Data controller: Tom James UK Ltd - 020 7367 7150

Tom James Company (“Tom James”, “The Organisation”) is committed to respecting the privacy of our employees, applicants and clients across the world who entrust us with their personal information. In order to manage the employment relationship, Tom James will collect, process, store, transfer, disclose, delete and use your data. Your data may be used internally or shared with a third party in certain circumstances. Tom James is committed to being transparent about the use of your data and to meeting its data protection obligations.

Tom James Company entities covered by this policy are Oxxford Clothes, Individualized Shirts, English American, Measure Up, Gitman Brothers, Gitman Vintage, Coppley, Corbin Trousers, TJ Chile, H Freeman, Holland & Sherry, Holland & Sherry Interiors, Holland and Sherry Bespoke, Clissold, and Crossville (collectively "Tom James Company").

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, including information about your ethnic origin and health.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, or collected through interviews or other forms of assessment (including online tests) or obtained from your passport or other identity documents.

In some cases, the organisation collects personal data about you from third parties, such as references supplied by former employers and information from criminal record checks. The organisation will seek information from third parties only once a job offer to you has been made and with your consent.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where the organisation processes other special categories of data, such as information about ethnic origin this is for equal opportunities monitoring purposes, with your explicit consent. Such data is anonymised and the original form is then deleted.

If your application is unsuccessful, the organisation may, with your consent, keep your personal data on file in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and HR.

The organisation will not share your data with third parties, other than the recruitment agency you applied via if applicable, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks.

Your data will be transferred outside the European Economic Area (EEA) for the purposes of HR, IT and payroll management. Data is transferred outside the EEA on the basis of the contractual agreements of EU Commission approved standard clauses to be used between controllers and processors.

How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal technical and organisational measures in place to protect against accidental or unlawful destruction or loss, alteration, unauthorised disclosure or access, in particular when the processing involves the transmission of data over a network and against all other unlawful forms of processing. The security measures applied will be proportional to its sensitivity and potential harm to the individual. For example, there are restrictions on access to certain systems, software and documents either electronically or physically. Documents that may be shared are password protected to prevent unauthorised access. The company IT policy expressly provides against the snooping of documents. Training is provided as required to employees and updated on an annual basis. External network penetration testing is conducted on a quarterly basis. The company has procedures in place to deal with any suspected data security breach and will notify you and the applicable regulator where we are legally required to do so.

For how long does the organisation keep data?

Tom James has recommended retention periods for particular data. If your application for employment is unsuccessful, the organisation will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree, the organisations may hold your data on file for 12 months in consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held and additional data that will be processed will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Joanna Colby – j.colby@tomjameseurope.com. You can make a subject access request by completing the organisation's form for making a subject access request.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

This privacy policy describes how Tom James Company (Tom James Co) collects and uses the personal information you provide on our web site www.tomjamescareers.com. It also describes the choices available to you regarding our use of your personal information and how you can access and update this information.

Information Collection and Use

We collect the following personal information from you:

  • Contact Information such as name, email address, mailing address, phone number
  • Billing Information such as credit card number, and billing address
  • Unique Identifiers such as user name, account number, password

We use this information to:

  • Fulfill your order
  • Send you an order confirmation
  • Send you requested product or service information
  • Send product updates
  • Respond to customer service requests
  • Administer your account
  • Send you a catalog
  • Send you a newsletter
  • Send you marketing communications
  • Respond to your questions and concerns
  • Improve our web site and marketing efforts

Information Sharing

We will only share your personal information with third parties in the ways that are described in this privacy policy. We do not sell your personal information to third parties.

We may provide your personal information to companies that provide services to help us with our business activities such as shipping your order, payment processing or email service provider. These companies are authorized to use your personal information only as necessary to provide these services to us.

We may also disclose your personal information, as required by law, such as to comply with a subpoena, or similar legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request, to any third party with your prior consent to do so.

If Tom James Co is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email or a prominent notice on our web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

User Access and Choice

If your personally identifiable information changes, or if you no longer desire our service, you may correct, update, amend, remove or deactivate it by making the change on our member information page or by contacting customer support. We will respond to any requests for access to personal information within 30 days.

We will retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Opt-out Preferences - If you wish to subscribe to our newsletter, we will use your name and email address to send the newsletter to you. Out of respect for your privacy, you may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails, visiting our Mail Settings page or contact us at the information below.

Tracking Technologies / Cookies

Technologies such as: cookies, beacons, tags and scripts are used by Tom James Company and our marketing partners, affiliates, or analytics or service providers. These technologies are used in analyzing trends, administering the site, tracking users’ movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use both session ID cookies and persistent cookies. A session ID cookie expires when you close your browser. Session cookies are used on the site to remember your login session. A persistent cookie remains on your hard drive for an extended period of time. Persistent cookies are used on the on the site to remember your regional preferences of the site. You can remove persistent cookies by following directions provided in your Internet browser’s “help” directory.

If you reject cookies, you may still use our site, but your ability to use some areas of our site, such as the shopping cart, will be limited. Session ID cookies are used on the site to complete the shopping cart checkout process and to allow you to sign on and access your profile.

As is true of most web sites, we gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. We use this information, which does not identify individual users, to analyze trends, to administer the site, to track users’ movements around the site and to gather demographic information about our user base as a whole. We do not link this automatically-collected data to personal information.

Third parties with whom we partner to provide certain features on our site or to display advertising based upon your Web browsing activity use LSOs such as HTML 5 to collect and store information. Various browsers may offer their own management tools for removing HTML5 LSOs.

Behavioral Targeting / Re-targeting

We partner with a third party to either display advertising on our Web site or to manage our advertising on other sites. Our third party partner may use technologies such as cookies to gather information about your activities on this site and other sites in order to provide you advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt-out by clicking http://www.aboutads.info/choices/. If located in the European Union visit http://www.youronlinechoices.eu or if located in Australia visit http://www.youronlinechoices.com.au/. Please note this does not opt you out of being served ads. You will continue to receive generic ads.

3rd Party Tracking

The use of cookies by our partners, affiliates, tracking utility company, service providers is not covered by our privacy policy. We do not have access or control over these cookies. Our partners, affiliates, tracking utility company, service providers use session ID cookies to make it easier for you to navigate our site, in order for you to use the shopping cart, etc. Our third party partners employ clear gifs (a.k.a. Web Beacons/Web Bugs), images, and scripts that help them better manage content on our site. We do not tie the information gathered to personally identifiable information.

Security

The security of your personal information is important to us. When you enter sensitive information (such as a credit card number) on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL).

We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it. However, no method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our web site, please contact us at the information below.

Additional Information

Links to 3rd Party Sites - Our site includes links to other web sites whose privacy practices may differ from those of Tom James Co. If you submit personal information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any web site you visit.

Testimonials - We display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update   or delete your testimonial, please contact us. 

Social Media Widgets - Our web site includes social media features, such as the Facebook Like button and Widgets, such as the Share this button or interactive mini-programs that run on our site. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third party or hosted directly on our Site. Your interactions with these features are governed by the privacy policy of the company providing it.

Anytime you post on our blog, please be aware that you are posting using a third party application and we have no access or control over this information. To request removal of your personal information from our blog, you can either log into the third party application and remove your comment or you can contact the appropriate third party application. Your interaction with these features is governed by the privacy policy of the company providing it.

Changes To This Policy - We may update this privacy policy to reflect changes to our information practices. If we make any material changes we will notify you by email or by means of a notice on this site prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Us

Tom James Company
By email: operations email address
By phone: 615.771.1122
By fax: 888.494.4846

By regular mail:
Tom James Company
263 Seaboard Lane
Franklin, TN 37067

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