Privacy Notice for Job Applicants

Last updated 13.3.2024

Purpose

Metacore Games is a gaming company, headquartered in Finland. Our main business is to publish game applications online and through downloadable applications. For more information about Metacore Games, please see the “Company” section of our Website at metacoregames.com.

This Recruitment Privacy Notice explains who we are, how we collect, share and use personal data about you, and how you can exercise your privacy rights.

This Privacy Notice addresses the processing of personal data for our recruitment purposes. It applies to personal data we process in connection with your job application and the recruitment process with Metacore Games.

If you have any questions or concerns about our use of your personal data, please contact us by emailing work@metacoregames.com.

Data controller

“Data controller” means an entity that determines how and why personal data is processed for purposes of our recruitment activities.

Data Controller is a Metacore company at which you are considered for a position and therefore is one of the following companies:

Metacore Games Oy, address Porkkalankatu 24, 00180 Helsinki, Finland.

Metacore Games GmbH, address c/o WeWork, Rosenthaler Straße 43 - 45, 10178 Berlin, Germany.

Contact

Your primary contact for recruitment related matters is work@metacoregames.com

Metacore has a Data Protection Officer to oversee matters related to data protection at Metacore. Regarding the questions how we use your data you can contact privacy@metacoregames.com

What personal data does Metacore Games process?

We may collect your personal data through different means.

Primarily, we collect personal data directly from you. When allowed by applicable laws, we may also collect personal data from other sources, such as publicly available databases.

We collect personal data concerning applicants that is necessary to manage the job application and the recruitment process.

More specifically we process:

personal details incl. your name, address, telephone number, email address;
information on your CV, cover letter, application form or other documents and information you have submitted via application portal or otherwise;
demographic information, if you choose to provide such information;
contents of online professional profiles or portfolios e.g. Linkedin, GitHub;
communications (content and metadata) with us incl. emails exchanged with recruitment team e.g. about the progress of the recruitment progress;
notes and information generated by interviewers and recruiters based on your application and their interactions with you;
recommendations made by others on your behalf;
information supplied to us by a third party recruitment companies, recruiter or staffing company;
information concerning possible aptitude tests and results and other information related to assignments asked to be completed during recruitment process;
other information we need to make an employment offer and to perform tasks necessary to facilitate employment with us incl. relocation services to you, if applicable.

The Purpose for processing YOUR personal data

We process personal data of applicants:

to manage the recruitment process, such as to handle job applications, to inform applicants about the progress of recruitment, and to arrange interviews;
to evaluate your qualifications and suitability for the open position;
sending you updates about our open positions or recruitment related events, if you have indicated that you are interested in opportunities with us;
performing administrative duties (incl. Internal reporting, record keeping)
analyzing and developing our recruitment process;
monitoring diversity, equity and inclusion at workplace;
establishing, exercising or defending our legal rights as permitted by applicable laws and regulations, or
for other purposes where required or permitted by laws and regulations.

Legal basis of processing of YOUR data

Legitimate interest. Your personal data will be processed based on our legitimate interest to manage and complete recruitment processes.

Consent. We may also process your personal data based on your consent, when entering into an employment or other contract with you. You are free to revoke your consent at any time.

Legal obligation. When processing is required by law, we process your data to comply with legal obligations.

We do not use your data to make automated decisions which highly affect you. Automated decision making means decisions made by an automated system without any human intervention.

Who does Metacore Games share my personal data with?

We may disclose personal data to the following categories of recipients:

Our group companies;
Third party services providers and partners who (i) provide data processing services to us, (ii) operate our application systems, (iii) others who process personal data for purposes that are described in this Privacy Notice (incl. handling recruitment relating activities or events) or (iv) notified to you when we collect your personal data. Currently we use Greenhouse software for recruitment purposes;
to any competent law enforcement or regulatory body, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
to a potential or actual buyer (and its agents and advisers) in connection with any proposed or actual purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal data only for the purposes disclosed in this Privacy Notice;
to any other person with your consent to the disclosure.

How does Metacore Games keep my personal data secure?

We use appropriate technical and organizational measures designed to protect the personal data that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal data.

International Data Transfers

In connection with the activities described in this notice, your data may be transferred to or processed in countries outside of the European Union (“EU”) and the European Economic Area (“EEA”).

If personal data is transferred outside of the EU/EEA area, the transfer will take place subject to EU Commission adequacy decision or subject to appropriate safety measures, e.g. EU commission’s model clauses or other EU approved data transfer mechanism. These countries may have data protection laws that differ from the laws of your country. In these cases, we will ensure that appropriate safeguards are in place to protect your data. Upon request, we can provide you a copy of the European Commission’s standard contractual clauses and further details on the applicable safeguards.

Data Retention

We will retain your personal data in our recruitment system Greenhouse for a period of two years from the date the recruitment process ends. In case you were not elected, the retention time commences from the date you were informed of the decision.

If the application process leads to concluding an employment contract, we will transfer some or all of your data to our employee records and retain it according to the policies we apply to those records.

Some personal data might be retained after the recruitment process has ended, if required or allowed by national applicable laws. When the retention period is coming to an end we will notify you. If you have indicated that you wish to hear about or be considered for other open positions, we may keep your data for another period of two years.

When your personal data is no longer required by law or rights or obligations by either party, we will delete your personal data. After the end of the applicable retention period, we may keep and continue to use data that is not identifiable to you (i.e. is anonymized), for example for statistical purposes.

Your privacy rights

You have the following rights with regard to your personal data we process:

The right to request access to personal data about yourself;
The right to request rectification, restriction or erasure of your personal data. However, certain information is strictly necessary in order to fulfill the purposes defined in this Privacy Notice and may also be required by law. Thus, it may not be possible to remove such personal data.
The right to object to the processing, that is based on legitimate interest;
If processing of personal data is based on your consent, you have the right to withdraw consent at any time. The withdrawal will not affect the lawfulness of the processing carried out before the withdrawal; and
The right to data portability, i.e. right to receive your personal data in a structured, commonly used machine-readable format and transmit the personal data to another data controller, to the extent required by applicable law. This applies for personal data processed based on contract or your consent.

Please send above-mentioned requests to us at work@metacoregames.com.

If you believe there is a problem with the way we are handling your personal data, you have a right to file a complaint to your national data protection authority in the EU/EEA, for instance the Finnish Data Protection Ombudsman (www.tietosuoja.fi). You may also file a complaint to the data protection authority in any other EU country where you live, work, or where you think the alleged violation has occurred.

Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.