Candidate Privacy Notice

Tain Malta Limited takes your privacy seriously. When you share your personal information, we need to ensure to keep it secure and use it fairly and lawfully. To help you understand how we do this, we have put together this privacy notice to give you a better understanding of what happens to your personal information when you engage with the Tain recruitment process.

The data controller and how to contact us

When you apply for a job with Tain, the data controller is Tain Malta Limited.
Address: Tain Malta Limited
75, Regent House, 7th Floor,
Bisazza Street,
Sliema
SLM 1640
Malta
Email: hr@tain.com
Data Protection Concerns: legaloffice@tain.com

Privacy Principles

As Tain is based in Malta, we are subject to the General Data Protection Regulation (GDPR). This means that whenever we process personal data, we always need to follow GDPR principles:

• Lawfulness, fairness and transparency
• Purpose limitation
• Data minimisation
• Accuracy
• Storage limitation
• Integrity and confidentiality
• Accountability

Why we collect personal information

When you apply for a position with us, we ask you to provide some personal information about yourself to help us understand your background, experience, and suitability for the role at Tain. We use this information to inform our decision on whether to invite you for an interview and whether to hire you for the position you applied for.

When applying for certain positions within the Live Casino Studio, as part of the recruitment process you might be requested to send over a video as part of the interview. The purpose of this video will be to facilitate the interview process in a time efficient manner. The video will be retained by the Company either the earliest from either (i) confirmation of a successful recruitment or (ii) six (6) months from submission date. The video will only be processed as part of the interview process for recruitment and will be deleted in accordance with this Privacy Notice.

In order to collect this data, we rely on your consent, which you provide to us when submitting your details to us upon application of vacant role. This means that you give us the necessary permission to use your information in this way and that we cannot use it for any other purpose unless we ask you for any additional consent.

If you are offered a position with Tain, we will ask you for some further personal information in order to conduct the due diligence which is required by law and in terms of internal onboarding policies and procedures, to set up your employment contract and make arrangements for your employment. This information is necessary for us to set up your contract of engagement and without it we will be unable to give you the job role with Tain.

To help us find the best people to work with us, we look through professional networking and social media sites to identify people that have skills and talents that we would like at Tain. We use this information in our records to track our contact with you to ensure that you are not contacted by more than one person from Tain, but also to ensure we do not contact you again if you indicate you are not interested in hearing from us.

Where we get your information from

The majority of the information that we have about you is the information you give to us in your application. However sometimes we also get information about you from other sources.

We review information that is publicly available on profiles found on professional networking and social media sites to identify people that have skills and talents that we would like at Tain.

We also contact your referees to get a reference regarding your work history with them. This is so that we can understand more about you and your background. We only contact people that you have provided to us as references, and we will let you know when we are going to contact them.

Who we share your information with:

We do use third parties to help support us in the recruitment process, such as providing systems to store your information and communication systems that enable us to contact you. We ensure you that any third parties that we work with provide the appropriate security to keep your information safe and they are not allowed to use your personal data for their own reasons. Tain never sells your information to any other parties.

If you are living abroad and we invite you to our offices for an interview, we will share your personal information with our travel booker to enable flights and hotels to be booked. They, in turn, will also share your information with the relevant operators to make and confirm the bookings. Where we arrange taxi transport for you, we may also share some limited personal information with the taxi company so that they may contact you about the booking. The travel booking agent, airline or hotel may also use your details to contact you about the booking to confirm arrangements or make you aware of any changes.

Occasionally we may receive a request to disclose information about you with law enforcement, regulators, and supervisory authorities. We will always ensure that the organisation requesting the information has a legal basis to do so and where we are legally required to share your information, we will only share the minimum amount required in a secure way.

International Transfers

Wherever possible, Tain keeps your information within the European Economic Area (EEA). However in some circumstances your information may have to leave the EEA, such as when we work with third parties. Tain always makes sure that any transfers outside of Europe are carried out in line with the law and are made securely.

If your travel to our offices involves travel outside of the EEA, your personal information will also be transferred by our travel bookers to any travel operators or accommodation providers who are facilitating your travel, who will be outside of the EEA. These may be countries that do not offer adequate protection to your personal data. We ensure we have appropriate provisions in place with our travel booker, such as the EU Commission’s Standard Contractual Clauses, however to understand the provisions in place with individual operators you should review their privacy notices.

How long do we keep your information

If you are unsuccessful with your application with us, we will keep your information for 3 years from our last interaction with you, unless we have another lawful reason for retaining the information for longer.

If, when you submitted your application, you have indicated that you would like us to contact you about other opportunities with Tain, we will retain your information until you advise us that you no longer wish to be contacted by us. To do this you can email us at hr@tain.com

Your rights around your information

You have a number of rights that you can exercise when it comes to your information. These rights include:

• Having access to the information that we hold about you
• Being able to rectify information we have about you that is incorrect
• Having your information deleted
• In some circumstances, have the use of your information restricted or “paused”
• Have your information provided to you in a computerised format, and where possible transferred to another organisation

If you would like to exercise any of these rights, you should send an email to hr@tain.com and provide the following details:

• Your name
• Contact details
• Full details of your request

In some circumstances we may request that you provide us with your ID so that we can verify your identity. If this is needed, we will let you know and explain that the ID is required. Some of these rights only apply in certain circumstances, so if we are unable to action your request, we will provide an adequate explanation.

Withdrawing your consent

We rely on your consent to process your information. This means that you give us permission to use your information for recruitment purposes and we cannot use it for anything else. You have the right to withdraw this consent at any time.

You can do this by emailing hr@tain.com or your recruiter, if your application has passed through to us through recruitment agencies, informing that you no longer provide consent to your information being processed to apply for a position with us. This will mean that your application will be withdrawn from consideration for the role and your information gets deleted. If you change your mind and wish to re-apply for the position, you will need to start your application process from the beginning.

If you have provided consent to us contacting you about other opportunities at Tain but you no longer wish to hear from us, you can send an email on hr@tain.com and state that you no longer wish to hear from Tain about other opportunities. This will have no impact on any applications you have open with us, or may have in the future.

Making a complaint

If you are unhappy with how your information has been handled by Tain the first thing you can do is raise your concern by sending an email on hr@tain.com.

If you are unable to resolve your complaint through HR, the next step is for you to make a complaint to our Legal Department. You can do this by sending an email to legaloffice@tain.com and detailing:

• Your name
• Your contact details
• Your contact at Tain
• Full details of the complaint that you have

The Legal Department will then look into your complaint and investigate whether your information has been handled appropriately and in line with this privacy notice, our legal obligations and our internal policies and procedures. The Legal Department will then contact you regarding the outcome of the investigation and any steps that have been taken as a result.

If after raising your complaint with the Legal Department you are unhappy with the resolution to your complaint you can make a complaint to the Maltese Data Protection Commissioner:

Office of the Information and Data Protection Commissioner
Level 2, Airways house
High Street
Sliema
SLM 1549
Malta
(+356) 2328 7100
idpc.info@idpc.org.mt

Changes to the Privacy Notice

We will review and update this privacy notice anytime there is a significant change to how we are using personal information and at least annually.

If we make any changes to the privacy notice we will detail these changes below. We may also contact you to notify you of any significant changes if we think this is necessary.

This privacy notice was created and published August 2021.

October 2021 – Additional information regarding Video Presentations for Recruitment Purposes