Cleary Zimmermann U.S. Job Applicant Privacy Notice

Effective Date: May 29, 2025
 

This Privacy Notice (“Privacy Notice” or “Notice”) explains what personal information Cleary Zimmermann (the “Firm,” “we,” “us,” or “our”) collects from job applicants and candidates for employment (“you”), why we why we collect it, how we use and share it, and the rights you may have relating to your personal information.
 

This Notice does not apply to information we collect from visitors to our corporate website, https://clearyzimmermann.com/, from our employees, or from any interactions job applicants may have with us when acting in an individual or household capacity. To learn more about our handling of the information we collect from individuals acting in an individual or household capacity, or when visiting our 

website, please review our Website Privacy Policy. Job applicants with disabilities may access this Notice in an alternative format by contacting hr@clearyzimmermann.com.
 

This Notice solely applies to our job applicant recruiting platform, which is currently hosted at: Cleary Zimmermann Engineers - Job Opportunities. This Notice does not, however, apply to information collected by Paylocity through its website, https://www.paylocity.com/. You may read more about Paylocity’s privacy practices by visiting https://www.paylocity.com/who-we-are/protecting-our-clients/privacy-center/.
 

I. Personal Information We Collect

The Firm may collect (and may have collected during the 12-month period prior to the effective date of this 

Privacy Notice) the following categories of personal information about job applicants: 

• Full name, including first name, middle name, last name, and preferred first name.
• Contact information, including email address, mobile phone number, home phone number, and mailing address (street address, city, county, state, zip code, and country).
• Consent preferences, specifically permission to communicate via SMS/text message during the hiring process.
• Referral information, including how you heard about us and details about referring individuals, if applicable.
• Cover letter and attachments, as voluntarily submitted by you during the application process.
• Professional and employment-related information, such as work history, resume, cover letter, job application materials, academic and professional qualifications, educational records, references, and interview notes, job title, position, hire dates, compensation, performance and disciplinary records, and vacation and sick leave records.
• Education information, such as student records or other education information that is not publicly available personally identifiable information as defined in the Family Educational Rights and Privacy Act (20 U.S.C. Sec. 1232g; 34 C.F.R. Part 99).
• Internet or other electronic network activity information, such as IP address, browser type, operating system, device type, access dates and times, and interactions with our online application system.
• Inferences and profiles based on other personal information, such as information about your behavior and aptitudes for hiring purposes.
• Other information you choose to provide, such as career planning, hobbies, and interests. 

II. Sources of Personal Information

The Firm generally collects personal information: 

• Directly from job applicants, including where job applicants provide us with information relating to their family members and references;
• Automatically and indirectly from job applicants, such as though logging and analytics tools, cookies, pixel tags, and other similar technologies on our websites and information technology systems and equipment; and
• From third parties, such as job applicant references and our service providers and business partners involved in our recruitment application and evaluation processes. 

III. Retention of Personal Information

We generally retain personal information for as long as necessary to carry out the processing activities described in this Privacy Notice. We may retain personal information for a longer period of time if a longer retention period is required or permitted by applicable law, as well as our records’ retention requirements and policies. In specific circumstances, we may also retain your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges.

IV. Purposes for Using, Disclosing, and Otherwise Processing Personal Information

The Firm uses, processes, and discloses your personal information for recruitment, hiring, and retention purposes, including the uses described below.

• Recruiting and evaluating job applicants and candidates for employment. 

1. Enabling applicants to search and apply for jobs.
2. Conducting background checks.
3. Evaluating suitability, eligibility, qualifications, and fitness for duty.

• Managing the application and onboarding processes, including:

1. o Contacting and communicating with applicants.
2. o Processing new-hire paperwork and related administrative activities.

• Managing, monitoring, and securing our facilities, equipment, operations, and systems, including for safety and security purposes.
• Conducting internal audits, workplace investigations, and ensuring compliance with company policies and procedures.
• Engaging in corporate transactions involving applicant or employee records.
• Maintaining commercial insurance policies and related coverages.
• Performing workforce analytics, data analytics, benchmarking, and improving our recruitment and employment practices.
• Managing litigation, disputes, legal inquiries, exercising or defending our legal rights, andprotecting the rights, property, or safety of our company, employees, affiliates, clients, contractors, and others.
• Responding to applicant inquiries, communications, or requests.
• Complying with applicable laws, regulations, rules, legal obligations, and responding to requests from law enforcement or governmental agencies.

V. Applicant Images

At any time and without further notice we may obtain an image of you, including by taking your photograph during your job interview with us or, if you conduct a video interview with us, a screenshot of the screen that evidences your appearance (the “Image”). The Image will be used solely for the purpose of verifying your identity during onboarding if you are selected for the role, and may be used for comparison purposes thereafter for ongoing identity verification. Where required by law, we will not use the Image for any purpose beyond identity verification unless we obtain your further consent. The processing of your image is required to ensure compliance with our internal security measures and to protect our organization and employees.
 

VI. Disclosure of Personal Information for a Business Purpose

We generally disclose the categories of personal information listed above in Personal Information We Collect to the following categories of entities for business or commercial purposes: 

1. To our service providers, such as IT and platform vendors; human resources SaaS solutions, such as Paylocity; security and monitoring vendors; data analytics providers; auditors, accountants, outside legal counsel, and other professional advisors; contractors; suppliers; designated agents; and other professional service providers, such as those offering fraud detection, identity verification, background screening, and similar services, and;
2. To other third parties, such as regulatory and governmental authorities, law enforcement, or other entities in response to legal process, compliance obligations, or regulatory reporting; to potential buyers or investors (and their agents or advisors) in connection with mergers, acquisitions, reorganizations, dissolution, liquidation, or other forms of business transactions involving the transfer of stock or assets; and other third parties when disclosure is reasonably necessary for ordinary business purposes associated with our operations and services.

VII. Change to this Notice

We may update this Notice to reflect the changes in our privacy practices at any time and without prior notice to you. When we do so, we will update the Effective Date above. We encourage you to periodically review this Notice for the latest information on our privacy practices.

VIII. Contact

If you have any questions or concerns regarding this Privacy Notice or our collection of your personal information, please contact us at 210-447-6100 or hr@clearyzimmermann.com