Purpose:
The Company is dedicated to protecting the personal security and privacy of all employees. In the ordinary course of its business, and for a variety of legitimate business reasons, the Company may collect and store personal information about its employees, including all or any part of an employee’s social security number (“SSN”), in hard copy or digital storage.
This Policy applies to all employees of the Company.
Policy:
The Company takes measures to prevent the unauthorized disclosure of your personal employee information, including without limitation:
· Ensuring the confidentiality of all personal employee information;
· Prohibiting unlawful or unauthorized disclosure of personal employee information;
· Limiting the number of people with access to personal employee information and the circumstances under which information may be accessed;
· Ensuring the proper disposal of documents (hard copy or electronic) that contains personal employee information; and
· Disciplining any employee who violates this Policy.
The Company, and every one of its employees with access to personal employee information, will maintain the security and confidentiality of every document containing such information. This means, at a minimum, that the Company’s Human Resources Department will maintain all employee files under lock, and that any access to electronic files containing all or any part of any personal employee information will be password protected.
The Company restricts access to any document displaying an employee’s personal information to those with a legitimate business need to access those documents. Access to these documents by anyone other than the Company’s Human Resources Department must be specifically authorized. Documents containing an employee’s personal information will be disposed of appropriately.
Nothing in this Policy is intended to modify an employee’s right to access their own personnel file, as permitted by the Company’s policies and the law. Nor does this Policy prohibit the use of an employee’s personal information where the use is authorized by State or federal statute, rule, regulation, court order, or pursuant to legal discovery or process.
Violations of this Policy will result in disciplinary action up to and including termination of employment. Violators may also be subject to civil and criminal penalties authorized by applicable State or federal law.
1. Employee
Employees are responsible for complying with and understanding this Policy.
2. Human Resources
The Human Resources Department is responsible for maintaining and overseeing the application and interpretation of this Policy.
3. Supervisors/Managers
Supervisors/managers are responsible for the implementation of this Policy, including fully understanding and implementing this Policy.
This Policy may be modified at any time by the Company to reflect any necessary changes, including updated amendments to the law or other changes. This Policy replaces and supersedes any and all previous privacy policies. Neither this Policy, employment with the Company, nor other policies or procedures shall be construed as constituting a promise from or employment contract with the Company, either express or implied, or an alteration of the Company’s at-will policy when applicable.