EPIC GAMES CANDIDATE PRIVACY NOTICE
Effective Date: May 15, 2020
Last Modified: August 17, 2021
Epic Games, Inc. and our subsidiaries operate and support our services from different locations around the world. In this policy, when we say “Epic” or “Epic Games,” we’re referring to the relevant hiring Epic entity you are considered for. That entity is a “controller” in respect of your personal data for purposes of data protection laws and is primarily responsible for how your personal data is held, used and disclosed. Personal data, or personal information, means any information about an individual from which that person can be identified or any information relating to such individual. It does not include data where the identity has been removed such that the natural person to whom such data relates can no longer be identified (anonymous data). Note that (subject to your prior consent where required) your data may be shared and processed with other Epic entities and third-party service providers as described below.
Information We Collect
This Candidate Privacy Notice applies to personal data that you share with us directly, such as by submitting an application, or that we may otherwise produce or receive from third parties to the extent permitted by applicable law, such as your references or networking websites, which we may combine with the information you provide. The information we collect depends on the stage of the recruitment process and the role for which you’re being considered.
We collect information such as your name, mailing address, email address, telephone number, or similar contact information in order to communicate with you.
We collect information you provide in your resume, CV, and cover letter. We may collect additional information about your location, work history, date of birth, education, experience, language abilities, professional memberships (where permitted by law), and qualifications. Where applicable, we collect immigration and/or right to work information.
We collect information from and about any references you provide. It is your responsibility to obtain any required consent from your references prior to sharing their information with Epic. Where required by applicable law, we will also ask for your consent prior to contacting a reference that you have listed.
At the interview stage, we collect information from any interviews or conversations you have with us, which may include information about your preferences such as salary and location preferences.
Some of our offices have CCTV cameras installed for security purposes. If you interview in one of our offices with CCTV cameras, you may appear in CCTV images.
Where you choose to provide it, we may also collect, store, and use some special categories of personal data or other more sensitive data, in compliance with and where permitted by applicable law. For example, we may ask you to provide, on a voluntary basis, information about your race or ethnicity, sexual orientation, and health solely as part of our steps to keep under review our commitment to equality of opportunity and treatment within the workplace. Submission of such information is entirely voluntary and based on your consent, and refusal to provide it will not subject you to any adverse treatment.
In later stages of the recruiting process, if the nature of the job involves access to confidential or sensitive information and where permitted under applicable law, we may conduct a background check and so collect information about criminal convictions and offenses. Such information is however not registered or stored by us, except to the extent required or permitted by applicable law.
Epic does not request or require sensitive personal information regarding religion, health, sexual orientation, trade union, or political affiliation in connection with your application. Where collection of such data is permitted under applicable law and to the extent you choose to provide us with that kind of information, you expressly authorize Epic to handle such information in accordance with this Candidate Privacy Notice.
How We Use Your Information
We use information that is necessary to assess your skills, qualifications, and suitability for the role, to take steps to enter into and perform a contract with you, and to communicate with you about the application process and status of your application.
We use information based on our legitimate interest in recruiting candidates and record keeping of the recruiting process. This includes assessing and confirming candidates’ suitability for employment, and assisting with travel and immigration matters. In some cases, we may need to process data from candidates to defend against legal claims. CCTV footage is used for our legitimate interest in security.
We use some information to comply with legal obligations. For example, our UK operations are required to check successful candidates’ eligibility to work in the UK.
Unless otherwise specified under this policy or during the application process, personal data that we request from you is necessary for the purposes of processing your application. If you fail to provide certain information when requested, we may not be able to review your application and/or offer you a position.
How We Use Sensitive Personal Data
When considering a candidate for specific roles that involve access to confidential or other sensitive information, where permitted by law we use information about criminal convictions and offenses to carry out our obligations and exercise specific rights in relation to employment or with your consent, where permitted under applicable law.
We will use information about your health and disability status, should you choose to provide this, to consider whether we need to provide appropriate adjustments during the recruitment process where required by applicable law, for example whether adjustments need to be made during a test or interview.
Where we are permitted to collect such data under applicable law and you choose to provide special category information (as described above) we process this information for the sole substantial public interest purpose of monitoring of equality of opportunity or treatment in recruiting and employment, with a view toward promoting and maintaining such equality.
Where we process other sensitive information concerning criminal convictions, it is where necessary to carry out obligations and rights in relation to employment or for the establishment, exercise, or defense of legal claims.
How We Retain and Secure Information
To the extent required or permitted by applicable law, we generally retain candidate information for as long as necessary for our recruiting efforts and operations, including resolving disputes, conducting audits, establishing legal defenses, pursuing our legitimate business purposes, and to comply with applicable law, after which your data will be securely destroyed. If your application is successful, information collected as part of the recruitment process will be transferred to a personnel file.
How We Share Information
Epic is a global company and so for the purposes of recruitment, your information may be shared with Epic Games, Inc. and within the Epic family of companies, which means your information could be transferred to or stored in the US or other locations outside of the European Economic Area (the EEA) and/or your country of residence. Specifically, your data is likely to be shared with Epic entities in the US. Your personal data will only be disclosed to necessary members of our HR team and the relevant team managers in respect of the role you are considered for in order to make hiring decisions.
We may use service providers to support our recruiting efforts, such as recruiting agencies, software providers, and background or reference check agencies. These service providers may be located outside your country of residence or the country where the position is located.
We may also share your information with third parties for the purposes of processing your application, such as in connection with a relocation, to coordinate travel, or to help you with immigration or other matters related to your application.
We may also share information about you if doing so is required or permitted by applicable law, including (i) to comply with law enforcement or national security requests and legal process, such as a court order or subpoena; (ii) to protect your, our or others’ rights, property, or safety; (iii) to enforce our policies and contracts; (iv) to collect amounts owed to us; or (v) when disclosure is necessary or appropriate to prevent financial loss or in connection with an investigation or prosecution of suspected or actual illegal activity.
As permitted by law and/or contract, we may also share information in the event of a possible merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale or restructuring of our business, or transition of service to another entity.
Because Epic operates in many locations around the globe, the information we collect may be processed and stored outside your country of residence, including in the United States. If you choose to apply to Epic, you understand that your information may be processed outside your country of residence, including in other jurisdictions (like the US) that may have different data protection frameworks than your region. When your personal data is used or stored in a jurisdiction other than where you are residing, it may be subject to the law of that foreign jurisdiction, including any law permitting or requiring disclosure of the information to the government, government agencies, courts, and law enforcement in that jurisdiction. Information we transfer from the EEA is subject to appropriate safeguards under applicable law, including model clauses approved by the EU Commission for that purpose.
Third-party service providers and other entities in the Epic group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. If you are applying for a role in China or South Korea and would like more details about members of the Epic Group and third party service providers, please reach out to firstname.lastname@example.org.
If you are in the EEA and would like to know more about the safeguards we put in place when transferring your personal data outside the EEA, please contact us at email@example.com
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need-to 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 security breach and will notify you and any applicable regulator of a suspected security breach where we are legally required to do so.
Cookies and Tracking Technologies
Without a common industry standard for interpreting Do Not Track (DNT) signals, our recruiting site does not currently respond to browser DNT signals.
Depending upon where you live, in accordance with applicable data protection law, you may have certain rights in relation to your personal information. You can reach out to firstname.lastname@example.org to request access to and/or copies of, the personal information we have about you as well as to transfer the personal data directly to another controller, as far as this is technically possible, or request correction of the personal information we have about you, to request that we restrict the scope of use of, or delete, your personal information (please note that in some cases there may be lawful reasons for us to keep the information), or to object to certain processing of your personal information, all in accordance with applicable law. To protect your privacy, we may take steps to verify your identity before fulfilling your request. Where any processing of your personal data is conducted on the basis of your consent, you have the right to withdraw that consent at any time.
Automated Decision Making
You will not be subject to decisions that will have a legal or similarly significant impact upon you based solely on automated decision making.
Who to Contact
If you have any questions about this Candidate Privacy Notice, you may email us at email@example.com. If you are in the EEA, you can also contact our Data Protection Officer at firstname.lastname@example.org.
You may also raise complaints with a supervisory authority in your jurisdiction.
Updates to this Policy