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Oxford Industries, Inc. Applicant Privacy Policy

Last Updated: February 15, 2024

This Applicant Privacy Policy (“Policy”) describes the personal information that Oxford Industries, Inc., and our subsidiaries and affiliates including Tommy Bahama Group, Inc.; Tommy Bahama R&R Holdings, Inc.; Tommy Bahama Canada ULC; Sugartown Worldwide, LLC (d/b/a Lilly Pulitzer); Johnny Was, LLC; Southern Tide, LLC; The Beaufort Bonnet Company, LLC; and Duck Head (collectively, “Oxford,” “we” and/or “our”) collect, use, disclose, transfer, and store (collectively, “process”) in connection with our recruitment activities. While this Policy is intended to describe the broadest range of our processing activities, these activities may be more limited in some jurisdictions based on local laws. For example, the laws of a particular state or country may limit the types of personal information we can collect or how we use that information.

We may change this Policy from time to time. If we make changes to this Policy, we will notify you by revising the date at the top of this Policy. If we make material changes, we will provide you with additional notice, such as by sending you a notification.

CONTENTS

 

  1. Applicability of Other Policies

  2. Information We Collect

  3. How We Collect Your Information

  4. How We Use Your Information

  5. How We Disclose Your Information

  6. Applicants Residing Outside of the United States

  7. Contacting Us

Oxford Addendum for California Applicants

 

​1. APPLICABILITY OF OTHER POLICIES

 

This Policy does not cover our processing of personal information collected from you as a customer of one of our Oxford brands (including Tommy Bahama, Lilly Pulitzer, Johnny Was, Duck Head, Southern Tide, and The Beaufort Bonnet Company, each a “Brand” and collectively “Brands”) or visitor to one of our websites. To learn more about Oxford’s privacy practices in those cases, please see the relevant privacy policy on the particular Brand’s website.

 

In some cases, you may provide personal information to third parties that support our recruiting activities, such as a careers website operated by a third party. You understand that the information you provide to third parties is not under our control and is not subject to this Policy. Please refer to the privacy policies of such third parties before providing them with your personal information.

 

2. INFORMATION WE COLLECT

 

We collect information in connection with your application to work with us. For example, we may collect:

  • Identifiers, such as name, postal address, signature, email address, social security number, passport number, known traveler numbers, date of birth, and other similar identifiers;

  • Eligibility to work information, such as citizenship, work authorization status, and visa application information;

  • Characteristics of protected classifications under state or federal law, if you choose to provide it, such as age, gender, marital status, race, ethnicity, sexual orientation, veteran status, and disability status;

  • Professional and employment-related information, such as your applications, resumes, curriculum vitae, files you choose to share with us, cover letters, information provided to us during an interview, shared with us by references, or included in criminal background checks (where applicable), interview notes, results of any assessments, employment history, job title, picture, current salary, and other work-related documentation, including records, forms, logs, and agreements;

  • Education information, such as names, degree information, and graduation dates of educational institutions attended;

  • Internet or electronic network activity information, such as information regarding your interactions with our careers site and other information collected via cookies, web beacons, and similar technologies (e.g., browser information, device information, IP address, the date, time, length of stay, and specific pages accessed during your visits to our careers site);

  • Information from publicly available sources, such as your LinkedIn profile or personal website;

  • Audio or visual information, such as video recordings from our offices or stores for security and loss prevention purposes.

 

Your decision to apply for a position with us is voluntary, but certain personal information is required to process your application. We will tell you if information is optional to provide.

 

Sensitive Personal Information

In some cases, we may collect information about you that is more sensitive in nature, including information that may be designated as “sensitive” or otherwise subject to heightened protection under certain laws. Please note that, where permitted by law, and where you choose to provide it, we may process sensitive personal information about you, such as  information about your race, ethnicity, sexual orientation, or disability status. We collect this information for specific purposes, such as to accommodate a disability, comply with applicable legal obligations such as anti-discrimination or diversity regulations, and facilitate internal programs relating to diversity, equity, inclusion, and anti-discrimination. You are entirely free to decide whether to provide such information and your application will not be affected either way. We will use such sensitive personal information for the purposes set out in this Policy, or as otherwise described to you at the time such information is collected, and in accordance with applicable law.

 

Information About Others

If you provide us with personal information of a reference or any other individual as part of your application, it is your responsibility to obtain appropriate permission from that individual prior to providing such information to us.

 

3. HOW WE COLLECT YOUR INFORMATION

Most of the personal information we collect comes directly from you, such as when you submit a job application or when we conduct a phone or in-person interview. We may also receive information about you from other sources, such as from your named references, persons who referred you for a position, from background checks (where applicable), recruiting agencies, third-party recruitment sources and websites, and publicly available sources, such as your LinkedIn profile.

 

When you visit our careers site, we collect certain information automatically. To collect this information, we may use tracking technologies, such as cookies, pixels, and web beacons. A “cookie” is a small text file stored on your hard drive or in device memory that help us improve our websites and your experience. Web beacons (also known as “pixel tags” or “clear GIFs”) are electronic images that we use on our websites and in our emails to help deliver cookies, count visits, and understand usage. Most web browsers are set to accept cookies by default, but you can usually adjust your browser settings to remove or reject browser cookies.

 

4. HOW WE USE YOUR INFORMATION

 

We use your personal information to evaluate a potential employment relationship with you and for other business purposes, including managing our business, keeping our systems secure, and complying with legal obligations. Such uses include:

  • To manage our hiring and recruiting activities, such as to assess your skills, qualifications, and suitability for a particular role or opportunity, communicate with you about the recruitment and hiring process, respond to your requests, inquiries, and comments, verify your information, complete your reference and/or background checks (where applicable) if we offer you a position or other opportunity with us, and improve our recruitment and hiring process more generally;

  • To administer our applications, software, and systems, including to ensure the security of our workforce, guests, property, and assets, and to monitor and audit network traffic and information in such applications, software, and systems;

  • For legal and compliance purposes, such as to implement internal policies, detect, investigate, and respond to suspected fraud, security incidents, or other activity that is illegal or violates our policies, exercise a legal claim, cooperate with law enforcement investigations, and comply with applicable laws, regulations, legal processes, or governmental requests;

  • To protect the health, safety, and vital interests of Oxford, applicants, or of another natural person, such as to prevent physical harm or financial loss;

  • To comply with our legal obligations and internal policies relating to diversity, equity, inclusion, and anti-discrimination;

  • As necessary and appropriate to provide reasonable accommodations; and

  • To enable solely internal uses in a lawful manner that are reasonably aligned with your expectations based on our interactions with you and that are compatible with the context in which the information was provided to us.

If we hire you, information we collect in connection with your application will become part of your employment record and be used during the onboarding process and for other employment-related purposes in accordance with our internal personnel privacy policy.

 

5. HOW WE DISCLOSE YOUR INFORMATION

 

Within Oxford and among our corporate subsidiaries and affiliates: We may disclose your personal information to Oxford personnel and personnel who are employees of our subsidiary and affiliate Brands who need to know the information, including personnel in the recruiting, human resources, and information technology departments, and in the department responsible for the position for which you are applying.

 

Service Providers and Contractors: We disclose personal information to service providers and contractors that need access to such information to perform services on our behalf. For example, we disclose certain information to service providers who facilitate our applicant tracking system, video conferencing platforms, travel booking and expenses, relocation support, reporting and analytics, and verification/background checking services. We may also disclose information about you to third party recruiting agencies.

 

Professional Advisors: We disclose information about you to our professional advisors, including accountants, auditors, lawyers, insurers, and bankers. We only permit these advisors to process your personal information for specified purposes and, as appropriate, in accordance with our instructions and the provisions of this Policy and applicable law.

 

Other Third Parties: In certain limited circumstances, we disclose your personal information to other third parties, including (a) to comply with our obligations, to protect the rights and property of Oxford, our customers and the public, to cooperate with law enforcement investigations and to detect and respond to suspected illegal activity and threats to the health or safety of any person or of our systems or services, (b) in connection with, or during negotiations of, any merger, joint venture, sale of company assets, financing, or acquisition of all or a portion of our business, assets or stock by another company (including in connection with any bankruptcy or similar proceedings), and (c) with your consent and at your direction.

 

We may also disclose aggregated or de-identified information, which cannot reasonably be used to identify you. Oxford processes, maintains, and uses this information only in a de-identified fashion and will not attempt to re-identify such information except as permitted by law.

 

6. APPLICANTS RESIDING OUTSIDE OF THE UNITED STATES

 

Additional Disclosures for Canada

If you reside in Canada, this section applies to you. You may exercise your rights to access and correct the personal information we hold about you by emailing us at hr@tommybahama.com. By submitting personal information to us or our service providers, you consent to the collection, use, disclosure, and transfer of your personal information in accordance with this Policy and as permitted or required by law. You may withdraw your consent at any time by emailing us at hr@tommybahama.com. If you withdraw your consent (or if you decide not to provide certain personal information), you acknowledge that we may not be able to provide certain benefits.

 

7. CONTACTING US

 

If you have any questions regarding this Policy, please contact Humanresources@oxfordinc.com or call 1-888-725-1899.

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OXFORD ADDENDUM FOR CALIFORNIA APPLICANTS

Last Updated: February 15, 2024

This Oxford Addendum for California Applicants (“Addendum”) supplements the Oxford Applicant Privacy Policy (“Policy”) and provides additional information about our privacy practices and your privacy rights, as required by California law. If you are a California resident, this Addendum and the Policy apply to you.

ADDITIONAL DISCLOSURES

Our Policy explains how we collect, use, and disclose information about you. Below, we use a table to explain the same information in accordance with California law.

 

The table describes the categories of personal information we collect and to whom we disclose such information for a business purpose now and over the past 12 months.

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YOUR PRIVACY RIGHTS

You have the right to (1) request to know more about and access your personal information, including in a portable format, (2) request deletion of your personal information, and (3) request correction of inaccurate personal information. To request access, correction, or deletion of your personal information, please contact humanresources@oxfordinc.com or call 1-888-725-1899. We may verify your request by asking you to provide certain information. Any request to exercise one of these rights will be assessed by Oxford on a case-by-case basis. There may be circumstances in which we are not legally required to comply with your request, such as a legal exemption under applicable law.

You can designate an authorized agent to submit a privacy rights request on your behalf. We may ask authorized agents to submit proof of their authority to make a request, such as a valid power of attorney or proof that they have signed permission from the consumer who is the subject of the request. In some cases, we may be required to contact the individual who is the subject of the request to verify his or her own identity or confirm the authorized agent has permission to submit the request. If you are an authorized agent seeking to make a request, please contact humanresources@oxfordinc.com or call 1-888-725-1899.

We will not discriminate or retaliate against you for exercising your privacy rights.

OTHER DETAILS ABOUT OUR INFORMATION PRACTICES

  • As described in the How We Collect Your Information section of our Policy, we collect information directly from you, automatically via cookies, web beacons and similar technologies when you access and use our website, and from other sources, including your named references, recruiting agencies, and publicly available sources such as your LinkedIn profile.  

  • For details about how we collect and process sensitive personal information, see the Sensitive Personal Information section of our Policy. We may also collect other information that is designated as “sensitive” under the California privacy law, including your social security number or other government-issued identification information. We do not collect or process sensitive personal information other than for the purposes described in our Policy and this Addendum, or as otherwise described to you at the time such information is collected.

  • We do not “sell” or “share” your personal information as those terms are defined under California law.

  • If your application for employment is unsuccessful (or you withdraw from the process or decline our offer), we will retain your information for a reasonable period of time beyond the end of the application process for the purposes described in the Policy, including complying with our legal obligations, resolving disputes, and as necessary for our legitimate interests, such as to consider you for other current and future employment opportunities at Oxford. If you do not want us to contact you regarding other roles please contact humanresources@oxfordinc.com or call 1-888-725-1899. If your application for employment is successful, personal information gathered during the recruitment process will be retained during your employment in accordance with our internal personnel privacy policy and data retention policies.

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