Data Privacy Statement
HR Privacy Statement – All Jurisdictions Except for the United States
Last Updated: April 2022
Introduction
The TJX Companies, Inc. (also known as "TJX") respects your concerns about privacy. This Privacy Statement explains the manner in which we will collect, use, disclose and otherwise handle your personal data if you are employed by or engaged in services with a TJX entity. Among other things, this Privacy Statement explains the manner in which the Oracle Financial and HR System and the TJX Talent Management System process your personal data.
In this Privacy Statement, the term “TJX”, or the data controller, refers to the particular TJX entity that has hired you, engaged your services, or that you have otherwise engaged with in connection to work for TJX. This Privacy Statement applies to TJX applicants, associates, volunteers, agents, temporary and casual workers, consultants, trainees and contractors.
TJX is committed to protecting the privacy of your personal data and to maintaining the confidentiality of HR-related information in accordance with applicable laws and regulations, including data protection legislation, and TJX's corporate policies governing information security and data privacy. This Privacy Statement may be updated from time to time to reflect changes in our personal data practices, and we will post a prominent notice on our site to notify you of significant changes.
Information We Collect
The categories of personal data that TJX may collect, use, disclose and otherwise handle may vary by country and applicable law. For example, in Poland there are only certain categories of personal data that can be collected. The categories listed below are not exhaustive, and may change depending on day-to-day business or contractual needs, but may include:
• personal contact details such as your name, associate identification number, work and home contact details (email, phone numbers, physical address), language(s) spoken, gender, date of birth, national identification number, next of kin, bank account information, marital status, disability status, emergency contact information and photograph;
• documentation required under immigration laws such as passport data, details of residency or work permit;
• details of compensation, benefits and payroll such as base salary, bonus, benefits (including the personal information of your beneficiaries such as their name, date of birth, and national identification number), compensation type, pay grade, salary step within assigned grade, details of stock options, stock grants and other awards, currency, pay frequency, effective date of current compensation, salary reviews,
working time records (including vacation and other absence records, leave status, hours worked and department standard hours) and pay data;
• details of your employment relationship such as contractual information, start and end employment date, probation periods, job title, assignment location, assignment category, length of service, retirement eligibility, promotions and disciplinary records, dates of transfers, and reporting manager(s’) and supervisor’s information;
• talent management information such as details contained in letters of application and resume (previous employment background, education history, professional qualifications, language and other relevant skills, certifications, certification expiration dates), information necessary to complete a background check subject to applicable law, details of performance management ratings, development programs planned and attended, e-learning programs, performance and development reviews or willingness to relocate;
• authentication credentials for the access and use of TJX's IT systems, networks and email systems, such as associate network user ID, password(s);
• audio, visual, and similar information such as images and video recordings from cameras, closed-circuit television systems (CCTVs), and other photography and video recording technology;
• personal data collected automatically by use of TJX’s IT systems such as IP addresses;
• sensitive personal data where required or permitted by local law, such as health or medical information, information relating to trade union membership, religion, private life, race or ethnicity, sexual orientation and/or information relating to criminal records or the commission or alleged commission of a crime; and
• biometric data collected for identification purposes such as fingerprints, hand scans, vein patterns and facial images.
This information helps TJX to conduct its operations and manage its workforce. Your decision to provide personal data to TJX is voluntary, except where personal data is:
• collected without your consent in accordance with applicable law;
• necessary in connection with your employment or services contract;
• required by law; or
• important to the performance of our business, subject to applicable law.
Failure to provide your personal data may mean that TJX is unable to properly conduct its operations or manage its workforce, particularly in relation to its payroll, tax and insurance obligations.
Purposes of Processing
TJX processes your personal data to the extent necessary to perform your employment or services contract with us. This includes for:
• Management and approval of compensation and benefits; and
• Supporting and enabling internal reporting, accounting, auditing, reimbursement and training programs relating to performance of the employment contract, work performance and growth within TJX.
In addition, we process your personal data to support other human resources functions and activities for which we have a legitimate interest, including:
• Workforce administration via a central repository;
• Assignment management, job planning, recruitment and HR staffing;
• Administration of training curricula, career development and disciplinary processes;
• Allowing associates and managers to plan goals and upgrade job performance;
• Protecting the health and safety of associates;
• Organization of TJX human resources at a global level, analysis and reporting relating to TJX's workforce;
• Developing HR systems and processes;
• Sharing with Works Councils, as relevant;
• Operating, monitoring and managing IT resources, subject to applicable law;
• Organizing surveys and populating internal or external communications and publications; and
• Performing background checks, subject to applicable law.
In accordance with applicable law, we use personal information when it is necessary to protect, exercise or defend our legal rights, or when we are required to do so by a law that applies to us, including to:
• Comply with legal and other requirements; and
• Prevent, detect and prosecute criminal activities.
Your personal data may be processed utilizing both paper and electronic means.
Cross-border Transfer and Use of Personal Data
The Oracle Financial and HR System, the Talent Management System, and other information technology infrastructure related to the processing described in this statement are housed at TJX's data center in the U.S. and/or on servers hosted by TJX service providers outside the United Kingdom (U.K.) and European Economic Area (”EEA”); this requires your personal data to be transferred outside of the U.K. and EEA to countries that do not provide a level of data protection that has been deemed adequate by the Information Commissioner’s Office or European Commission as applicable. TJX takes appropriate measures to ensure the protection of personal data when it is transferred to and resides outside of the U.K. and EEA, in accordance with European data protection requirements, including by entering into the Information Commissioner’s Office’s UK Standard Contractual Clauses and the European Commission’s EU Standard Contractual Clauses with the data importer, or ensuring that the data importer has implemented
Binding Corporate Rules. To obtain a copy of the safeguards we have put in place, please contact us as indicated in the ‘How to Contact Us’ section below.
Access to your personal data is limited to authorized personnel (e.g., HR personnel, IT administrators and security and support staff) who have a need to access your personal data for the purpose of the responsibilities assigned to them. Your personal data may be accessed by authorized personnel based in locations outside of the U.K., EEA or the U.S. to the extent required to satisfy one of the purposes contained within this Privacy Statement, or to support the operations of the Oracle Financial and HR System and the Talent Management System and their supporting information technology infrastructure.
Sharing of your Personal Data with Third Parties
Your personal data may be disclosed to individuals or companies outside TJX as follows:
• to external advisors, consultants and service providers hired by TJX to perform services related to the purposes described in this Privacy Statement, including accountants, lawyers/legal service providers, tax/financial professionals, benefit providers, employee services providers, payroll administrators, human resources service providers, consultants, and contractors;
• to external third parties, as permitted by applicable law, in the event of a disposal of or reorganization of part or all of the TJX business; and
• to government agencies, regulators or other competent authorities to the extent that TJX has a legal duty or legitimate interest to disclose such information to them in accordance with applicable laws.
If your personal data are shared with such third parties, TJX will take appropriate measures (including contractual) to ensure that such parties process your personal data in accordance with TJX's information security and privacy policies.
Your personal data will be shared with other entities in our group that have a legitimate need to access and process such data for the above-mentioned purposes. We will only share your personal data with our group entities where permitted by applicable law.
Security
TJX maintains administrative, technical, organizational and physical safeguards designed to protect against loss, misuse or unauthorized access, disclosure, alteration or destruction of your personal information in accordance with applicable privacy and data security laws.
Deletion and Retention of Personal Data
TJX will take reasonable steps to ensure that the personal data we process is reliable for its intended use, is accurate, up-to-date and complete, and is limited to the personal data required to carry out processing for the purposes described in this Privacy Statement.
TJX will delete inaccurate or erroneous data once we become aware of such errors. Where appropriate, TJX may ask you to ensure that the personal data we hold for you is accurate and up-to-date.
We retain HR personal data for as long as it is necessary to satisfy the purpose for which the data was collected, taking into account applicable statute of limitation periods and records retention requirements under applicable law. HR personal data will be retained throughout your relationship with TJX, unless a shorter period is required by applicable law. Further, TJX may be required to keep your records for a period of time that exceeds your relationship with TJX in order to satisfy applicable laws or other legal considerations, or in order to provide associates with a right or employment-related benefit in accordance with applicable laws.
Your Rights
Subject to applicable law, you may have certain rights with respect to our processing of your personal data, which may include the right to request access to and rectification of the personal data we maintain about you, or to request the restriction of the processing of your personal data, or to object to that processing on grounds relating to your particular situation. Also subject to applicable law, you have the right to request erasure of your personal data from our systems and upon written request to request a copy of your personal data in a structured, commonly used, machine readable format.
If you would like to exercise any of these rights that apply to you, or ask a question, or raise a complaint regarding the processing of your personal data by TJX, please contact our Data Protection Officer via TJX_Privacy_Office@tjx.com, data_protection@tjxeurope.com, or privacy_officer@tjxcanada.ca. Please note, however, that certain personal data or certain uses of your personal data may be exempt from these rights pursuant to applicable law. You may lodge a complaint with the data protection authority in your country if you are not satisfied with our response.
You may directly view part of your personal data via the Talent Management System or via the Employee Self Service Functionality while accessing the Oracle Financial and HR System. For some of your personal data, you can directly edit it (and change if inaccurate) yourself. Alternatively, you can notify your HR representative of any inaccuracies or errors.
How to Contact Us
If you have any questions about our information practices, please contact us by email at TJX_Privacy_Office@tjx.com, data_protection@tjxeurope.com, or privacy_officer@tjxcanada.ca
Alternatively you can write to us at:
Data Protection Officer TJX Europe
73 Clarendon Road Watford
WD17 1TX
United Kingdom
Cookies
Our HR and Recruitment websites use cookies only as strictly necessary to facilitate your use of the website. A “cookie” is a file that a website sends to a visitor’s computer or other Internet-connected device to identify the browser or to store information or settings in the browser. They are stored in your computer’s memory and will collect information about your visit. The cookies used by us on this website are strictly necessary to facilitate your use of the website. Details of how to manage cookies are available (depending on your type of browser) at www.allaboutcookies.org or www.aboutcookies.org. According to your browser, there are instructions regarding how to delete cookies or manage them being set on your device. If the browser you use is not listed, click on the Help bar on your browser and search for information on cookies. You will find an explanation on how to delete or manage cookies. Follow the relevant instructions. Please note that disabling our cookies may impact certain functionalities of the website.
HR Privacy Statement – For Residents of California
Last Updated: June 2020
Introduction
The TJX Companies, Inc. along with its affiliates and subsidiaries, (collectively, “TJX”) respect your concerns about privacy. This HR Privacy Statement describes the types of personal information we may collect about residents of California that are TJX’s (1) employees, volunteers, agents, temporary workers, consultants, trainees, owners, directors, officers, and contractors (collectively, “TJX Workforce”), (2) emergency contacts of TJX Workforce members, (3) individuals relating to TJX Workforce members for whom TJX administers benefits, and (4) job applicants (collectively with TJX Workforce, “HR Covered Individuals”).
Every TJX Workforce member is responsible for providing this HR Privacy Statement to any HR Covered Individual whose personal information is provided to TJX by the TJX Workforce member.
Information We Collect
TJX may collect the following categories of personal information about HR Covered Individuals:
• personal contact details such as name, work and home contact details (email, phone numbers, physical address), emergency contact information;
• demographic and family information such as age, date of birth, race, gender, ethnicity, marital and family status, next of kin, and dependent information;
• identification information such as driver’s license or state identification card number, passport number, Social Security number, employee ID or associate identification number, and photographs;
• documentation required under immigration laws such as passport data, details of residency or work permit;
• details of compensation, benefits and payroll such as base salary, bonus, benefits (including the personal information of your beneficiaries such as their name, date of birth, and national identification number), compensation type, pay grade, salary step within assigned grade, details of stock options, stock grants and other awards, currency, pay frequency, effective date of current compensation, salary reviews, bank account information, working time records (including vacation and other absence records, leave status, hours worked and department standard hours) and pay data;
• details of your employment relationship such as contractual information, start and end employment date, probation periods, job title, assignment location, assignment category, length of service, retirement eligibility, promotions and disciplinary records, dates of transfers, and reporting manager(s’) and supervisor’sinformation;
• talent management information such as details contained in letters of application and resume (previous employment background, education history, professional qualifications, language and other relevant skills, certifications, certification expiration dates), information necessary to complete a background check subject to applicable law, details of performance management ratings, language(s) spoken, development programs planned and attended, e-learning programs, performance and development reviews or willingness to relocate;
• authentication credentials for the access and use of TJX's IT systems, networks and email systems, such as associate network user ID, password(s);
• personal data collected automatically by use of TJX’s IT systems such as IP addresses;
• audio, visual, and similar information such as images and video recordings from cameras, closed-circuit television systems (CCTVs), and other photography and video recording technology;
• sensory information such as thermal scans; and
• characteristics of protected classifications under law, such as race, color, national origin, religion, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition, ancestry, genetic information, disability, citizenship status, and military and veteran status.
How We Use the Information We Collect
TJX may collect personal information about HR Covered Individuals for the purpose of performing and supporting human resources functions and activities, including for the following purposes:
• Managing our workforce: workforce administration via a central repository; managing work activities and personnel generally, including recruiting; performing background checks; determining suitability for employment or promotion; determining physical and/or mental fitness for work; reviewing and evaluating performance; determining eligibility for and processing salary increases, bonuses, and other incentive-based compensation; providing references; managing attendance, absences, leaves of absences, and vacations; administering payroll services; reimbursing expenses; administering health, dental, and other benefits; administration of training curricula and career development; making travel arrangements; securing immigration statuses; monitoring staff; creating staff directories; investigating suspected misconduct or non-performance of duties; managing disciplinary matters, grievances, and terminations; reviewing staffing decisions; developing HR systems and processes; analysis and reporting relating to TJX's workforce; organizing surveys and populating internal or external communications and publications’ and providing access to facilities;
• Facilities and emergencies: ensuring business continuity; protecting the health and safety of our staff and others; safeguarding, monitoring, and maintaining our IT infrastructure, office equipment, facilities, and other property; detecting or preventing theft or fraud, or attempted theft or fraud; and facilitating communication with you and your designated contacts in an emergency;
• Business operations: operating and managing our IT, communications systems and facilities, and monitoring the use of these resources; performing data analytics; improving our services; allocating and managing company assets and human resources; strategic planning; project management; compiling audit trails and other reporting tools; maintaining records relating to business activities, budgeting, and financial management; managing mergers, acquisitions, sales, reorganizations or disposals and integration with business partners; and
• Legal and compliance: complying with legal requirements, such as tax, record- keeping and reporting obligations; conducting audits, management and resolution of health and safety matters; complying with requests from government or other public authorities; responding to legal process such as subpoenas and court orders; pursuing legal rights and remedies; defending litigation and managing internal complaints or claims; conducting investigations; preventing, detecting and prosecuting fraud, misuse and criminal activity; and complying with internal policies and procedures.
How to Contact Us
If you have any questions regarding this HR Privacy Statement for California Residents or our privacy practices, you may email us at TJX_Privacy_Office@tjx.com with "HR PRIVACY STATEMENT - CALIFORNIA" in the subject line.
