) UK GDPR) or rely on other specific legal bases as required under Article 9 UK GDPR and the Data Protection Act 2018.

Purposes of processing

We use information held about you in the following ways:

To consider your application in respect of a role for which you have applied.
To consider your application in respect of other roles.
To communicate with you in respect of the recruitment process.
To enhance any information that we receive from you with information obtained from third party data providers.
To find appropriate candidates to fill our job openings.
To help Pinpoint improve their services.

Automated decision making / profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team.

How we store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Where we store your personal data

If the Data Controller is TripleDot Poland sp. z o.o., your personal data is processed and stored in data centres located in Amsterdam (Netherlands) (within the EEA) and may be synchronised to data centres in London (United Kingdom) for backup and redundancy purposes. We do not intend to transfer your personal data outside the EEA. If, in the future, your data is transferred to countries outside the EEA that do not provide an adequate level of data protection, we will implement appropriate safeguards, such as standard contractual clauses adopted by the European Commission, to ensure your data is protected in accordance with the GDPR. You will be informed in advance of any such transfer and the safeguards applied.
If the Data Controller is Tripledot Studios Limited, your personal data is processed and stored in data centres located in London (United Kingdom) and may be synchronised to data centres in Amsterdam (Netherlands) for backup and redundancy purposes. We do not intend to transfer your personal data outside the United Kingdom. If, in the future, your data is transferred to countries outside the United Kingdom that do not provide an adequate level of data protection, we will implement appropriate safeguards, such as the International Data Transfer Agreement (IDTA) or the Addendum to the EU Standard Contractual Clauses as required by the Information Commissioner’s Office (ICO), to ensure your data is protected in accordance with the UK GDPR. You will be informed in advance of any such transfer and the safeguards applied.

Data Recipients

In addition to Pinpoint (The Infuse Group Ltd) acting as a data processor, your personal data may be disclosed to the following categories of recipients:

IT service providers (e.g. cloud hosting, data backup, technical support) engaged by the Data Controller to support recruitment processes,
legal advisers or external consultants in the context of legal proceedings or compliance with legal requirements,
authorities or regulators where we are legally required to provide such information,
other group companies, where involved in the recruitment process,
other data processors as necessary for the functioning of our recruitment system, with whom we have concluded data processing agreements in line with GDPR or UK GDPR requirements, as applicable.

How long we keep your personal data

We retain all candidate data for a period of 48 months from the date of your application. However, this period may be shortened or extended in the following situations:

If you withdraw your consent or request the deletion of your data (using the Manage Your Data tool or by contacting us), your personal data will be deleted earlier, unless retention is required by law (e.g., in the context of legal claims or compliance with statutory retention periods).
If you consent to future recruitment processes, we may retain your data for a longer period, which will be clearly communicated to you at the time of consent.
If legal obligations require us to retain certain information beyond 48 months, we will do so only to the extent and for the duration required by law, after which your data will be securely deleted.

Your personal information will be deleted on one of the following occurrences:

Deletion of your personal information by you via the Manage Your Data tool or
Receipt of a written request by you to us.

Your rights

If the Data Controller is TripleDot Poland sp. z o.o., under the GDPR you have a number of important rights. In summary, those include rights to:

access your personal data and to certain other supplementary information that this Privacy Notice is already designed to address,
require us to correct any mistakes in your information which we hold,
request the erasure of personal data concerning you in certain situations,
request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations,
object at any time to processing of personal data concerning you for direct marketing,
object in certain other situations to our continued processing of your personal data,
otherwise restrict our processing of your personal data in certain circumstances,
claim compensation for damages caused by our breach of any data protection laws.

If the Data Controller is Tripledot Studios Limited, under the UK GDPR and Data Protection Act 2018 you have similar rights, including the right to:

access your personal data and to certain other supplementary information that this Privacy Notice is already designed to address,
require us to correct any mistakes in your information which we hold,
request the erasure of personal data concerning you in certain situations,
request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations,
object at any time to processing of personal data concerning you for direct marketing,
object in certain other situations to our continued processing of your personal data,
otherwise restrict our processing of your personal data in certain circumstances,
claim compensation for damages caused by our breach of any data protection laws.

If you would like to exercise any of those rights, please either:

utilise the Manage Your Data tool provided or
contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and confirming which information to which your request relates.

How to complain

If the Data Controller is TripleDot Poland sp. z o.o., you have the right to lodge a complaint with the competent supervisory authority in the European Union, in particular in the country where you work, normally live, or where any alleged infringement of data protection laws occurred. In Poland, this is the President of the Personal Data Protection Office (UODO).

If the Data Controller is Tripledot Studios Limited, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.