DFS, Sofology and The Sofa Delivery Company takes the privacy of individuals very seriously and the security of your personal information is extremely important to us.
This policy sets out what information we collect about you, and how it will be used and stored by us when you use apply for a role at DFS.
When we say ‘we’, ‘our’, ‘us’, ‘Group’ or ‘Brands’ in this policy we are referring to DFS Trading Ltd, Sofology and The Sofa Delivery Company.
For the purpose of the General Data Protection Regulation (EU 2016/679), the data controller is DFS Trading Limited. Registered Office: 1 Rockingham Way, Redhouse Interchange, Adwick-le-Street, Doncaster, DN6 7NA. Registered number 01735950 (England and Wales).
When you apply for a job with the DFS, Sofology or The Sofa Delivery Company?
By applying for this role, you consent for us to capture all relevant personal information to allow us to make decisions on your suitability for a role.
When you apply for a role with one of the Group Companies we will request that you complete an online form. This form will then be used internally and may lead to an invite to interview for a role. For certain roles we may use software to automatically assess your suitability for a role. If you wish that a member of our Recruitment Team reviews your application, please contact us to make us aware of this.
The personal information that you provide as part of your application will be stored securely on systems within the UK. The information you provide to us will only be used for the purposes of matching you to current and future vacancies and for progressing your application.
If your application is considered suitable, your application details will then be shared internally with the individual responsible for recruiting for that vacancy and you may be invited to attend an interview.
By registering on the Recruitment system and applying for a role we will keep details of your application on record for three years. If you consent we will contact you about any future suitable roles within the Group.
You can choose to remove your details from our Recruitment database at any time by logging into your account or when you choose to unsubscribe from receiving further emails.
If you are invited for an interview:
If you are not accepted for the role and with your consent, your details will be stored for 3 years and if a suitable alternative role comes available we may contact you to discuss this.
If you accept a role:
To fulfil our obligations we will require additional information for you. We may request this from you when you accept a role with us.
On your application form, we request you provide us with the details of two referees. Once you have accepted the role we will contact these individuals for references. Employment will only commence on receipt of satisfactory references.
For certain roles it may be necessary to complete a Basic Criminal Records (BSR) check. If this is relevant, you will be made aware of this, and your information will be shared with the relevant third parties to allow us to complete this. Once completed we will not complete any further BSR checks once you are in the employment of a DFS Group company unless we make you aware of this. The information will be held on our systems for the duration of your employment and for six years after you have left the company.
You will also be added to the DFS Learning Management System (LMS). This LMS system will record details of all courses attended and modules completed. You will have access to this system prior to you starting your employment with DFS.
When you start work:
When you start to work at, we will complete a ‘new starter’ form. This new starter form allows us to add you onto our HR Platform. This platform will store all personal information that you provide to us. You will be provided with a log in for this system and it is your responsibility to ensure that the contact details and next of kin information is correct and kept up to date. We do this so that we can complete our contractual requirements to you that may include sharing some personal information with payroll providers who will act as a data processor for, and ensure that you receive your salary.
How do we store your data?
If you are successful in your application, your personal information will be held for 3 years within the Recruitment system but will also be passed to our HR system. You can choose to remove your details from our Recruitment database at any time by logging into your account or when you choose to unsubscribe from receiving further emails.
You should be aware that if we are requested by the police or any other regulatory or government authority investigating suspected illegal activities to provide your personal information, we may be obliged to do so.
Where we sell part or all of our business to a third party, in which case we may disclose your personal data to the prospective or actual seller or buyer of such business or assets.
Where we are legally required to disclose your information or in order to enforce or apply our terms and conditions or other agreements; or to protect our rights, property, or safety or those of our employees, customers or other third parties.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at any of the following email addresses if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk