Application for Employment and/or Temporary/Agency Work (the “Notice”)

The Creative Assembly Limited and our group companies (together, “SEGA Group Companies” or “SEGA Group Company”) are committed to protecting and respecting your privacy. We will treat your personal data confidentially and will comply with the Data Protection Act 2018, the UK General Data Protection Regulation and  such other applicable legislation enacted from time to time relating to data privacy and protection (together, the “Data Protection Legislation”)  in respect of our processing activities.

The data controller is responsible for collecting and using your personal data. To comply with the Data Protection Legislation, the data controller will be the SEGA Group Company that your application for employment or temporary work relates to.

By applying for employment and/or agency work at one of the SEGA Group Companies, you agree to the processing by the SEGA Group Companies and our applicant processing partner,  Jobvite Inc., of your personal data and you acknowledge that you have read and understood the following:

Information we collect from you

The types of personal data that we may collect directly from you include, but are not limited to, your first and last name, gender, contact information, and career history data. Where you provide consent, we may also refer to information set out in your LinkedIn profile when considering your application.

When you submit an application for employment and/or temporary work, we may collect certain information, including but not limited to, data about your nationality, race, disability, any special adjustments required for any interviews, your ethnic origin and/or your gender identity.  You can decide whether you wish to provide this information. This special category data will be aggregated and anonymised and only used to support our legitimate interests relating to our equality and diversity monitoring initiatives.

You may be required to complete an online and/or in person assignment as you progress through the recruitment process. You will be provided with information about the assignment requirements, and for online assignments or tests, may receive the result automatically.

Pre-employment screening

We carry out certain pre-employment screening in order to validate and/or verify the information you provide as part of the recruitment process. The level of information that we collect may include but not be limited to, identity verification, right to work checks (including your immigration status), academic qualification checks, employment history checks, and reference checks. We may collect some of this pre-employment screening information directly from you, and/or agencies appointed by you or a SEGA Group Company.

When carrying out pre-employment screening, we will do so in accordance with applicable law, or with your consent, or in accordance with our legitimate interests as part of the recruitment process. If you decline to provide personal data and/or certain pre-employment screening information that we require to offer you temporary work and/or a role at a SEGA Group Company, we will be unable to process your application and/or offer you work or employment.

We will always seek to limit the amount of personal data that we collect from you to what is required to complete the pre-employment screening, and in the case of an offer for temporary work or employment, to offer you a role at a SEGA Group Company.

How we use your information

As part of your application for temporary work and/or employment at one of the SEGA Group Companies, the data you provide, and/or personal data provided on your behalf by one of our recruitment partners (such as a recruitment agency), including that from any interviews, pre-selection processes with which you engage and references that you provide (with the referees’ consent), will be held on our computers, the Jobvite platform, or manually in our files. The data will be used by the SEGA Group Companies to process your application and ultimately, where your application is successful, so that the SEGA Group Company can make you an offer of temporary work and/or employment.  

We do not use automated decision making as part of our recruitment process. All recruitment decisions for roles at a SEGA Group Company are made by the hiring manager and members of our recruitment team who assess your suitability for employment. We will send you the results of your application at the e-mail address that you have provided to the SEGA Group Company.  Due to the high level of applications that we receive, we may not be able to provide individual feedback to unsuccessful candidates.

We take security very seriously and we use appropriate physical, technical and organisational security measures to help safeguard your personal data and protect against unauthorised access, accidental loss, destruction and/or damage. 

If you create a Jobvite account as part of the application process for a role at one of the SEGA Group Companies, you are responsible for keeping your password private and keeping access to your account secure.

Sharing your information

The SEGA Group Companies use a third-party solution (Jobvite Inc.) to administer our recruitment processes online. You can find information about how Jobvite Inc. processes your personal data here.

The SEGA Group Companies do not disclose your personal data to unauthorised third parties. However, as a global corporation consisting of several offices in various countries, we will use resources located throughout the world. To the extent necessary as part of the recruitment process, your personal data may be transferred and/or disclosed to any SEGA Group Company as well as to third parties acting on our behalf. This may also include transfers to servers and databases outside the country where you provided us with your personal data. Such transfers may include for example transfers to countries outside of the UK and the European Economic Area such as the United States of America. Where we transfer personal data, we will take account of any applicable statutory obligations relevant to data transfers and, in the absence of a European Commission (EC) adequacy decision, we will seek to rely on appropriate safeguards, including EC approved standard contractual clauses.

Retention of recruitment records

If your application is successful, we will move your recruitment information to your employment files. We will only move data that is relevant to your ongoing employment at the SEGA Group Company. Once you are employed at a SEGA Group Company, your personal data is governed in accordance with the staff privacy policy and, if applicable, your employment contract. Where you are recruited as a temporary agency worker, we will only process your personal data in relation to the agency work and/or services you provide for the SEGA Group Company.

If your application is unsuccessful, application documentation will be kept on file for twenty-four (24) months from your application date, so that the SEGA Group Companies may contact you in respect of future vacancies that may be of interest to you.  The SEGA Group Companies will also retain your personal data as needed to comply with any legal or document retention obligations.

If you do not wish for the SEGA Group Companies and/or Jobvite to continue to process your personal data in the ways described in this Notice, you can request in writing that we stop processing your personal data by contacting us at jobs@sega.co.uk.

Once your personal data is no longer needed, we will dispose of your records in a secure manner and in accordance with our records management policies.

Your rights

You have certain rights in relation to the personal data that we hold about you. If you wish to exercise your right to access, update, erase and/or correct personal data which you have submitted to the SEGA Group Companies as part of the recruitment process, please contact: Data Protection Officer, The Creative Assembly Limited, Building 12, Chiswick Business Park, 566 Chiswick High Road, London, W4 5AN or at dpo@sega.co.uk.

We will comply with your request(s) as soon as reasonably practicable, consistent with applicable law. Note, in limited cases where permitted, we may charge a fee for data access requests.

 If you remain unhappy with a response you receive from us, you can also refer the matter to your data protection supervisory authority: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm for Europe, or https://ico.org.uk/ for the United Kingdom.