DNEG Careers Privacy Notice

Depending on the company you’re submitting your application or registration of interest to, your personal data may be processed by the following controllers:

In this Notice, we will use the terms “DNEG”, “we”, “us” and “our” to refer to the company to which you have submitted an application or registration of interest, and other companies in the DNEG group of companies (such as ReDefine).

We will collect data directly from you when you communicate with us during the Recruitment Process (including your name, email address, phone number, CV and any other information you choose to include, such as your Showreel breakdown). We may also collect data about you indirectly, where you have made it publicly available on external sources such as LinkedIn and Job Boards, but we will only continue to process this data if you agree.

The kind of information we may hold includes, where applicable: 

• Information required to register your interest for future opportunities, including:
  • Your name, contact details, your preferred location, the roles in which you are interested, and any other information you choose to provide.
• Credentials (email address and password) required for you to create an online account to apply for roles and manage your application.
• Information required for you to submit an application for a role, including:
  • Your name, contact details and CV, and any other information you choose to provide, such as further contact details, visa requirements, whether you have previously worked for DNEG, the number of years’ experience you have, or your showreel. If your application is submitted on your behalf by an agency, further information may be collected where you have chosen to provide it, including citizenship status, date, country and city of birth, legal gender and primary nationality.
• Information required to offer you a role where your application is successful, including:
  • Your national and/or government ID(s), date of birth, primary nationality and gender and, if you choose to provide it, your citizenship status and city and country of birth.
• Information required to complete the hire and on-boarding processes where you have accepted an offer, including:
  • Your passports, visas/work permit/residency status information of you and (if applicable), your dependents, bank details and emergency contact information and, if you choose to provide it, disability and medical information and criminal offence information.

Your personal data is used by DNEG during the Recruitment Process for the following purposes and legal bases:

For the performance of your contract with DNEG or the fulfilment of pre-contractual commitments, including:

• Reviewing your skills, experience and interests and assessing your suitability for specific roles you apply for and where you have registered your interest for roles.
• Contacting you about the Recruitment Process.
• If shortlisted for a role, sharing your data with the hiring managers to allow them to carry out the Recruitment Process. We will only pass on data necessary for the hiring manager to make a decision about whether to select you for the position. This data will not include any sensitive data (such as health or criminal record history).
• Selecting candidates for roles based on personal data and considering specific attributes such as previous experience, if relevant. This profiling is part of the way DNEG improves its business and ensures the best fit for roles.
• Completing the offer, hire and on-boarding processes and assisting with any visa, immigration, work permit or residency applications for you and (if applicable) your dependents.
• Depending on the role you have applied for, our Talent Acquisition Team may ask you to complete pre-employment vetting with background screening agencies, including credit reference and criminal record checks, address verification, confirmation of academic qualifications, and requesting employer or other references from people or companies that you have provided in your application. If the vetting is successful, we will share your data with our colleagues in HR to enable an offer of employment to be made and for on-boarding purposes.

Where DNEG has a legal or regulatory obligation, including:

• For the fulfilment of specific obligations laid down by law, company regulations, collective agreements, national and EU regulations and arising from provisions ruled by authorities.
• Responding to legitimate, lawful requests for information from law enforcement and other government agencies and as part of court orders where
  DNEG is legally required to provide the information.
• For reporting purposes when required to do so by law. This may include voluntary equality information, and your data will be aggregated and anonymised for these purposes wherever possible.

Where you have provided your consent, including:

• Retaining your data in a Talent pool in order to send you job alerts regarding roles in which you have registered your interest, and to review your skills, experience and interests and to assess your suitability and get in touch with you regarding roles you may not have specifically applied for but for which you may be suitable.

In reliance on DNEG’s legitimate interests, including:

• For the protection of the legitimate rights and interests of DNEG and/or third parties, including to support legal and compliance activity including the defence of litigation claims.
• To manage, monitor, assess and improve our recruitment process. Wherever possible, your data will be aggregated and anonymised for these purposes.
• To process the data you have made available on public sites such as LinkedIn, Social channels and Job Boards in order to contact you about joining our Talent pool.

We care deeply about your privacy and do everything we can to protect your data. For this reason, we share your data only when strictly necessary and only with those who help us to offer you a better service. The information you provide during the Recruitment Process may be shared with DNEG’s Talent Acquisition and Human Resources teams, and:

• Employees, managers and/or collaborators of DNEG or DNEG group companies in their capacity as internal data controllers and/or administrators.
• Other DNEG Group companies (DNEG company details can be found here, and ReDefine company details can be found here).
• Companies with whom we are in joint ventures.
• Suppliers that provide services and activities on behalf or in support of DNEG, such as: employment agencies and consultants; recruitment partners; legal and other professional advisors; companies that manage and maintain website content, information technology systems, payroll data processing services; documentation storage companies; accountants; personnel accounting management services; health service providers; insurance companies; IT companies; job security companies; brokerage agencies; training companies; survey partners; and freelancers. Where these suppliers act on our behalf, they must only process your personal data in accordance with our instructions.
• Competent authorities when required to do so by law, regulation or court order.

Where you are based in the UK or EU, we may transfer the personal information we collect about you to countries outside of the UK and European Economic Area (EEA). Where the country has not been deemed by the UK and/or the EU to provide an adequate level of protection for your personal information, we will only transfer the data in a way that is consistent with and which respects the UK and EU laws on data protection. Most commonly this will be through Standard Contractual Clauses included in the contract DNEG has in place with the third-party supplier.

We will only keep your information for as long as we need it for the purposes it was collected.  We apply the following retention periods to your information collected during the Recruitment Process.

• If you have selected that you want to be contacted about future roles at DNEG, we will keep your data for a maximum of 5 years or until you revoke your consent.
• If you have selected that you do not want to be contacted about future roles at DNEG, we will keep your data for a maximum of 12 months from the date it was collected to help us answer and address any questions or complaints.
• If you are successful in obtaining a role at DNEG, we will keep your data for 7 years from the end of employment.

You have the following rights in relation to your personal data:

• To request access to, erasure of, and/or correction of the personal data we hold about you.
• To request us to restrict the processing of the personal data we hold about you.
• To object to us processing personal data relating to you.
• Where you have given us consent to process your personal data, to withdraw that consent at any time.
• To obtain certain personal data from us in a format that can be transferred electronically to a third party (also called “data portability”).

Please note that some of these rights are not absolute, and whether you can exercise your right depends on the circumstances.  We will keep you informed throughout the process.

You may update, correct or modify the information you have submitted during the Recruitment Process, or withdraw your consent where your data is processed on the basis of consent, at any time either by logging back into the online portal or by contacting us using the details above.

All data held by DNEG is processed in accordance with all applicable data protection laws, meaning that the data will only be processed and retained for the purposes for which it was originally collected.

You can contact us using the details above if you wish to find out more about how to exercise your subject rights.

If you have any queries or comments about this Privacy and Cookies Notice, please contact the Careers Team via email at careers@dneg.com or the Data Protection Officer by email on dataprivacy@dneg.com.

In addition, you can contact the Data Protection Officer by mail at the addresses available on dneg.com and redefine.co.

If you wish to make a complaint about how DNEG uses your information, please contact the Data Protection Officer via email and we will do our best to help. If you are based in the UK or the EU and are still unhappy, you can contact your Data Protection Authority as follows:

• For the UK company listed above, the Information Commissioner’s Office: https://ico.org.uk. 
• For the Bulgarian company listed above, the Commission for Personal Data Protection: https://www.cpdp.bg.
• For the Hungarian company listed above, the Hungarian National Authority for Data Protection and Freedom of Information: https://www.naih.hu.
•  For the Spain company listed above, the Agencia Española de Protección de Datos (AEPD): https://www.aepd.es/es.
• For the Australian office listed above, the Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au/.