The Massage Studio Recruitment Privacy Notice

Effective date May 30th, 2025. Last reviewed

The Massage Studio (“The Company”) is committed to respecting your privacy and protecting your personal data. We define personal data broadly as information that directly identifies an individual or that makes an individual identifiable when combined with other information.

This Recruiting Privacy Notice (“Privacy Notice”) describes how we handle and protect your personal data in connection with The Company’s recruiting processes and programs. In case of a conflict between this Privacy Notice and applicable law, applicable law will govern.

This Privacy Notice only applies to the personal data of job applicants, potential candidates for employment, and those who participate in our recruiting programs and events.

By submitting your personal data to us, you acknowledge that:

You have read and understood this Privacy Notice and agree to the use of your personal data as set out herein.

You are not required to provide any requested information to us, but your failure to do so may result in our not being able to continue your candidacy for the job for which you have applied.

All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.

This Privacy Notice does not form part of any contract of employment offered to candidates hired by The Massage Studio.

Personal data we collect

We usually collect personal data directly from you when you apply for a role with us through our online application process, such as your name, address, contact information, work and educational history, achievements, identity documents, any information that may be required due to legal requirements (e.g. residence or work permits) and other categories of data that you voluntarily decide to share with us. We also collect data about you which is created by our recruiting personnel in the course of their interactions with you during the recruiting process or through your participation in our interactive onboarding tools. Where permitted by law, we may collect photographs, including those obtained during our recruiting events or as part of the recruiting process itself. If you receive an offer from us, we may then conduct a background check and, to the extent permitted by applicable law, we may also collect data related to criminal offences and proceedings. We also collect similar personal data about you from third parties, such as the Ohio State Medical Board, professional recruiting firms, your references, prior employers, The Massage Studio employees with whom you have interviewed or who recommended your candidacy, and, to the extent permitted by applicable law, employment background check providers. We may also collect personal data about you online to the extent that you have chosen to make this information publicly available on professional social media websites. For example, we may find your profile on LinkedIn and contact you about suitable roles.

Sensitive personal data is a subset of personal data that includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, and other categories as prescribed by law. We may collect sensitive personal data about a candidate to the extent permitted or required to do so by applicable laws (e.g., U.S. equal opportunity laws) and to support our efforts to create an inclusive and diverse work environment. Under limited circumstances and to the extent permitted by applicable law, we may also collect sensitive personal information relating to health and medical characteristics, , to address our public health and workplace safety obligations, to provide reasonable accommodations to facilitate the interview process (in case of disabilities) and to protect the Firm and its employees, clients, and third parties.

Use of your personal data

We collect and use your personal data for legitimate human resources and business management reasons, including:

identifying and evaluating candidates for potential employment, as well as for future roles that may become available;

maintaining records in relation to recruiting and hiring;

ensuring compliance with legal requirements, including those relating to public health and workplace safety;

if you receive an offer from us, conducting background checks, including, to the extent permitted by applicable law, criminal history checks;

protecting our legal rights to the extent authorized or permitted by law; and

protecting the workplace and communicating with medical professionals, law enforcement, or other public authorities in the event of an emergency or public health event, such as when the health or safety of you or one or more individuals may be endangered.

We may also use your personal data for The Company’s analytics purposes, including in an aggregated/pseudonymized form, to improve our recruitment and hiring process and augment our ability to attract successful candidates.

Legal basis for processing your personal data

Our processing of your personal data for the purposes mentioned above is based in one or several of the following legal grounds:

in part, on our legitimate business interests in evaluating your application to manage our relationship with you, to ensure that we recruit appropriate employees, and to evaluate and maintain the efficacy of our recruiting process more generally; and in operating our business and protecting the Company and its employees, clients, and third parties. When we rely on this legal ground, The Massage Studio will only process your personal data after assessing the adequacy, proportionality, and legitimacy of the data processing activity

in part, on our complying with applicable law with regard to personal data necessary to satisfy our legal and regulatory obligations, including with regard to public health and workplace safety;

in part, on your consent, if we offer you the opportunity to participate in our optional recruiting programs or if we collect sensitive personal data for legally permitted purposes other than compliance with our legal obligations regarding public health and workplace safety.

Background screening

If you receive an offer from us, we may conduct a background check on you or instruct a third party to do so on our behalf. Background screening will only be done where permitted by the law applicable to the location where the position is located and to the extent necessary and proportionate to the role that you are being offered. A background check will only involve criminal background data to the extent permitted by law. Our legal basis for background screening is our need to perform pre-employment measures related to establishing our employment relationship. If a background screening is required, you may be contacted by a third-party background screening service provider to request authorization for the release of your information, and at that time, you will be provided with further information about the process and what personal data it might involve.

Data recipients

Your personal data may be accessed by interviewers working in the location where the position for which you are applying is based. Individuals performing administrative functions and Paylocity personnel may also have access on a need to know basis to your personal data to the extent necessary to perform their jobs. We use a third-party service provider to provide a recruiting and human resource software system.

Except to the extent necessary to accomplish the Massage Studio's uses and purposes described in this Privacy Notice, we do not disclose your personal data to third parties. We also prohibit our service providers from using your personal data for non-Massage Studio purposes. We do not otherwise share or sell your personal data to third parties.

In addition, we may disclose or transfer your personal data in the event of a merger, sale, joint venture, or other transfer or disposition of all or any portion of our business.

Data retention

If you accept an offer of employment with us, any relevant personal data collected during your pre-employment period will become part of your personnel record and will be retained.

If we do not employ you we may nevertheless continue to retain your personal data for system administration purposes, and to consider you for potential future roles.

Security

Only authorized personnel of The Massage Studio and of our third-party service providers are permitted to access personal data, and these employees and third-party service providers are required to treat this information as confidential. Despite these precautions, we cannot guarantee that unauthorized persons will not obtain access to your personal data.

Contacts

If you have any questions about this Privacy Notice, please contact us at 513-500-7813.

The Massage Studio reserves the right to modify this Privacy Notice as required by changes to our business processes or applicable law. We will post any changes to our Privacy Notice on this page. Please check this page regularly to keep up-to-date.