Privacy Notice

1.What is the purpose of this document?

Decathlon UK is committed to protecting the privacy and security of your personal information.

This notice makes you aware of how and why your personal data will be used and how long it will usually be retained for. It is important that you read this notice, as it provides you with certain information that we must inform you of in accordance with the General Data Protection Regulation (GDPR).

This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

2.Data Protection Principles

The personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way;
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. Relevant to the purposes we have told you about and limited only to those purposes;
4. Accurate and kept up to date;
5. Kept only as long as necessary for the purposes we have told you about; and
6. Kept securely.

3.The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We will collect, store, and use the following categories of personal information about you:

Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
Date of birth.
Gender.
Next of kin and emergency contact information.
National Insurance number.
Bank account details, payroll records and tax status information.
Salary, annual leave, pension and benefits information.
Start date.
Location of employment or workplace.
Copy of passport/national ID.
Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
Employment records (including job titles, work history, working hours, training records and professional memberships).
Performance information.
Disciplinary and grievance information.
CCTV footage records.
Information about your use of our information and communications systems.
Photographs.

We may also collect, store and use the following “special categories” of more sensitive personal information about your health, including any medical condition, health and sickness records.

4.How is your personal information collected

We collect personal information about employees through the application and recruitment process, usually directly from candidates. We may sometimes collect additional information from third parties including recruitment agencies and former employers, i.e. references.

We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

5.How we use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. To perform the contract we have entered into with you;
2. To comply with a legal obligation; and
3. For our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information in the following situations, which are likely to be rare:

1. Where we need to protect your interests (or someone else’s interests); and
2. Where it is needed in the public interest.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6. How we use particularly sensitive personal information

Our obligations as an employer

We will use your particularly sensitive personal information in the following ways:

We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.

7.Data Sharing

Why might you share my personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. 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.

When might you share my personal information with other entities in the group?

We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.

8.Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised 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.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

9.Data Retention

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or any disclosure, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep employee financial records for three years and we will hold other personal data including data relating to employee development, absence and attendance and disciplinary records for six years once you are no longer an employee. We will then securely destroy your personal data in accordance with applicable laws and regulations.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. Rights of Access, Correction, Erasure, and Restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and up-to-date. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

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

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you.
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 to continue processing 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, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please send an email to personaldata@decathlon.co.uk.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

11.Right to withdraw consent

Generally, we do not rely on consent as a legal basis for processing your personal data (See Point 5). If we seek to do so in the future, we will seek to obtain a freely given, specific, informed and unambiguous indication of your consent to the processing of your personal data and you will have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please send an email to personaldata@decathlon.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law and, subject to our retention policy explained above, we will dispose of your personal data securely.

12. General

If you have any questions about this privacy notice or how we handle your personal information, please send an email to personaldata@decathlon.co.uk. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Privacy notice

INTRODUCTION
This Recruitment Privacy Notice (“Privacy Notice”) describes how your personal data is processed by Decathlon UK Limited (“Decathlon”), and therefore it is important that you read it carefully. We respect your privacy rights and we are committed to handling personal information responsibly and in accordance with law.

WHO COLLECTS THE INFORMATION
Decathlon is a data controller and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies (About Us), and so, in this Privacy Notice, references to “we” or “us” mean the company and our group companies.

WHAT KIND OF INFORMATION WE COLLECT
Personal data, or personal information, means any information relating to an identified or identifiable individual from which that person can be directly or indirectly identified. It does not include data where the identity has been removed in such a manner that the individual is not or no longer identifiable (anonymous data). This Privacy Notice does not therefore concern the processing of such anonymous information, including for statistical or research purposes. In connection with your job application, we may process the following categories of personal information about you: identity data (including your title, first name, surname, username or similar identifier, age, date of birth, sex, gender, photograph, marital status, nationality and UK immigration status, CCTV footage if you attend our premises) contact data (including your home address, email address, phone number, social media accounts, emergency contacts) background and employment history data (including your CV, covering letter, job application, employment history, information about your attendance, appraisals, conduct, referees, education and qualifications, any information you provide to us during interview, immigration status, right to work details) financial data (including your previous and current remuneration package, bank details) special categories of data (including information about disability, criminal offence information, equality and diversity related information) technical data (including your internet protocol (IP) address, website user data, login data, browser type and version, time zone setting and location) Please note that the above list of personal data we collect is not exhaustive.

HOW WE COLLECT THE INFORMATION
We collect personal information about candidates from the following sources (as permitted by law):

you, the job candidate

your named referees (whose details you will have provided)

ecruitment agencies

our website

publicly available sources (including any social media platforms)

LAWFUL BASIS FOR PROCESSING PERSONAL INFORMATION
Our lawful bases for processing your personal data is:

your consent (where we have obtained your consent to process your personal data)

our legitimate interests to protect the rights and interests of Decathlon and its employees (which are not overridden by your fundamental rights and freedoms)

our performance of a contract (such as entering into an employment contract with you)

to comply with a legal obligation (particularly in relation to immigration and employment laws)

HOW WE USE THE INFORMATION
We collect and use the personal information about you for the following purposes:

to assess your skills, qualifications, and suitability for employment at Decathlon

to carry out reference checks (where applicable)

to verify your information

to generally manage the hiring process and communicate with you about it

to (decide whether to) take steps to enter into an employment contract

for the purposes of our legitimate interests or those of a relevant third party (such as a benefits provider), but only if these are not overridden by your interests, rights or freedoms

because it is necessary for carrying out obligations or exercising rights in employment law

for reasons of substantial public interest (such as equality of opportunity or treatment, promoting or retaining racial and ethnic diversity)

to establish, exercise and defend any legal claims that may be brought by or against us in connection with your recruitment

to comply with legal or regulatory requirements

to send you marketing and advertising materials about our job vacancies and recruitment events
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Following receipt of your application form (and your CV and covering letter if applicable), we will then process your information to decide whether your application can be progressed to the next stage. If we decide to invite you to an interview, we will use your information during the interview to consider you for a job at Decathlon. If we decide to offer you a role, we may then check your references and carry out a right to work check before confirming your offer to you.

We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. Usually, the information will be anonymised, but this may not always be possible. The recipient of the information will be bound by strict confidentiality and data protection obligations. We may also be required to share some of your personal information with UK regulators or any other authorities as required by law. If you are offered a role at Decathlon, the personal information collected during the recruitment process will form part of your ongoing employment record and will be processed in accordance with our internal policies and procedures.

If you are not successful at securing a role at Decathlon, we may still keep your application details (in line with the data retention specified in clause 9 below) to allow us to consider you for other suitable positions in the future, unless you request that we delete your personal data from our systems.

SENSITIVE PERSONAL INFORMATION
If applicable, we will use any disability related information to consider whether we need to provide reasonable adjustments during the recruitment process. Any information you may have provided to us in relation to criminal convictions will be processed in accordance with the UK data protection legislation in force.

DATA SECURITY AND TRANSFERS ABROAD
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in accordance with this Privacy Notice and that the security and confidentiality of the information is preserved.
We have appropriate organisational, technical and security measures in place to prevent your personal information from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, agents, contractors and third parties who have a genuine business need to know it. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breaches and we will notify you and the UK data protection regulator of a data breach where we are legally required to do so.
In some cases, the sharing described above may result in your personal information being transferred internationally. However, we have taken appropriate safeguards to require that your personal information remains protected.

HOW LONG WE KEEP YOUR INFORMATION
Your personal information will be stored in accordance with applicable laws as long as needed to carry out the purposes described in this Privacy Notice or as otherwise required by law. How long we keep your details will depend on whether your application is successful, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information for no longer than is reasonable, taking into account the statutory limitation periods, after which it will be destroyed and deleted. If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. If your application is unsuccessful, we will usually retain your personal information for a period of six months after we have communicated to you our decision. We will retain your personal information for that period so that we can show that we have conducted the recruitment process in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws.

YOUR DATA PRIVACY RIGHTS
You have the right to:

request access to your personal information (commonly known as a “data subject access request”; this right enables you to receive a copy of the personal information we hold about you)

request correction of the personal information that we hold about you (this right enables you to have any incomplete or inaccurate information we hold about you corrected)

request erasure of your personal information (this right enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing 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

You can exercise these rights by contacting us by email at personaldata@decathlon.co.uk.

You have the right to opt out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing emails we send you. Alternatively, please email your Decathlon recruitment contact and/or personaldata@decathlon.co.uk.

Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal data conducted in reliance on lawful processing grounds other than consent. To withdraw your consent, please send an email to your Decathlon recruitment contact and/or personaldata@decathlon.co.uk. Once we have received a notification from you that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy explained above, we will dispose of your personal data securely.

CONTACT DETAILS
Please address any questions or requests relating to this Privacy Notice to our Data Protection Team at personaldata@decathlon.co.uk or alternatively to your Decathlon recruitment contact.

We hope that we can resolve any query or concern you raise about our use of your personal information. If not, you have the right to make a complaint to the Information Commissioner’s Office (ICO) who is responsible for data protection regulation in the United Kingdom.

UPDATES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time in response to legal, technical or business developments. When we update our Privacy Notice, we will take appropriate and reasonable measures to inform you, which will be consistent with the significance of the changes we make. We will obtain your consent to any material changes if and where this is required by law. You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the end of this Privacy Notice.

Last updated: June 2023