HR Privacy Protection Notice

HR Privacy Protection Notice

Date of Notice:

Purpose and Scope

This Privacy Protection Notice describes the categories of personal information that the employer may collect, the purposes for which such information is used, the circumstances in which it may be disclosed, retention practices, and the rights of individuals. This Notice applies to current employees, job applicants, contractors, and other workers engaged by the employer and to personal information processed in connection with employment administration and workplace management.

Personal Information — Employee / Applicant

Position Information

Types of Personal Information Collected

The employer may collect identity information (name, date of birth, government identifiers), contact information, employment history, education, compensation and benefits data, performance evaluations, disciplinary records, time and attendance records, health and medical information where job-related or required by law, and background check results. Collection is limited to what is relevant for employment decisions, payroll and benefits administration, workplace safety, legal compliance, and legitimate business needs.

Sources and Use of Information

Information is obtained directly from the individual, recruitment platforms, former employers and references, public records where permitted, and third-party vendors engaged to perform background checks, benefits administration, payroll processing, and IT services. Uses include recruitment and selection, onboarding, payroll, benefits administration, workplace investigations, accommodation requests, regulatory compliance, and health and safety obligations.

Disclosure and Third-Party Processors

Personal information may be disclosed to service providers, auditors, regulators, insurers, legal counsel, law enforcement when required by law, and other third parties for legitimate employment-related purposes. Contracts with such processors require reasonable safeguards and limitations on use. The employer requires that third parties processing personal information implement appropriate security and confidentiality measures.

Retention and Security

Personal information is retained only as long as necessary for the purposes described, to meet legal and regulatory obligations, and to defend legal claims. Reasonable administrative, technical, and physical safeguards are employed to protect information from unauthorized access, disclosure, alteration, and destruction. If retained or archived, records are managed in accordance with applicable retention schedules.

Individual Rights and Requests

Subject to applicable law, an individual may request access to, correction of, or deletion of personal information held by the employer, or request restrictions on certain processing. Requests should be submitted in writing and include sufficient detail to identify the records sought. The employer will respond within a reasonable timeframe and provide information on any exceptions that may apply under law (for example, where retention is required by statute).

Background Checks and Authorizations

As part of the recruitment or ongoing employment process, the employer may obtain consumer reports, criminal history, verification of education and employment history, and other investigations where permitted by law and as required for the role. By acknowledging this Notice below, you authorize the employer and its designated agents to make such inquiries and to collect and use the resulting information in making employment-related decisions.

I consent to background checks and verification of information provided in connection with my application or employment.

At-Will Employment & Equal Opportunity

Nothing in this Notice creates a contract of employment for a definite term. Employment with the employer is at-will, meaning either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, unless a separate written agreement states otherwise. The employer is an equal opportunity employer and provides employment opportunities without regard to protected characteristics under applicable law.

Applicant Certification and Authorization

I certify that all information I have provided to the employer is true, accurate and complete to the best of my knowledge. I understand that false statements or material omissions may result in rejection of my application or, if employed, disciplinary action up to and including termination. I authorize the employer to collect, store, use, and disclose my personal information as described in this Notice for employment-related purposes.

Employment History

Provide at least two prior employers (most recent first).

Education

References (Professional)

Notice of Updates and Contact

The employer may update this Notice from time to time. Material changes that affect rights or the way personal information is used will be communicated to affected individuals. For questions or to submit a request regarding personal information, provide current contact details in the fields above and include the specific request in writing.

Acknowledgment

By signing below I acknowledge that I have received, read, and understand this HR Privacy Protection Notice and that I have had the opportunity to ask questions about the collection, use, and disclosure of my personal information as described herein.

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