LEGAL

EU Candidate Privacy Notice

Effective date: April 5, 2023

What is the purpose of this notice?

RetailNext, Inc. ("We") is the "data controller" for the purposes of personal data collected during applicant recruitment. This means that we are responsible for deciding how we hold and use personal information about you if you apply for a position with us.

We are making this privacy notice available to you because you are applying for work with us (whether as an employee or contractor). The purpose of this notice is so that you can be aware of how and why your personal data will be used, namely for the purposes of recruiting, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.

  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

  • Relevant to the purposes we have told you about and limited only to those purposes.

  • Accurate and kept up to date.

  • Kept only as long as necessary for the purposes we have told you about.

  • Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

  • The information you have provided to us in your curriculum vitae and cover letter.

  • The information you have provided on our application form or from an agency, including name, "known as", title, address, telephone number, personal email address, gender, employment history work experience, educational history and qualifications, language and other relevant skills and achievements, certification, and certification expiration dates.

  • Any information you provide to us during an interview or assessment and selection process.

  • Any information you provide in support of your application including any practical exercises.

We do not ask for the following "special categories" of personal information, however if you have provided it to us via your recruitment documents, we may also collect, store and use the following special categories of more sensitive personal information:

  • Information about your race or ethnicity, religion or beliefs, marital status, socio-economic background, caring responsibilities, sexual orientation and political opinions, whether you have spent time in local authority care and refugee/asylum seeker status.

  • Information about your health, including any medical condition or, disability status.

  • Information about criminal convictions or offenses

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You, the candidate.

  • Recruitment agencies.

  • Data from third parties.

How we will use information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the role.

  • Carry out background and reference checks, where applicable.

  • Communicate with you about the recruitment process.

  • Keep records related to our hiring processes.

  • Comply with legal or regulatory requirements.

Legal basis for processing

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

Details of processing

Having received your CV and cover letter, we will then process that information to decide whether you meet the basic requirements for the role. If we decide to reach out to you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. We may also carry out social media checks at this stage or at any point prior to offer. If we decide to offer you the role, upon your acceptance of such roll we may carry out various background screens including , basic criminal checks, ID verification, social media checks, education verification, and professional qualifications and memberships. An offer of employment is contingent on successful completion of any background screens.

Information about criminal convictions

We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

Data sharing

We will only share your personal information with the following third parties for the purposes of processing your application: background check vendors hired by our Company. We do not allow our 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.

Data security

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

Data retention

We will retain your personal information for a period of 12 months after we have communicated to you our decision not to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way and in compliance with our obligations to recruitment agencies, where applicable. After this period, we will securely destroy your personal information in accordance with our data retention policy.

Where we have communicated our decision to appoint you to the role, we will retain your personal information until you join us, and thereafter in accordance with our EU Employee Privacy Notice.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.

  • Object to processing of your personal information 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.

  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

  • Request the transfer of your personal information to another party.

  • If you want to review, verify, correct or request erasure of your personal information, or any other right related to your personal information as listed here, please contact recruiting@retailnext.net.

Right to withdraw consent

You have the right to withdraw your consent for processing in respect of any processing that we undertake relying on your consent at any time. We do not rely on your consent for processing your personal information for the purposes of the recruitment exercise. Accordingly, we rely on legitimate interests as a process for processing your personal information. To withdraw your consent, please contact recruiting@retailnext.net. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.