Who we are?
We are River Island Clothing Co. Limited (“us/we”) and we control the River Island website and all of our stores (except for certain international franchised stores). We are wholly owned by River Island Holdings Limited.
We are an English company with registered company number: 00636095 and our registered office is at Chelsea House, Westgate, London W5 1DR. We are the data controller responsible for your personal information and we are registered at the UK Information Commissioner’s Office with registration number Z6555707.
What is a privacy notice?
This notice contains our obligations and promises to you about the different types of personal data we might collect about you when you apply for a job with us. It explains how we’ll store, handle and protect that data.
Throughout this Privacy Notice we use the term “processing” to cover all activities involving your personal information, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of the information.
What personal data do we collect and when?
We collect the following information about you during the applications process:
- Name, work and home contact details
- Date and place of birth
- Education and work history
- Job title, grade and job history
- Employment contract related information (including compensation, location, hours of work and so on)
- Reporting and managerial relationships
- Expenses such as travel and expenses claimed from River Island
- Skills and qualifications
- Results of original and ongoing employee screening, where relevant
- Notes from face to face interviews
- Results from technical assessments
During the application process we may also collect the following special category data about yourself:
- Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, religion, community background, citizenship, military service, disability, work permit, date and place of birth or gender)
- Psychometric test results and associated reports
- Results from behavioural assessments (e.g. Assessment Centre exercises)
How do we use your personal information?
In order to manage your application, we need to process certain personal information about you. The purposes for this are set out below. We only process your information as necessary for the purposes of progressing your application, for future opportunities or as required by law or regulatory requirements, so not all of the purposes set out below will apply to you all of the time.
- Application: CV, name, address, employment history, academic and professional qualifications, age, diversity (i.e disability), nationality;
- Assessment: CV, psychometric tests (such as a The Predictive Index), interview (face to face, telephone or video), behavioural assessments (such as a role play, group exercise or presentation), technical assessments;
During the process we also capture some sensitive personal data about you (e.g. disability information). We do this in order to make reasonable adjustments to enable candidates to apply for jobs with us, to be able to take online/telephone assessments, to attend interviews/assessment centres, to prepare for starting at River Island (if successful) and to ensure that we comply with regulatory obligations placed on us with regard to our hiring.
4(a) Talent Community: In certain situations, we will request consent to hold your personal data for six (6) months so we can consider you for future opportunities. On expiry of the six (6) months we will contact you to request consent to hold your data for a further six (6) months. We will also request consent from employees who leave the company to add them to our Talent Community for future opportunities on the same six (6) month schedule.
Who do we share your personal information with?
River Island will need to share your personal information internally (both in the country where you may work and in other countries in which we have central operations) and may be required to share it with some external parties or associates of River Island. Some of these third parties and associates will be located outside the European Economic Area (“EEA”). Your information will only be shared if it is necessary or required (for example in order to carry out Pre-employment screening).
The recruitment process will involve:
- To enable these processes your personal information may be shared internally, but the information shared is limited to what is required by each individual to perform their role in the recruitment process.
- Your personal information may be shared internally with the following people:
- Those employees who would have managerial responsibility for you or are acting on their behalf;
- Employees in HR who have responsibility for certain HR processes (for example recruitment, assessment, pre-employment screening);
- Employees in Legal, Conduct, Risk, HR, Regulatory and Fraud with responsibility for investigating issues of non-compliance with laws and regulations, policies and contractual requirements;
- Employees in IT and system owners who manage user access;
- Audit and Investigations employees in relation to specific audits/investigations; and
- Security managers for facilities / premises.
- River Island may also need to share your information with certain external third parties including:
- Companies who provide candidate interview and assessment services to River Island;
- Suppliers who undertake background screening on behalf of River Island (credit checking agencies, criminal checking bureaus, etc.)
- Academic institutions (Universities, colleges, etc.) in validating information you’ve provided
- Other third-party suppliers (or potential suppliers), who provide services on our behalf.
How do we protect your information?
Our HR and Recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur. This is done in accordance with the River Island customer privacy notice.
Where we share information with other parties located outside your country, as a minimum, River Island will require that such personal information is protected as required by the laws of the country where you work. River Island also requires its third party suppliers or recipients of personal information to guarantee the same level of protection as provided by River Island. Your personal information will be retained in accordance with River Island Information Security Policy and the Protection of Personal Information Policy (which means that we may hold some information after your application to River Island is complete).
What are the conditions for processing your personal data?
River Island’s entitlement to process your personal information is governed by a number of processing conditions. This means that we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process.
It will be necessary for River Island to use your personal data so to enable us to progress yourself through the application process for the job you have applied for.
If you are unsuccessful in the role that you applied for we will request your consent to retain your information for six (6) months so we can consider you for future opportunities.
Where is your data stored?
Some of our partners and third parties who may receive your personal data are based outside of the European Economic Area. In such cases, we ensure that our partners are contractually-bound to protect your data to the same degree that is required in the European Union.
What are your Rights?
You are entitled to see the information River Island holds about you. You can also request changes to be made to incorrect information. You can ask for information to be deleted or blocked if you legitimately think that River Island shouldn’t be processing that information, is processing it incorrectly.
If you have any queries about this notice or your personal information generally, including questions about accessing your personal information or correcting it, you should contact The People Experience team in the first instance. Alternatively, there is information available on our main website about accessing your personal information; please refer to paragraph 11 of our Privacy Notice on www.riverisland.com.
It is your responsibility to keep your personal information up to date so that accurate application records can be maintained. You can manage all of your applicant data by accessing and updating your profile on River Island’s applicant tracking system.
In some instances (right to work, driving licences (driver roles) etc.) we may use automated decision making. You have the right to access information about the reasoning behind any decisions taken by automated means and opt out. Consequently:
- You can give written notice requiring you not to take any automated decisions using their personal data;
- even if you have not given notice, you will be informed when such a decision has been taken;
- You can ask us to reconsider a decision taken by automated means.
As this document is updated, the current versions will be posted on this site.
What can you do if you are unhappy with how we handle your data?
Your first port of call should be to contact our Data Protection Officer as outlined in Section 11. However, if you still feel that your data is not being handled appropriately, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113, or online at www.ico.org.uk/concerns (this links through to a third party website over which we have no control).
If you are outside of the UK, please contact the relevant data protection regulator in your country of residence.
We may update this notice and our policies from time to time, so please check back here for the latest version.
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River Island Safeguarding Statement
At River Island we are committed to the safeguarding of all of our employees regardless of age or job role. We will fulfil our obligation under the Prevent duty which seeks to stop extremism and extremist views from materialising in our business. We promote and encourage the belief in British Values- including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. To find out more, please visit www.gov.uk