Gaijin Recruitment Privacy Notice

This Privacy Notice informs you on how Gaijin Network Ltd and its affiliates and partnering companies (“Gaijin”, “we”, “our” or “us”) process personal data in recruitment process. 

All the information that you provide to us during your job application process for employment with Gaijin will be treated in a secure and confidential manner as set out in this Privacy Notice.

This Privacy Notice does NOT apply to personal data that Gaijin processes about you when you use Gaijin services, including websites, games, and any other products or services. In such a case Gaijin Privacy Policy applies.

1. WHAT INFORMATION WE COLLECT ABOUT YOU

Within the recruitment process, we process data both received directly from you or collected from other sources. The exact scope of personal data for each candidate may vary for each individual candidate, depending on the position, location or other specifics of the vacant role or candidate. 

You may find below the list of the data which we might process on you as a candidate for Gaijin open job positions.

1. Information that you provide yourself

Identification and contact data. Your name, contact information (address, phone number, email, social media or), work authorization, and other data which might be required by applicable law.

Application data. Your academic and professional qualifications, diversity profile (age, gender, etc.), citizenship, compensation details, and any other information you choose to include in your resume and cover letter. 

Assessment data. Candidate testing (for example, technical test), interviews and any other information collected to evaluate your candidacy.

2. Data that we collect from third parties

Identification and contact data, professional experience data. We may collect personal data about you online when you make such information publicly available to contact you about job opportunities (professional social media and platforms, such as LinkedIn, GitHub, Art Station, Deviant Art).

Identification and application data. We may partner with third-party recruiting agencies to find the best candidates to work with Gaijin. Thus, we may receive your personal details and job applications from these partners, as well as their primary assessment of a candidate, to further process your job application through them.

3. Sensitive data 

Sensitive data is information that reveals racial or ethnic origin, sexual orientation, political opinions, religious or philosophical beliefs, trade-union membership, genetic and biometric data, health-related data, and other data categories as set in applicable law. We do not collect sensitive data on purpose. However, some pieces of sensitive data may become available to us upon your discretion, but strictly to the extent that you decide to share it.

4. What if you do not provide the information that we asked from you

We are diligently assessing every candidate for an open position, thus we may ask you to provide some information to understand better whether you are the right fit for the role. If you refuse to provide information when requested, we may not be able to process your application successfully.

2. FOR WHAT PURPOSES AND ON WHAT LEGAL GROUNDS WE PROCESS YOUR PERSONAL DATA

We may use your personal data for the following purposes: 

Conducting the recruitment process. Throughout the whole recruitment process, we collect and otherwise process your personal information to assess your application for the job and to communicate with you. Processing personal data from job candidates allows Gaijin to manage the recruitment process, assess, and confirm a candidate’s suitability for employment or other engagement, and decide when an offer of employment or other engagement should be extended.

Legal basis for data processing: our legitimate interest (to equip Gaijin properly with qualified professionals); your consent for keeping your professional profile in case we have a suitable position open in the future.

Regulatory compliance. Sometimes we will be obliged to process your data to ensure that Gaijin is complying with its legal, regulatory, and corporate governance obligations. 

Legal basis for data processing: compliance with legal obligations.

Claims Management. If we become involved in a controversy or dispute arising from the application process, we may need to process the personal data required to duly support and prove the position in a case.

Legal basis for data processing: our legitimate interest (to handle a controversy or a dispute).

3. WITH WHOM WE SHARE PERSONAL DATA

Gaijin only shares your personal data with others where it is a necessary part of the recruitment process. For example, Gaijin may share your personal information with its affiliates and/or related companies where the role is supposed to affect that entity, or a successful candidate is supposed to be involved in their business. In each case, Gaijin ensures an adequate level of personal data protection.

Gaijin may disclose personal data if required so by law, as prescribed by reporting and compliance obligations, or duly requested by a court, governmental or law enforcement authority. In each case, we accurately assess each obligation and request and limit the scope of the shared information.

4. AUTOMATED DECISION-MAKING

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Our partnering recruitment agencies may independently use tools for automated scanning of your application. Please refer to the recruitment agency through which you are applying for an open position to learn details of them processing your personal data.

5. HOW GAIJIN PROTECTS YOUR PERSONAL DATA

We are constantly working on the creation, improvement, and further implementation of both administrative and technical measures for securing personal data. These measures are aimed at protecting the personal data from any unauthorized actions which can be carried out by third parties or occur incidentally, such as unauthorized access, disclosure, alteration, destruction, or other malicious use of your data, as well as incidental loss or corruption of such data. 

We undertake all reasonable steps and measures which are necessary to ensure your data is treated securely and in accordance with this Privacy Notice.

6. HOW LONG DO WE PROCESS YOUR DATA

As a general rule, we will retain your personal data during the whole recruitment process and up to a year after we have communicated to you our decision about whether to appoint you to the role. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. 

We may ask you to keep your profile for further opportunities at Gaijin and its partners which might be interesting for you. We will ask your consent to keep your data and contact later for other open positions. In such a case we will keep your data for up to five years, depending on your specialization and experience. After this period, we will securely destroy your personal data. 

7. YOUR DATA SUBJECT RIGHTS

Subject to conditions set forth in applicable data protection legislation, you have the following rights:

Right to be informed. You have the right to be informed about how we collect and use personal data.

Right of access. You have the right to request us to show what data we are holding on you and provide you with a copy of those.

Right to correct (rectification). Gaijin aims to ensure that all of your personal data is correct. You are entitled to have any inadequate, incomplete, or incorrect personal data corrected.

Right to erasure (“right to be forgotten”). You can ask Gaijin to delete or remove personal data where there is no good reason for us continuing to process it. 

Right to data portability. You have the right to ask to provide your data in a structured, commonly used machine-readable format or to request Gaijin to directly transmit those data to a third party where it is technically possible and reasonable.

Right to object to processing. You have the right to object to processing your personal data at any time.

Right to restriction of processing. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

Right to withdraw consent. Where your data is processed based on your freely given consent, you have the right to withdraw your previously given consent at any time.

If you want to exercise any of these rights with respect to Gaijin processing your personal data, please contact our DPO (as defined below) in writing.

8. WHO YOU CAN CONTACT TO GET MORE INFORMATION ON HOW WE PROCESS YOUR PERSONAL INFORMATION

If you have any questions about processing your personal data during the recruitment process, feel free to contact us:

Gaijin Network Ltd

Address: Ifigeneias street 63, Office 302, 2003 Strovolos, Nicosia, Cyprus

Email: privacy@gaijin.net

We have appointed a Data Protection Officer to oversee privacy compliance. If you have further questions on how we handle your personal data, please contact them at dpo@gaijin.net.

You are also entitled to submit a complaint with our lead supervisory data protection authority in Cyprus or in the country where you are located.

Last updated:  October 1, 2024