The Mental Health Association of Rochester/Monroe County, Inc. respects your privacy and is committed to protecting the personal information you provide when applying for employment opportunities with our organization. 

Information We Collect

We collect information that you voluntarily submit as part of the employment application process, which may include:

· Name, address, telephone number, and email address

· Resume, cover letter, employment history, and education 

· Professional licenses, certifications, and credentials

· References and related information you choose to provide

· Any other information submitted in connection with your application 

We do not request Social Security numbers, medical information, or other sensitive personal data during the initial application process unless required by law or for a lawful employment-related purpose. 

How We Use Your Information

Applicant information is used solely for legitimate recruitment and hiring purposes, including:

· Evaluating qualifications and suitability for employment

· Communicating with applicants regarding their candidacy

· Conducting interviews and selection activities

· Complying with applicable federal and New York State laws

Where applicable, MHA may conduct background checks or employment eligibility verification in accordance with the Fair Credit Reporting Act, New York State law and other applicable legal requirements. 

MHA does not sell applicant information to third parties. 

MHA uses trusted third-party service providers to support its recruitment and hiring processes. These providers process personal information on our behalf and are required to protect the confidentiality and security of such information. 

Paylocity – Applicant tracking, payroll and human resources information system provider. Paylocity Privacy Policy

Sharing and Storage

Applicant information may be shared internally with MHA staff involved in the recruitment and hiring process or externally with trusted service providers that support our employment systems. We take reasonable measures to safeguard applicant information. 

Applicant information is retained in accordance with applicable federal and New York State record retention requirements. Information related to unsuccessful applicants is maintained only as long as necessary for lawful business and compliance purposes. 

Equal Employment Opportunity and Accommodations

MHA is an equal opportunity employer and does not discriminate in hiring or employment on the basis of any characteristic protected by federal, New York State, or local law. 

 Applicants who require reasonable accommodation to participate in the application or hiring process may contact Human Resources for assistance. 

Contact Us

If you have any questions about this policy or your personal data, please contact:

Sue MacDonald, Director of Human Resources

274 N. Goodman Street, Suite D103

Rochester, NY 14607

Phone: (585) 325-3145

 Confidentiality of Employee Records

Personal employee information is considered confidential and will be shared only as required and with those who have a legitimate business need to have access to such information. Personal information collected by MHA includes, but is not limited to, employee names, addresses, telephone numbers, e-mail addresses, emergency contact information, equal employment opportunity (EEO) demographic data, medical information, social security numbers, date of birth, employment eligibility data, benefits plan enrollment information, which may include dependent personal information, and school/college or certification credentials. Participants in company benefit plans should be aware that personal information will be shared with plan providers as required for their claims handling or record keeping needs. 

All hard copy records will be maintained in locked, secure areas with access limited to those who have a need for such access.  Certain records, such as I-9 forms and medical records, will be maintained separate from general personnel records whether maintained electronically or hard copy.

If an employee becomes aware of a material breach in maintaining the confidentiality of employee personal information, the employee should report the incident to a representative of the human resources department. The human resources department has the responsibility to investigate the incident and take corrective action. Please be aware that a standard of reasonableness will apply in these circumstances.