Q. Privacy Policy For Job Applicant
PRIVACY POLICY
FOR JOB APPLICANTS OF PT FAST RETAILING INDONESIA
INTRODUCTION
PT Fast Retailing Indonesia (“Company”, “our”, “us” or “we”) are committed to protecting your privacy and safeguarding your personal data in our possession. This privacy policy will also be known as Personal Data Protection (PDP) Notice (“Policy”) transparently explains how, when, and why we use your personal data, as well as your rights regarding the usage of such personal data when you apply for a job through our website (https://www.fastretailing.com/employment/id/uniqlo/id/). We only collect and use your personal data as outlined below.
This Policy only applies to job applicants. By applying a vacancy through our website, you acknowledge that any personal data you provide to us is true, complete, lawfully obtained, and that you are fully entitled to provide such personal data to us. By applying a vacancy through our website, you are also deemed to have read and understood this Policy.
TABLE OF CONTENTS
- DEFINITION
- PERSONAL DATA WE COLLECT FROM YOU
- YOUR PERSONAL DATA THAT WE COLLECT FROM OTHER SOURCES
- PURPOSES AND LAWFUL BASES WE USE FOR PROCESSING
- SHARING AND/OR DISCLOSURE OF YOUR PERSONAL DATA AND THE RECEIVING PARTIES
- TRANSFER OF YOUR PERSONAL DATA OUTSIDE OF INDONESIA
- AUTOMATED PROCESSING OF YOUR PERSONAL DATA
- PERSONAL DATA STORAGE
- YOUR RIGHTS AS A DATA SUBJECT
- HOW WE PROTECT YOUR PERSONAL DATA
- CORPORATE ACTIONS
- COOKIES AND RELATED TECHNOLOGIES
- CHANGES TO THIS POLICY
- APPLICABILITY
- GOVERNING LAW AND JURISDICTION
- NOTIFICATION AND COMMUNICATION
- CONTACT US
- LANGUAGE
1. DEFINITION
1.1 “Child” is any individual who is under 18 years old and unmarried.
1.2 “Company” is PT Fast Retailing Indonesia or its successors, where applicable.
1.3 “PDP Regulations” are laws and regulations regarding personal data protection applicable in the Republic of Indonesia, including but not limited to Law No. 27 of 2022 on Personal Data Protection, and other relevant laws and regulations governing personal data protection.
1.4 “People with Disabilities” is every person who experiences physical, intellectual, mental, and/or sensory limitations for a long duration, and who, in interacting with the environment may experience obstacles and difficulties to participate fully and effectively with other citizens based on equal rights.
1.5 “personal data” is data about an identified or identifiable natural person individually or in combination with other information either directly or indirectly through electronic or non-electronic systems. Data where the identity has been removed (anonymised data) is not included in the classification of personal data.
1.6 “processing” or “process” is an event where the Company obtains, collects, uses, displays, announces, discloses, processes, opens access to, stores, transfers, provides, shares, manages, organises, destroys, and/or protects your personal data.
1.7 “you” are data subjects who are job applicants (i.e., applying as a full-time employee, contract employee, outsources employee, or an internship.
2. PERSONAL DATA WE COLLECT FROM YOU
2.1 The personal data we collect directly from you when you apply for a vacancy in the Company (including through the Company’s recruitment page and all subsequent recruitment stages), include:
- Resume details (e.g., name, date of birth, address, city, province, product selection, password, bank account and credit-card details and/or any other data required by us with respect to the use of website);
- Contact details (e.g., address as per identity card, postal address, phone number, and email address);
- Information about your education and employment history (including your professional certification history);
- Information for interviews conducted during the selection process, as well as details required for communication via phone or email or online platform at that stage;
- Financial information (at certain recruitment stages (e.g., payslip, bank account information, tax report);
- Information regarding your health (e.g., information included in your medical check-up at certain recruitment stages);
- Information about your family (e.g., marital status and other information at certain recruitment stages);
- Information about you when you use the Internet or our website (e.g., your home URL, IP address and top level domain, your browser type, country and telephone area code of your computer location, the pages of our website that you visit, the advertisements you click on, information when you report a problem on our website, and all searches items on our website);
- Selection outcomes; and
- All other personal data gathered during the selection process
2.2 Some of your personal data that we collect may include specific personal data (such as data related to health, biometric data, genetic data, criminal record, personal financial data, Child data and/or other data based on laws and regulations).
2.3 We will only collect Child’s personal data if you are the parent or guardian of the Child. In any processing we conduct in relation to a Child’s personal data, we assume that you, as a parent or guardian of the Child have done the appropriate measures, including reading and understanding this Policy.
2.4 If you do not provide the personal data we require, we may not be able to process you as a prospective employee of the Company.
2.5 Other than as set out above and if not requested, please do not provide or disclose any of your personal data to us.
3. YOUR PERSONAL DATA THAT WE COLLECT FROM OTHER SOURCES
3.1 We may also collect your personal data from other sources, including:
- Personal data from the person who recommended you in relation to your job application, whether or not the recommendation is from the person you mentioned in your job application (at certain recruitment stages);
- Company where you previously worked at;
- Personal data from the Company’s affiliated companies, service providers (e.g., recruiters, human resources agencies), and/or third parties such as public authorities; and
- Personal data from publicly available sources, such as the Internet.
3.2 If you provide the personal data of another person (such as your family) to us, or you ask us to share their personal data with a third party, you hereby confirm that they have been informed and understand the information in this Policy about how we will use their personal data.
4. PURPOSES AND LAWFUL BASES WE USE FOR PROCESSING
4.1 We process your personal data with the following lawful bases:
- To fulfil contractual obligations between us and you or to fulfil necessary matters to conclude an agreement with you;
- To fulfil the Company’s legal obligations in accordance with the provisions of laws and regulations;
- To fulfil legitimate interest of the Company; and/or
- When you have given explicit consent
We process your personal data for the following purposes:
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Purpose of using your personal data |
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We process your personal data that is necessary to carry out reasonable steps in a recruitment process, such as the investigation of your personal background as a prospective employee of the Company, resume screening, the interview stage, any related test, store experience, the medical examination stage (when necessary), including to communicate with you and take certain steps based on your interaction with us to prepare your employment agreement with the Company. If your application is unsuccessful, we will keep your personal data for a reasonable period in accordance with our internal policies and procedures and for administration and statistical analysis purposes. |
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Communications
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Employment Activities
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Compliance
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4.2 If we ask for your consent to process your personal data, you may at any time object or withdraw such consent. In relation to your right to object or withdraw consent, please refer to Section 9 of this Policy.
4.3 We may process your personal data for purposes other than those we have listed above. If such processing occurs, we will inform you in advance through updates to this Policy
5. SHARING AND/OR DISCLOSURE OF YOUR PERSONAL DATA AND THE RECEIVING PARTIES
5.1 We will maintain the confidentiality of your personal data, but we may share your personal data with third parties (who must also keep your personal data secure and confidential) in certain circumstances, as follows:
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Third Parties Receiving Your Personal Data and the Reasons |
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Our Service Providers and Agents (including their subcontractors). This may include providers of medical check-up services as well as providers of services to trace your personal background as a prospective employee of the Company. |
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Law Enforcement Officials and Relevant Authorities We may share your personal data with law enforcement officials and relevant authorities in Indonesia and overseas in relation to their duties, such as preventing crime (either directly or through third parties) or conducting social or economic statistical research. |
6. TRANSFER OF YOUR PERSONAL DATA OUTSIDE OF INDONESIA
6.1 We may be required by prevailing laws, regulations, and internal policies to share your personal data to certain third parties to fulfil specific purposes. This may include disclosures to government authorities, law enforcement agencies, or tax authorities in compliance with applicable regulations. In accordance with the PDP Regulations, data sharing may also occur for purposes related to national security, public interest, or law enforcement. Additionally, data may be shared with third parties as part of our operational needs, such as for payment processing, logistics, or other contractual obligations.
6.2 Additionally, we may need to transfer your personal data outside of Indonesia, such as for business purposes to our affiliated companies or to service providers domiciled outside of Indonesia in order for those service providers to provide their services to us.
6.3 In sending your personal data overseas, please understand that the destination country may have different data protection regulations than Indonesia. In certain circumstances, the court, law enforcement officials, or regulatory bodies in such countries may have the right to access your personal data.
6.4 We will comply with the PDP Regulations and exercise all reasonable and sufficient measures, such as entering into a binding data transfer agreement with data recipients, or obtaining your explicit consent, to ensure that our overseas affiliates, business partners, joint ventures, and all such third parties provide a level of protection comparable to our commitments under this Policy.
6.5 When transferring personal data to organisations in other countries, we will ensure that they agree to apply an equivalent level of personal data protection that we apply. Where this is not possible (for example, if the laws and regulations stipulate that we must transfer personal data), we will ensure that the personal data is transferred in accordance with the applicable laws and regulations. Where a data protection authority does not consider certain countries to have an adequate level of personal data protection, we will establish appropriate safeguards (such as contractual safeguards), in accordance with the PDP Regulations, to ensure that your personal data is adequately protected.
7. AUTOMATED PROCESSING OF YOUR PERSONAL DATA
7.1 When it is legally permissible, we sometimes use systems to make automated decisions based on your personal data that are necessary for fulfilling a contract with you. If automated decisions are used, we will inform you about this.
7.2 You may contact us to object being involved in automated decision-making on you, as we have set out in Section 9 of this Policy.
8. PERSONAL DATA STORAGE
8.1 We will retain your personal data for a specified period of time. After our relationship with you has ended (e.g., after you have been rejected as an employee of the Company), we will only retain your personal data for a period of time appropriate for the type of personal data and the purpose for which it is retained, or for as long as such retention is required or authorised by applicable laws and regulations.
8.2 We will only retain your personal data that enables us to, among others:
- Comply with the relevant laws and regulations, including retaining data for the prevention, detection, and investigation of money laundering and financing of terrorism);
- Defend or take legal actions (such as in a legal dispute); or
- Assist in monitoring fraud.
8.3 The retention period for personal data is oftentimes linked to the time period to file a lawsuit. We will retain personal data beyond that period if: (i) we must do so under an applicable legal obligation or (ii) there is a risk of a lawsuit requiring us to retain your personal data. If we need to retain your personal data for a longer period of time, we will continue to protect such personal data in accordance with applicable standards.
8.4 We will delete, destroy, or remove the means by which the personal data can be associated with you as an individual if the personal data is no longer needed for the purposes we have outlined, if the retention period has elapsed, and retention is no longer necessary for legal or business purposes.
8.5 Please note that there is still the possibility that some of your personal data might be retained by the third parties, including by the government institutions in some manner. In the event we share your personal data to the authorised government institutions and/or other institutions that may be appointed by the government authorities or have a cooperation with us, you agree and acknowledge that their data retention policies will apply, and you acknowledge that we have no control over such retention.
8.6 If you are accepted as an employee of the Company, your personal data will be retained by us. Such retention, together with other aspects of your personal data will be governed by the terms of a separate privacy policy which we will communicate to you after you have been accepted as an employee of the Company.
9. YOUR RIGHTS AS A DATA SUBJECT
9.1 You have certain rights as a data subject, as set out below:
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Your rights |
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Right to be informed You have the right to be informed about the Company’s identity and accountability, the purposes of data processing, and the lawful basis for such processing. |
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Right to access You have the right to request and obtain access to your personal data that we hold at any time, including obtaining a copy of this data. |
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Right to rectification, update, and correction You have the right to complete, update, and correct any errors or inaccuracies in your personal data. |
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Right to erasure and deletion You have the right to request the cessation of processing, deletion, or destruction of your personal data. |
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Right to withdraw consent You have the right to withdraw your consent for the processing of your personal data at any time. |
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Right to object to an automated decision-making You have the right to object to decisions made solely based on automated processing, which has legal consequences or significant impacts on you. |
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Right to restriction You have the right to request a delay or limitation in the processing of your personal data proportionally. |
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Right to data portability You have the right to request that your personal data be moved or transferred from our system to another system, where it is technically and securely feasible. |
9.2 Your ability to apply for the fulfilment of these rights depends on a number of factors, and in some circumstances, we may not be able to comply to your request (e.g., if we have a legitimate reason to not fulfil it or such right does not apply to certain personal data, we hold about you). This may include circumstances where the personal data may contain references to other individuals or where the request for access or request to correct is for reasons which we reasonably consider to be trivial, frivolous or vexatious.
9.3 In certain circumstances and where reasonable and enforceable under the PDP Regulations, we may charge you a reasonable fee for our administrative costs in the fulfilment of your rights.
9.4 If you want further information about your rights or you want to make a request to exercise your rights, you may contact us in written form through our contact details as set out in Section 17 of this Policy.
10. HOW WE PROTECT YOUR PERSONAL DATA
10.1 We take the security of your personal data very seriously and make reasonable efforts to protect any of your personal data. We store your personal data by:
- Utilising SSL (Secure Sockets Layer) encryption technology to help protect your personal data. By using an SSL-compatible browser such as Microsoft Internet Explorer, Mozilla Firefox, or Safari, you can help ensure that your personal data is inaccessible to unauthorised users and processed confidentially;
- Limiting the access to your personal data;
- Operating and managing our technology products to prevent unauthorised access;
- Securely destroy your personal data when we no longer need it for the purposes outlined in Section 4 of this Policy; and
- Implementing strict internal policies for the safe and appropriate management and storage of personal data, including training staff on data security best practices.
10.3 Unfortunately, the transmission of information via the Internet is not completely secure. You also acknowledge that we cannot guarantee the integrity and accuracy of any personal data you transmit over the internet, nor can we guarantee that such personal data will not be intercepted, accessed, disclosed, altered, or destroyed by unauthorised third parties due to factors beyond our control. We will use all reasonable efforts to protect and secure your personal data against unauthorised access, use, or disclosure, as well as unlawful processing, accidental loss, destruction, or damage.
10.4 In the unlikely event that we believe the security of your personal data in our possession or control may have been compromised, we may notify you at our sole discretion. If notification is appropriate or required by the PDP Regulations, we will endeavour to do so as promptly as possible under the circumstances, but no later than the statutory deadline for notification under the PDP Regulations after becoming aware of the issue. If we have your email address, we may notify you by email. By using this website, you agree to our use of email as a means of such notification.
11. CORPORATE ACTIONS
11.1 There may be circumstances where we transfer some or all of our assets. Such corporate action may have some implications to your personal data. We may take such steps in the case of a merger, spin-off, acquisition, consolidation, or dissolution of our legal entity, sale of assets or other matters in accordance with the relevant laws and regulations. We will ensure that any such sale or transfer is conducted in accordance with the PDP Regulations and that adequate security measures are in place to protect your personal data.
11.2 We may also disclose your personal data to third party involved in the transaction, such as legal consultants, auditors, and regulatory authorities when necessary for the purpose of completing corporate actions.
11.3 You reserve the right to be informed of any changes in the ownership or control of your personal data and the purposes for which it is processed following the above corporate actions. If you have any concerns or questions about how your personal data will be handled in the event of a corporate action involving us, please contact us through our contact details as set out in Section 17 of this Policy.
11.4 In the event of a corporate action involving our Company, we may update this Policy to reflect any changes in how we process your personal data. Any updates will be communicated to you through our website, Uniqlo app and/or any other appropriate communication channels.
12. COOKIES AND RELATED TECHNOLOGIES
12.1 Our website gathers standard internet log data and visitor behaviour patterns to understand how users interact with different parts of the site. This information is collected through cookies, small text files placed on your device, which help improve website functionality and user experience. Please click here for the details of our Cookies and other technologies policy.
13. CHANGES TO THIS POLICY
13.1 We may review and amend this Policy from time to time to ensure it remains consistent with our services, future developments, and changes in legal or regulatory requirements. Before these changes are effective, we will notify you of the changes by posting the information of the changes on the website or through your email. We recommend you to review this page from time to time to stay informed with the latest updates on how we enforce the provisions of this Policy.
13.2 You understand and agree that it is your responsibility to regularly review this Policy for updates. You further understand that your continued use of our website, communication with us, or access to and use of our services following any amendments will constitute your acceptance of this Policy and its amendments.
13.3 If the changes to this Policy will have a substantial impact on what we do with your personal data or on you personally, we will provide sufficient notice to enable you to exercise your rights (e.g., to object to the data processing).
13.4 The latest version of this Policy will always be available on our website. We recommend reviewing it every time before engaging with us to ensure you agree with the terms.
14. APPLICABILITY
14.1 There may be other provisions concerning personal data which may be made available to you through other documentations other than this Policy.
14.2 In the event of a conflict between such other provisions and the provisions under this Policy, the provisions under this Policy shall prevail, unless expressly stated otherwise in such other documentation.
15. GOVERNING LAW AND JURISDICTION
15.1 This Policy is regulated and interpreted according to the laws and regulations of the Republic of Indonesia.
15.2 You acknowledge and understand that, except for this Section 15 (Governing Law and Jurisdiction), this Policy does not provide contractual obligations between you and us in relation to this Policy.
15.3 Any dispute arising out of or in connection with this Policy, including any question regarding its existence, validity or termination, shall be referred to and finally resolved by arbitration administered by the Indonesian National Arbitration Board (Badan Arbitrase Nasional Indonesia or “BANI”) in accordance with the Arbitration Rules of BANI in force at the time, which rules are deemed to be incorporated by reference in this clause. The seat of the arbitration shall be Jakarta, Indonesia. The tribunal shall consist of an arbitrator appointed by the Head of BANI. The language of the arbitration shall be Indonesian.
16. NOTIFICATION AND COMMUNICATION
16.1 We may send you messages by SMS, phone call, email, fax, mail, social media and/or any other appropriate communication channels.
16.2 These messages may be for the purpose of fulfilling our legal obligations, such as notification when there is an incident of failure to protect your personal data.
17. CONTACT US
You may contact us, such as to ask any questions regarding this Policy or to request the fulfilment of your rights as a data subject. You can contact us here.
18. LANGUAGE
This Policy is available in both Indonesian and English. In the event of any inconsistency or different interpretation between the two versions, the English version of this Policy shall prevail.
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