Vacancies

Privacy Policy

Introduction

Welcome to the immensegroup.com’s privacy notice.

Immensegroup.com respects your privacy and is committed to protecting your personal data. This notice is applicable to any personal information which is given by you to us, as part of the recruitment process for the position you have applied for.

This privacy notice will guide you how to look after your personal data when you visit our website, and help you feel more confident about the privacy and security of your personal details during the recruitment stage.

Who are we?

Purpose of this privacy notice

This privacy notice aims to give you information on how immensegroup.com collects and processes your personal data through your use of this website, including any data you may provide through this website when you apply for a job vacancy.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Protection Officer/DPO using the details set out below.

Contact details

Our DPO details are: [email protected]. If you have any queries related to this notice, you may also contact the Maltese Data Protection officer by e-mail on [email protected].

Third-party links

This website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

What personal data do we collect about you?

Personal data, or personal information, means any information about you for employment purposes necessary to manage our relationship with you effectively, lawfully and appropriately, during the recruitment process.

We collect the following categories of personal data:

  • Identity Data [first name, last name]
  • Contact Data includes [email address and telephone numbers]
  • As part of the recruitment process, we may collect the following data:
  • CV including but not limited to previous work history and experience including data on previous employers, current employment status, salary, benefits, and bonuses.
  • Education background including professional qualifications and skills
  • Employer references
  • Nationality/Visa/work permit information [such as but not limited to copies of the identity card and/or passport, CV, copy of certifications requested by the local authorities, housing lease agreement and housing authority approvals)
  • Police Conduct.

Usually, we do not collect Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, health information and genetic and biometric data). We will only process such data if you have either given us your explicit consent, we are legally required or allowed to collect and process it. By providing any sensitive personal data you explicitly agree that we may collect and use it in accordance with this notice.

We also may collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated data is derived from your personal data but is not considered personal data in law as this does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to improve users’ experience when accessing this website.

How is your personal data collected?

Most of the data that we process would have been provided by you when applying for a job vacancy advertised here. Sometimes, it may come from other sources indicated by you as referees or from external sources such as recruitment agencies.

How we use your personal data?

We will only use your personal data for the purposes for which we have collected it. Most commonly, we will use your personal data in the following circumstances:

  • To evaluate your suitability for the position you have applied for and future vacancies that may arise
  • Conducting personal checks when the law allows us to do so
  • Verification of references provided
  • Processing your application for recruiting purposes
  • Where we need to draft a contract based on the agreement made and entered into with you
  • Where it is necessary for our legitimate interests (or those of a third party)
  • Where we need to comply with a legal or regulatory obligations

Should we, in in the future, to process your personal data for a purpose other than that for which it was collected, we will request your consent.

Who do we share your personal data with?

For recruitment purposes, your personal data will be shared internally between the HR department and with the Hiring Manager concerned with the role you have applied for.

  • Your personal data may be disclosed to the third parties based on the following:
  • Recruitment agencies in relation to the contractual obligations between us and them covering your application
  • Any credit reference agency, supervisory authorities and your previous employers when conducting background checks/verifications
  • Our suppliers that provide Videoslots any service related to the recruitment platform or services related to recruitment assessment tools
  • Regulatory or governmental authorities in relation to identity checks/verifications.

How do we protect your personal data?

Immense is committed to protect and respect your privacy. We have safeguards in place to ensure the security of the personal data and any hard copies containing personal data will be securely stored. Personal data is accessed by authorised personnel only and on a need-to-know basis.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, contractors and other third parties who have a business need to know, described the above section. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

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

Where is your data stored?

Your personal data is stored and processed in the EU in line with EU law requirements. 

What are your rights?

Under certain circumstances, you have rights under the data protection laws in relation to your personal data:For how long do We keep your personal data?

  • Request access to your personal data
  • Request correction of your personal data
  • Request erasure of your personal data
  • Object to processing of your personal data
  • Request restriction of processing your personal data
  • Request transfer of your personal data
  • Right to withdraw consent
  • How long does it take to get a response?

We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

For how long do we keep your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. If you were unsuccessful, we will hold onto your data including your resume for 12 months for future recruiting purposes. We may change this Privacy Notice from time to time and You should check it regularly. This Recruitment Privacy Notice was last updated on 10th October, 2023.

Glossary

Your legal rights

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.