Rent the Runway Candidate Privacy Notice
As part of our candidate application and recruitment process, Rent the Runway processes certain personal data about you.
The purpose of this privacy notice (“ Notice ”) is to provide candidates (“ you ” or “ your ”) with information about how Rent the Runway collects, uses, stores and transfers your personal data.
Rent the Runway, Inc. and (if different) the Rent the Runway entity (listed in Schedule 1) with whom you are seeking to enter into an employment contract or to which you otherwise seek to provide services are data controllers of your personal data. (“ Rent the Runway ”, “ we ”, “ us ” or “ our ”)
1. Types of information we collect
In order to manage your application, we need to process certain personal data about you. “ Personal data ” is information which relates to you and which identifies you or is capable of identifying you as an individual, and may be provided to us by you or generated as a result of being recruited by or applying to work at Rent the Runway.
We collect and process your personal data including, but not limited to, the following:
- Personal details and contact information : This includes information such as name, contact information (e.g. home address, telephone number and personal email address) and proof of identity.
- Recruitment and application details, education and training information : This includes information contained in letters of application and CVs, previous employment background and references, technical skills, educational background, professional qualifications and registrations, training courses attended, language capabilities and other relevant skills, nationality and right to work.
- Assessment details : If we ask you to attend for interview (either in person or by telephone or video), we may generate information about you such as assessments or interview notes.
- Results of regulatory screening checks : If we make a conditional offer of employment, we will consider the results of these checks where permitted by local law.
2. How we use this information
We use the above information for the purpose of progressing applications and assessing the suitability of candidates for employment with Rent the Runway. Where you have given us permission, we also keep this information as part of our talent database so that we can contact you about current and future open positions at Rent the Runway.
By collecting and processing the above categories of personal data, Rent the Runway is pursuing its legitimate business interests in hiring suitable candidates and seeking assurances from previous employers and referees as to candidates’ work performance and reliability. It is also necessary in the legitimate interests of Rent the Runway to maintain a talented workforce
and in your legitimate interests of ensuring that you are considered for future roles at Rent the Runway.
We also use the information to fulfil legal or regulatory requirements if necessary. For example, if we make a conditional offer of employment, we may be required to confirm the identity of our personnel and their right to work in a particular country under immigration and employment rules.
We may also be required to carry out pre-employment screening against global exclusion and sanction lists for the purposes of international and US export control regulations. To do this, we ask one of our service providers to search third party databases to ensure you are not on a sanction list.
When collecting your personal data is mandatory, this will be stated at the time of collection of the personal data. If you choose not to provide the mandatorily required personal data, this might affect your application.
3. How we share this information
Where necessary, and in accordance with the purposes set out in this Notice, your personal data will be shared internally with individuals involved in the hiring process and with other Rent the Runway group affiliates and/or third party service providers. These will include, for example, service providers who provide pre-employment screening services to us and other third party service providers who provide services on our behalf such as recruiters and our applicant tracking system provider.
When you use third-party apps, websites or other products integrated with our systems to apply for a role, they may collect information about you subject to their own terms and privacy policies.
4. How long will we retain your personal data?
Rent the Runway maintains appropriate technical and organisational measures to protect against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment at Rent the Runway and for an extended period of time to comply with our legal obligations, to resolve disputes and to enforce our agreements.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for a period of 18 months so that we can comply with our legal obligations and resolve disputes. With your permission, your information will be retained for a further 2 years so that we can contact you about current and future open positions at Rent the Runway.
5. Data Transfers
Rent the Runway is a global business and we may disclose and transfer your personal data to persons or companies located outside the European Economic Area (“ EEA ”) for any of the purposes set out in this Notice. Some of these countries may not have the same levels of data protection or similar rules regulating government agency access to personal data as are present in the EEA. In these cases, we take steps to protect your personal data. Rent the Runway will typically transfer and disclose your information in compliance with the Standard Contractual Clauses approved by the European Commission. You can request a copy of the Standard Contractual Clauses by emailing Privacy@renttherunway.com.
6. How can you update your personal data and exercise your statutory rights?
Please make sure that your personal data is accurate and up to date, and please inform us of changes in a timely manner.
If you live in the EEA, with some limited exceptions, you may inquire about the personal data we maintain about you and exercise your rights to access, correct, export, and delete your personal data, including information contained in your employee file. In addition, when we process your personal data based on our legitimate interests (as set out above), you have a right to object to our processing of your personal data. If you would like to exercise any of these statutory rights, please contact Privacy@renttherunway.com . You may also have a right to lodge a complaint with your local data protection authority.
You also have a right to obtain a copy of your information in an easily accessible format. In certain circumstances, you may also request us to transfer this some of information to third parties.
You have the right to withdraw your consent to our processing of your information at any time. Please email us at Privacy@renttherunway.com should you wish to exercise this right.
7. Changes to this Notice
We may update this notice from time-to-time. We will take reasonable steps to notify you of any changes.
8. Contact us
If you have questions or suggestions about our personal data processing practices or if you would like to exercise your statutory rights, you can contact John-Paul Sukkar at firstname.lastname@example.org.