CANDIDATES PRIVACY STATEMENT - MALAYSIA 

By creating your applicant account, you will be able to apply for job offers from Sephora Malaysia and other companies in the Sephora group. This account allows you to provide our recruiting team the necessary information for the evaluation of your application, to update such information and to request to receive offers corresponding to your applicant profile.   

Sephora appreciates your concerns relating to the protection of your privacy and of your personal data (hereinafter “Personal Data”). This privacy policy (hereinafter the “Policy”) describes how Sephora processes information about you which is collected when you use the assessment assistant website (hereinafter the “Website”). This Policy also contains information concerning your rights pursuant to applicable personal data protection laws. 

This Policy is therefore an important resource for you, helping you to ensure that you have a positive and confident experience on the Website and enabling us to provide accurate and complete answers to any questions you may have and to consider your wishes in this area. 

By providing your personal data to us, you consent to the processing of your personal data in accordance with the foregoing terms. 

1. Who is the controller of your Personal Data?   

The controller of your Personal Data is Beauty in Motion Sdn. Bhd., a company incorporated in Malaysia, registered under company number 201001017756 (901461-V), with registered offices at Level 13, Menara 1 Sentrum; 201, Jalan Tun Sambanthan; Brickfields; 50470 Kuala Lumpur; W.P. Kuala Lumpur; Malaysia (”Sephora” or “We”). 

2. How can you contact us? 

For any question on your privacy or if you wish to exercise your rights in relation to your Personal Data, you can contact our Data Protection Officer at hr-my@sephora.my. 

3. Amendment of the Policy 

We may occasionally modify the terms of this Policy. In such an event, we will notify you of this by changing the date indicated at the bottom of this document, which is permanently available for consultation on the Website. We encourage you to consult this Policy on a regular basis, to keep abreast of the procedures implemented by Sephora for processing your Personal Data, as well as the methods by which you can send us inquiries on how we protect your privacy. 

4. Why do we collect your Personal Data? 

Sephora collects and processes your personal data for the following purposes:  

  • management of your application for employment. We process your personal data for this particular purpose because that processing is necessary to take steps at your request prior to entering into a contract;  
  • assistance of the recruiting managers for analysis and evaluation of your application through an artificial intelligence (AI) tool and for assessing job offers using our interactive recruitment process. The processing of your personal data for this purpose is necessary for our legitimate interest in assessing candidates in a consistent and structured manner while managing a high volume of applications fairly and efficiently. Using this interactive process is optional: you may instead apply by sharing your CV, which will be reviewed on the same terms. You may object to the processing of your personal data using this interactive process at any time; 
  • management of the job offers for which you may be suited. The processing of your personal data for this purpose is based on your consent as resulting from the sharing options you have notified us;  
  • compilation of statistics regarding Sephora employment opportunities. The processing of your personal data for this purpose is necessary for the protection of our legitimate interest to continuously improve our recruitment practices; and  
  • to the extent necessary for the protection of our legal rights, to defend ourselves in case of a dispute and to comply with our legal obligations.  

5. What type of Personal Data do we process? 

We only process Personal Data that is strictly necessary for the purposes described in paragraph “Why do we collect your personal data” above.  We collect your Personal Data indicated in the form and in your responses to the Website. 

We collect your personal data when you send your curriculum vitae, whether online or in paper form, or when you apply for employment by indirect means, for example via an agency or recruitment firm, and more generally throughout the Sephora recruitment process.  

We collect the personal data that you include in your answers given as part of our AI-assisted interactive recruitment process, to generate analytical indicators and an assessment score. 

Below is a list of the categories of your personal data that we may process, depending on the purposes to be achieved by this processing:  

  • data on your identity and civil status (such as name, surname, date of birth, address, phone number, picture);  
  • data on your education and professional background (such as training, professional experience, references, distinctions, certifications);  
  • data related to your application (such as referral source, candidature status, offer approval and your career expectations);  
  • publicly available information of your profile on social media channels (such as LinkedIn); and  
  • data enabling connection to recruitment platform (such as user ID, connection data).  

The data that is required to process your application is marked with an asterisk on the forms presented to you to complete on our online recruitment platform. If you do not complete the fields marked as mandatory, we will be unable to process your application. In respect of an application which has been submitted through other methods, if Sephora is unable to identify the information required to process your application, Sephora reserves the right to contact you to collect the missing information. 

6. Who can access your Personal Data? 

When using the Website, some of your information may be shared with our employees, providers and subcontractors, as strictly necessary for them to provide their services, and more specifically to the following parties:  

o Within Sephora:   

  • Employees in Sephora’s HR department ;   
  • Employees in Sephora’s recruitment department  
  • Employees in the Sephora services issuing job offers   
  • Sephora’s IT department, for the purposes of security and maintenance ;  

o Outside Sephora:   

  • HR departments of the Sephora group and / or the LVMH group responsible for international careers and talent management; and   
  • Service providers working for Sephora and involved in all or part of the purposes set out in “Why do we collect your personal data” 

In particular, we rely on third party processors to provide you access to our recruitment platform and job application. These third-party processors are only allowed to process your personal data on our behalf and upon our explicit written instruction.  

If and when an AI tool is used, as described under Paragraph 4(ii) above, these limitations also apply to the service provider in charge of providing and supporting the AI-assisted interactive recruitment process platform and acting as data processor. We will ensure that this service provider implements the appropriate technical and organisation measures to ensure the fairness, transparency and relatability of its AI system, including regular audits, bias monitoring and mandatory human oversight.  

In addition, for purposes connected to maintenance of the IT systems, your personal data may be accessible to Sephora IT services employees or to the employees of external providers of certain IT services. These employees shall only be able to access your personal data to carry out security and maintenance activities on the IT systems. They shall carry out their duties in accordance with Sephora’s instructions and in compliance with the legislation on personal data protection. 

Finally, should all or part of Sephora’s activities or assets be purchased by a third-party, your Personal Data will be shared with the purchaser and the relevant parties to ensure the continuity of the Website operations. 

7. Do we transfer your Personal Data outside Malaysia? 

We process your personal data first and foremost within Malaysia. 

As a result of the organization or location of our providers (for example, technical providers managing the Website, our AI-assisted recruitment tool provider, and our group company), personal data may be transferred outside of Malaysia for the purposes of hosting, securing and maintaining the platform, give you access to our AI-assisted recruitment tool and record your answers to make your results available to our recruiting managers, as well as to handle any questions or requests you may have about the assessment.. 

When the data importer is located in a country outside of Malaysia, not having in force any law substantially similar to the Personal Data Protection Act 2010, we will ensure that the data importer ensures an adequate level of protection in relation to the processing of Personal Data which is at least equivalent to the level of protection afforded by the Personal Data Protection Act 2010. 

8. How long do we store your Personal Data? 

Sephora keeps your Personal Data for a period not exceeding what is strictly necessary for the purposes for which your Personal Data has been collected.  

While using the Website, your Personal Data is kept for a maximum period of 13 (thirteen) months, after which your personal data is deleted.  

In cases where the AI-assisted interactive recruitment process platform is used, your Personal Data is kept for a maximum period of 24 (twenty-four) months, after which it is deleted. The Personal Data relating to your assessment score is kept for a maximum period of 6 (six) months, after which it is deleted or duly anonymised.   

9. Specific Reference to the Use of the AI Tool 

We may collect the personal data included in your responses as part of our AI-assisted interactive recruitment process, solely in some store recruitment processes and provided you do not object to this processing after being duly informed. We also inform you that:  

  • the use of the AI tool is not mandatory, and choosing not to use it will not prevent your application from being considered through an alternative procedure using your CV; 
  • the AI tool does not autonomously make hiring or candidate rejection decisions; 
  • the tool does not automatically modify its assessment parameters or adapt its selection criteria based on candidates’ responses; 
  • the AI-assisted recruitment tool generates a score based on the responses provided by the candidate during the interactive assessment process, with the purpose of reflecting certain indicators relating to the competencies and skills defined by Sephora for the relevant position and according to a tested scoring method; 
  • this score serves solely as a support element in the evaluation of the application and is made available to recruitment personnel together with the candidate’s detailed responses. Recruiters carry out an individual assessment of each application. They may depart, in whole or in part, from the score generated by the tool, and they make the final decision to proceed with an interview of the candidate; 
  • the score does not independently determine any decision and does not produce any automatic effects on the candidate’s application. There is no minimum score requirement, automatic classification, or automatic exclusion of candidates based on the score obtained; 
  • the assessment is based exclusively on the information provided by the candidate and on the analysis of their responses, without the use of video recordings, images, facial expressions, body language, or any biometric data. The tool does not use, nor is it intended to infer, any sensitive personal data within the meaning of the Personal Data Protection Act 2010, including data consisting of information as to the physical or mental health or condition of the candidate, political opinions, religious or other beliefs of a similar nature, the commission or alleged commission by a candidate of any offence, or biometric data. Furthermore, the tool does not use emotion recognition systems or social scoring mechanisms and does not incorporate parameters based on protected characteristics such as age, sex, gender, ethnicity, disability, or health status; 
  • in all cases, Sephora and its service provider implement measures designed to identify and mitigate risks of direct or indirect discrimination and to promote equal opportunities among candidates. Periodic reviews and controls are carried out to detect and address any potential bias in the operation of the tool. 

10. What are your rights and how can you exercise them? 

Pursuant to applicable privacy laws, you have the following rights regarding your Personal Data: 

  • You have the right to request access to and communication of your Personal Data; 
  • You have the right to request that any Personal Data pertaining to you that are inaccurate, be corrected and that the processing of your Personal Data be limited. Depending on the nature of the processing, you also have the right to request that Personal Data pertaining to you be completed; 
  • You have the right to withdraw your earlier given consent of the processing of your Personal Data at any time; 
  • You have the right to object to the processing of your Personal Data; 
  • You have the right to request that Personal Data pertaining to you be deleted in the following cases: 
    • You consider that the processing of your Personal Data is no longer necessary with regards to your use of the Website or the pursuit of the purposes detailed in this Policy, or that the retention of your Personal Data breaches applicable privacy laws; 
    • You have withdrawn your consent to the processing of your Personal Data (see above); 
    • You oppose the processing of your Personal Data for personal reasons; 
    • Your Personal Data have been collected when you were underage. 

Alternatively, you can ask that we limit the processing of your Personal Data, within the limits of applicable privacy laws. Please note that, notwithstanding your right to request the deletion or limitation of the processing of your Personal Data, we may retain certain Personal Data when required or authorized by applicable law, when we have a legitimate interest to do so (including in order to perform a contract to which you are a party), or as needed to comply with any legal obligation other than one imposed by contract. 

  • You have a right of portability to regain your Personal Data or transfer it to a third party of your choosing; 
  • You have the right to issue advance instructions regarding the use or disposal of your Personal Data after your death; 
  • In the context of your AI-assisted interactive recruitment evaluation, you have the right to: 
    • object, at any time and on grounds relating to your particular situation, to the processing of your Personal data in the AI-assisted interactive recruitment evaluation. If you object, we will stop that processing, provided there is no compelling legitimate grounds overriding your interests, and you may proceed with your application by uploading your CV to the Website; 
    •  request human intervention (please note that all applications are reviewed by a qualified human decision-maker);  
    • challenge your AI-assisted interactive recruitment evaluation, including any intermediate or final outcome that you believe is inaccurate, unfair or discriminatory; 
    • obtain meaningful information about the logic involved in the AI-assisted interactive recruitment evaluation, including the main criteria used by the system and the factors that may have influenced your assessment; 
    • request clarification on how your data was used by the AI-assisted interactive recruitment evaluation; 
  • You have the right to lodge a complaint with the Personal Data Protection Commissioner (https://daftar.pdp.gov.my/p_aduan). 

We invite you to exercise these rights by contacting us as detailed above in section “How can you contact us?”. 

Last updated: October 2026