SBWIB, Inc. – Employee & Applicant Privacy Notice

Last Updated: April 16, 2025


           South Bay Workforce Investment Board, Inc. ("SBWIB", "we", "our", or "us") values the privacy of all individuals whose personal information is collected in connection with our employment, recruiting, HR, payroll, and benefit systems. This notice applies to all job applicants, employees, interns, and contractors, regardless of work location.

 

1. Categories of Personal Information We Collect

 We may collect the following categories of personal information:

  • Identifiers: Name, mailing address, phone number, email address, Social Security Number (SSN), date of birth, and government-issued IDs.
  • Professional or Employment Information: Job title, application materials, resume/CV, employment history, references, certifications, training records, evaluations, and disciplinary records.
  • Demographic Information: Gender, race/ethnicity, veteran status, disability status (if voluntarily disclosed or required for reporting).
  • Financial and Payroll Information: Bank account numbers, tax withholding elections (e.g., W-4), wage and salary data, garnishments, and benefit selections.
  • Health and Leave-Related Information: Data related to employee leave (e.g., sick, FMLA, disability, workers’ comp, pregnancy, COVID-19), as needed to administer programs or comply with legal requirements.
  • HR System & Digital Activity: User account information, login times, system access, timekeeping entries, performance management system activity, and training completions.
  • Emergency Contact & Beneficiary Info: Names and contact details for individuals you list for emergency purposes or benefit assignments.

2. Purposes for Collection and Use

We collect and use your information to support our business operations and fulfill legal obligations, including but not limited to:

  • Recruiting and hiring
  • Verifying employment eligibility
  • Administering payroll, timekeeping, and benefits
  • Managing leave of absence and accommodations
  • Conducting background checks or pre-employment screenings
  • Facilitating performance reviews, promotions, or disciplinary actions
  • Ensuring workplace safety and compliance
  • Communicating important HR and company updates
  • Responding to legal obligations, audits, or investigations

3. Data Retention

SBWIB retains employee and applicant information only as long as needed to fulfill employment-related purposes and legal or regulatory obligations. Retention timelines vary depending on the type of record and applicable laws.

 

4. Information Sharing

We may share your information with:

  • Government agencies (e.g., IRS, state tax boards, labor departments)
  • Payroll and benefits vendors (e.g., Paylocity, insurance providers)
  • Background check companies, auditors, and consultants
  • Legal counsel, when necessary
  • Other parties, as required by law or with your consent
  • We do not sell your personal information for commercial gain.

5. Your Rights & Questions

Employees and applicants may have the right to access, update, or request correction of their personal information. These rights may vary depending on your state of residence and applicable laws.

 

For questions or requests related to your data, contact:

📧 hr@sbwib.org

📞 (310) 970-7700