GEARBOX HR PRIVACY NOTICE

Regardless of whether you’re a current Gearbox team member or you’re applying to be part of our family, it’s important to us that you’re aware of personal information that we collect, how we use that information, and how you’re empowered to opt-out or correct and change that information.

What information gearbox collects

If you’re a current Gearbox team member, this information below likely will be familiar to you and what we do to keep your data safe and secure. If you’re thinking about joining the Gearbox team, the first question often asked is what personal information we receive—whether that’s things like information you shared in the interview process or through a third-party like a background check service or a headhunter. That information could include things like:

• Your name, your contact information, date of birth, government-issued identifiers (e.g., passport number, driver’s license number, etc.); information that could be included on your resume like your employment history, education, qualifications, salary information; or, financial information related to credit checks, language abilities and preferences. We may also collect sensitive personal information such as details of health and disability, including medical or mental health details, health insurance information, medical leave, and maternity leave; information about national origin or immigration status; and optional information like ethnicity, gender, or veteran status.

WHY GEARBOX COLLECTS THIS DATA

Why do we collect this data? The answer varies and the list is long, but largely it’s to help you. For applicants, we collect this data to determine if you’re a good fit for our team and to help you get on board if we make you an offer. We ask for items like bank information so you can be paid. In the event you get hurt or we need to get a hold of your emergency contact, we need to know who to call. When you’re at the studio, we want to keep you safe and provide efficient resources, including IT and Human Resources support. If you reach out to us with questions about benefits, we want to give you the best service—so we may ask for personal information to get you the right responses. Finally, various governments also require that we collect information like your Social Security number to ensure we follow all laws and fulfill our obligations.

Apart from information and data you offer, Gearbox also collects information we receive while doing business. For example, like most companies we receive data like your internet protocol (IP) address, your location based on your IP address or activities, identifiers associated with your computer or device, cell phone-related information, activity logs, and other information about activities you engage in while at the studio and on our equipment, accounts, systems and networks.

To ensure that our hardware and software is working optimally, we may monitor and review the use of Gearbox equipment, accounts, information technology systems and networks to both ensure they’re used appropriately and to determine what IT upgrades may be necessary. Should it become necessary, Gearbox can also access and review electronic files, messages, and emails sent or stored on its information technology systems and hardware. And while confidentiality and privileged information is core to our work together, team members understand that this information can be made accessible, when necessary, to key team members at the studio. To underscore this point, team members should know that they may not have access to every file, network, and programs – this is because we need to maintain confidentiality and protect our team members.

Finally, there’s information received while working at the studio. For example, we have an intranet site that enables folks to connect, learn about other team members’ roles, who their managers are, etc. We also have sites where Gearbox team members connect and share information about themselves and to connect and bond over shared interests and experiences. Our team members understand that this information can be accessed by anyone within Gearbox, and is not subject to privacy protections.

In that same vein of building bonds and community at Gearbox, we also frequently send out team member surveys and hold contests.  The purpose of these surveys is to help inform our decision-making and to ensure that your views are represented and considered. It’s possible that you may be asked to provide certain information, which may include personal information, which we keep confidential. When it comes to the contests, we may receive personal information that you don’t have to provide, but the goal with the contests is to give you free stuff—and who doesn’t love free things?

Our hope and goal is to ensure our team members know that we collect only key information and data that we need to conduct work and help you be successful at Gearbox. To the extent we capture other data—like what is collected with internal CCTV cameras—that’s used to keep our team members safe and the studio secure.

Regardless of what’s obtained, we only keep that data as long as we need to. After we complete any necessary work, like conducting audits, ensuring we comply with laws, carrying out HR operations, resolving disputes, etc., we safely and securely destroy and delete the data we’ve collected about you. However, because our team members are around the world, it’s possible and likely that your information will be shared, processed, and kept in a country different from where you live. To help keep your personal data safe, we keep informed of local laws and take best efforts to follow those.

How we disclose your information

Vendors and other companies we work with, like those we use for HR and IT needs, may require that we provide them your information. Or, there may be situations where we have to share personal information with our affiliates and subsidiaries for business purposes. Similarly, if we’re served with a court order, a subpoena, or receive a proper request from law enforcement, we would have to comply with that. We might also share employee information if we reasonably believed it was necessary to protect the rights or safety of you, the team, or the studio.

Note that if something were to happen to Gearbox as a company, such as us being involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another entity, that might entail your personal information being seen by or transferred to an outside party (like an investor).

Your choices and rights

So what are your rights and obligations? Well, if you’re thinking about joining our Gearbox family, but you don’t want to know about future job opportunities, and only want us to use your information for the purpose of considering your suitability for the specific position for which you applied, you can let us know that by emailing Human Resources at the email below. In some instances, you can opt out of certain uses and disclosures of your personal information.

You also can request confirmation of whether we are processing your personal information, get a copy of that data, receive an electronic copy of the data you gave us, correct inaccurate information we have, object or restrict use of your data, or ask for your personal information to be deleted. In as much as we can do all of that while complying with our legal obligations, we can absolutely do so. If you do ask for us to delete your data, we’ll take steps to verify your identity before fulfilling your request.

If you are a Gearbox team member or a Gearbox applicant who lives in the European Economic Area, you can file a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.

What should I know about information security?

We’ve all seen news of data leaks from other companies—and those are unfortunate when they happen. Please know that we take seriously the trust you place in us to protect your information. We work hard to ensure that your information is kept secure and in accordance with this Privacy Notice. That said, despite best efforts and considering all potential situations, there exists the possibility of an unauthorized disclosure. If that does happen, we’ll work with you and help consistent with our legal obligations, but to the fullest extent permitted by applicable law, we do not accept liability for unauthorized disclosure.

Various resources and sites at Gearbox may contain links to third-party websites/applications and other websites/applications may reference or link to Gearbox. These third-party services are not controlled by us. We encourage you to read the privacy policies of each website and application you interact with. We do not endorse, screen or approve, and are not responsible for the privacy practices or content of such other websites or applications. Visiting these other websites or applications is at your own risk.

Changes To this Privacy Notice and PRactices

To ensure that this policy continues to protect both you and Gearbox, we may revise it from time to time in our sole discretion. In the event we make a material change, we’ll get your consent where required by law.

If you have any questions about our practices or this Privacy Notice, please feel free to reach out to us by emailing [email protected] or by contacting our Human Resources Department.