HR Surveillance Policy

HR SURVEILLANCE POLICY

Purpose: This policy establishes the Company’s official rules and procedures regarding the use, retention, access, and disclosure of surveillance and monitoring systems in the workplace. The objectives are to protect safety and assets, ensure regulatory compliance, preserve evidence of workplace incidents, and balance legitimate business needs with employee privacy expectations.

Personal Information

Position Information

Employment History

Employer 1

Employer 2

Education

References

Reference 1

Reference 2

Reference 3

Definitions

For purposes of this policy: "Surveillance" means any audio, video, electronic, or location monitoring conducted by or on behalf of the Company. "Monitoring Data" means all recordings, logs, screenshots, keystroke records, location traces, metadata, and derived information collected by surveillance systems.

Types of Surveillance Employed

The Company may, where necessary and lawful, use one or more of the following methods of monitoring. The presence and scope of each method will be implemented consistent with operational needs, legal requirements, and this policy.

Notice, Consent, and Employee Expectations

Employees should expect that Company property, communications, and workspaces may be monitored. Surveillance is performed for legitimate business purposes including safety, theft prevention, quality control, regulatory compliance, and investigation of misconduct. The Company will provide visible notice where cameras are used in public common work areas; electronic monitoring notices may be provided in employee handbooks, onboarding materials, or workplace signage.

Employees do not have an expectation of privacy when using Company devices, systems, or accessing Company premises. Personal use of Company systems may be subject to monitoring consistent with applicable law and Company policy.

Collection, Retention, and Use of Data

Monitoring Data will be collected and used only for legitimate business purposes. The Company will retain Monitoring Data for a reasonable, documented retention period consistent with legal obligations and business needs. Unless retained for investigation or legal hold, Monitoring Data will be deleted or securely destroyed in accordance with Company retention schedules.

Access to Monitoring Data is restricted to authorized personnel on a need-to-know basis. Access will be logged and reviewed periodically. Disclosure to third parties will occur only as permitted by law, pursuant to valid legal process, or when necessary to protect Company interests.

Security, Storage, and Access Controls

The Company will implement technical and administrative safeguards to protect Monitoring Data from unauthorized access, alteration, or disclosure. Controls include authenticated access, encryption where feasible, role-based permissions, and periodic auditing of access logs.

Prohibited Uses

Surveillance data shall not be used for unlawful discrimination, for harassment, to view or record employees in restrooms or other areas with a reasonable expectation of privacy, or for purposes outside legitimate Company business without documented authorization.

Compliance, Audits, and Violations

The Company will periodically audit surveillance practices for compliance with this policy and applicable law. Employees who violate this policy, including tampering with surveillance equipment or unauthorized disclosure of Monitoring Data, are subject to disciplinary action up to and including termination.

Legal Disclosures

At-Will Employment: Nothing in this policy alters the at-will employment relationship. Either the employee or the Company may terminate employment at any time, with or without cause, unless otherwise provided in a written agreement signed by an authorized Company representative.

Equal Opportunity: The Company is an equal opportunity employer. Surveillance and disciplinary measures will be applied without regard to protected characteristics and in accordance with applicable anti-discrimination laws.

Authorization to Contact Previous Employers and Background Checks

I authorize the Company to contact my previous employers and references and to conduct background checks as permitted by law for purposes related to employment and investigation of workplace incidents. I understand background checks will be conducted in compliance with applicable legal requirements and that adverse action, if any, will follow required notice procedures.

Applicant Certification

I certify that the information provided in this form is true and complete to the best of my knowledge. I understand that misrepresentation, omission of facts, or failure to comply with this policy may result in disciplinary action, up to and including termination of employment.

Employee Obligations and Reporting

Employees must not tamper with, obstruct, or disable surveillance equipment. Suspected policy violations, concerns about surveillance practices, or requests for access to Monitoring Data should be submitted in writing to Human Resources. The Company will review and respond to requests in a timely manner consistent with law and internal procedures.

Review and Policy Changes

The Company reserves the right to modify this policy at any time. Changes will be communicated to employees. Continued employment or use of Company systems after notice constitutes acceptance of the revised policy.

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