Privacy Policy for Job Applicants
Effective Date: June 26, 2025
American Institutional Management Services Inc. (“AIMS”, “we”, “our”, or “us”) is committed to protecting the privacy of individuals who apply for employment with us. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you apply for a position at AIMS through our website, job application forms, scheduling portals, or affiliated platforms such as Paylocity.
By submitting your application and related information, you acknowledge that you have read, understood, and agree to the practices outlined in this policy.
When you apply for a position with AIMS, we may collect the following categories of information:
- Identifying Information: Name, date of birth, address, phone number, email address
- Employment and Education History: Resume/CV, cover letter, references, transcripts, licenses/certifications
- Voluntary Disclosures: Race, ethnicity, veteran status, disability status (as required for EEO compliance)
- Interview Data: Notes from interviews, interview recordings, assessments, scheduling preferences
- Technical Information: IP address, device/browser type (when using our online application platforms)
- Background Screening Information: Subject to your authorization, background checks, drug screening, fingerprint results
We use your information to:
- Evaluate your qualifications and eligibility for employment
- Communicate with you about your application or interview schedule
- Maintain internal records and comply with legal obligations
- Conduct background checks (if authorized by you)
- Improve our hiring and human resources practices
We process your data under the following legal bases:
- Consent: When you voluntarily provide information or authorize a background check
- Legitimate Interest: To evaluate your suitability for employment and to manage recruitment processes
- Legal Obligation: To comply with applicable employment, education, and data protection laws
We may share your information with:
- Internal Staff: HR personnel, hiring managers, and relevant administrative staff
- Service Providers: Vendors supporting recruitment (e.g., background screening, IT services)
- Government Agencies: If required by law or for regulatory reporting purposes
We do not sell your personal information to third parties.
If your application is unsuccessful, we will retain your information for up to three years for audit, compliance, or future recruitment considerations unless a longer period is required by law. If you are hired, your information becomes part of your employee record and will be retained per our employee data retention policy.
We implement technical and organizational measures to protect your information from unauthorized access, disclosure, or misuse. These include secure platforms (e.g., Paylocity), encrypted communications, and access restrictions based on role.
Depending on your state’s privacy laws, you may have the right to:
- Access or request a copy of the data we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your data, subject to legal exceptions
- Withdraw consent where applicable
To exercise any of these rights, please contact us using the information below.
We may use cookies or tracking tools on our recruitment site to improve functionality and user experience. You can manage your cookie preferences through your browser settings.
Our recruitment system may link to external job boards or services. This Privacy Policy does not apply to third-party websites. Please review their privacy policies before submitting information.
We may update this policy from time to time. Updates will be posted on our careers site or Paylocity portal with the effective date clearly indicated.
If you have any questions about this Privacy Policy or our use of your personal data, please contact:
American Institutional Management Services Inc.
Attn: Human Resources Department
5808 Schaefer Rd, Dearborn, MI 48126
Email: hr@aimsus.com