Candidate Privacy Policy  

Scope and Purpose 

Adventure Science Center (“the Organization,” “we,” “our,” or “us”) is committed to protecting the privacy and security of personal information collected in connection with its recruitment and hiring processes. 

This Candidate Privacy Policy describes how we collect, use, disclose, and retain personal information submitted through our applicant tracking system, Paylocity Recruit, and applies to all individuals who apply for employment with the Organization. 

Categories of Personal Information Collected 

We may collect the following categories of personal information: 

• Identifiers: Name, address, email address, telephone number, and other contact details  
• Professional Information: Resume/CV, employment history, compensation history (where voluntarily provided), references, and qualifications  
• Education Information: Academic history, certifications, and licenses  
• Sensitive Personal Information: Background check information, where permitted by applicable law and obtained with appropriate authorization  
• Equal Employment Opportunity Data: Voluntary self-identification information (e.g., race, gender, veteran status, disability status), where applicable  
• System and Usage Data: Information collected through the application platform, including login credentials and activity within the system  

We collect this information directly from candidates or from third parties such as references or background check providers. 

Purposes for Processing Personal Information 

We process candidate personal information for legitimate business purposes, including: 

• Assessing qualifications and eligibility for employment  
• Communicating with candidates regarding job opportunities and application status  
• Conducting interviews, evaluations, and pre-employment screenings  
• Performing background checks in compliance with applicable law  
• Maintaining records related to recruitment and hiring decisions  
• Complying with legal, regulatory, and reporting obligations  

We do not process personal information for purposes that are incompatible with these objectives without obtaining additional consent where required. 

Legal Basis for Processing 

Where applicable, our processing of personal information is based on: 

• The necessity of processing to take steps at the request of the candidate prior to entering into an employment relationship  
• Compliance with legal obligations  
• The Organization’s legitimate interests in recruiting and hiring qualified personnel  

Disclosure of Personal Information 

We may disclose personal information to the following categories of recipients: 

• Internal personnel involved in recruitment and hiring decisions  
• Service providers that support our recruitment operations, including Paylocity  
• Background screening providers, where applicable and authorized  
• Government authorities or regulators, where required by law  

All third-party service providers are contractually obligated to safeguard personal information and use it only for authorized purposes.  We do not sell personal information. 

Data Security 

We implement reasonable and appropriate administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. 

Access to candidate information is restricted to individuals with a legitimate business need. 

Data Retention 

We retain personal information only for as long as necessary to: 

• Fulfill the purposes outlined in this policy  
• Comply with applicable legal and regulatory requirements  
• Defend against potential legal claims  

Unless otherwise required by law, candidate data may be retained for a period consistent with applicable record retention obligations and then securely deleted or anonymized. 

Tennessee-Specific Privacy Notice 

For candidates residing in Tennessee: 

• We maintain reasonable security procedures to protect personal information, consistent with the Tennessee Identity Theft Deterrence Act.  
• In the event of a data breach involving personal information, we will provide notice in accordance with Tennessee law, including notification to affected individuals without unreasonable delay, as required.  
• Social Security numbers and other sensitive identifiers, if collected, will be protected and used only as permitted by law.  

Tennessee law does not currently provide a comprehensive consumer data privacy rights framework comparable to certain other states; however, we will honor reasonable requests to access, correct, or delete personal information where feasible and consistent with legal obligations. 

Your Rights and Choices 

Subject to applicable law, candidates may: 

• Request access to the personal information we maintain about them  
• Request correction of inaccurate or incomplete information  
• Request deletion of personal information, subject to legal and operational requirements  
• Withdraw their application at any time  

Requests may be submitted using the contact information below. 

Third-Party Platforms 

Our recruitment process is administered through third-party systems, including Paylocity Recruit.  These platforms process personal information on our behalf and are required to maintain appropriate safeguards. 

Updates to This Policy 

We reserve the right to update this policy at any time. Updates will be posted with a revised effective date. 

Contact Information 

For questions or requests regarding this policy or our data practices, please contact: 

Adventure Science Center 

Rachel Fields, Director of Human Resources 

800 Fort Negley Boulevard 

Nashville, TN 37203 

hr@adventuresci.org 

615-401-5085