Privacy Policy for Job Applicants

Effective Date: 5/30/2025
Last Updated: 5/30/2025

Introduction

Active/Balanced Healthcare Receivables, LLC ("we," "our," or "us") is a medical collections call center located in New Hampshire. We are committed to protecting the privacy of individuals who apply for employment with us. This Privacy Policy explains how we collect, use, store, and protect your personal information when you apply for a position with our organization through Indeed and our integrated hiring systems.

Information We Collect

Personal Information

We collect the following types of personal information from job applicants:

Contact Information:

• Full name
• Email address
• Phone number
• Mailing address
• Indeed profile information

Professional Information:

• Resume/CV uploaded through Indeed
• Cover letter
• Work history and experience
• Education and qualifications
• Professional references and contact information
• Previous employment verification
• Salary expectations

Application-Specific Information:

• Responses to Indeed application questions
• Responses to pre-screening questions
• Interview notes and evaluations
• Skills assessments related to collections and customer service
• Availability and scheduling preferences

Background and Compliance Information:

• Criminal background check results (as permitted by New Hampshire law)
• Employment eligibility verification (I-9 documentation)
• Drug screening results (if applicable to position)
• Credit check information (for positions handling financial data, as permitted by law)

Technical Information:

• Information automatically collected through Indeed's platform
• Application tracking data through our Paylocity HRIS system

Healthcare Industry Compliance Information

Given our role as a medical collections company, we may collect:

• Information about your understanding of HIPAA requirements
• Previous experience with protected health information (PHI)
• Compliance training history related to healthcare regulations

How We Collect Information

We collect information through:

• Indeed job applications and Indeed's integrated application system
• Our Paylocity Human Resources Information System (HRIS)
• Phone or in-person interviews at our New Hampshire facility
• Reference checks conducted by our HR team
• Third-party background screening services
• Pre-employment testing platforms for collections-related skills

How We Use Your Information

We use your personal information for the following purposes:

Recruitment and Selection:

• Evaluating your qualifications for on-site call center positions
• Assessing your suitability for handling sensitive medical billing information
• Conducting interviews at our New Hampshire location
• Checking references and employment history
• Verifying your ability to work in compliance with healthcare regulations
• Making hiring decisions for our 80-person workforce

Legal and Compliance Requirements:

• Complying with New Hampshire employment laws
• Meeting federal employment regulations
• Ensuring HIPAA compliance readiness for medical collections work
• Maintaining Equal Employment Opportunity records
• Conducting required background checks for healthcare-adjacent positions

Future Opportunities:

• Maintaining a candidate pool for our frequent hiring needs
• Notifying you of similar call center positions that become available
• Considering you for different shifts or departments within our facility

Legal Basis for Processing

We process your personal information based on:

• Legitimate Business Interest: To evaluate candidates for call center positions requiring HIPAA compliance
• Legal Obligation: To comply with New Hampshire employment laws and federal healthcare regulations
• Consent: For optional information such as salary expectations and future opportunity notifications
• Pre-Contract: To assess your suitability before potential employment

Information Sharing and Disclosure

We share your information with:

Internal Teams:

• HR personnel managing recruitment
• Call center supervisors and managers
• Senior leadership for final hiring approvals
• IT staff maintaining our Paylocity system

External Service Providers:

• Indeed: For application processing and candidate management
• Paylocity: Our HRIS provider for applicant tracking and onboarding
• Background screening companies: For criminal and employment verification
• Reference contacts: Provided by you for employment verification

Legal and Regulatory:

• New Hampshire Department of Labor (if required)
• Federal agencies for EEO compliance reporting
• Legal counsel when necessary for employment matters

We do not sell your personal information. All third-party processors are bound by confidentiality agreements.

Data Security

Given the sensitive nature of medical collections work, we maintain strict security measures:

• Secure integration between Indeed and Paylocity systems
• Encrypted data transmission and storage
• Access controls limiting who can view applicant information
• Regular security training for staff handling applicant data
• Secure disposal of physical application materials
• HIPAA-level security protocols for all personnel data

Data Retention

Successful Candidates:

• Information transfers to employee records in Paylocity and is retained according to our Employee Privacy Policy and New Hampshire employment record requirements

Unsuccessful Candidates:

• Application materials in Indeed and Paylocity: 2 years from application date
• Interview notes and assessments: 1 year from interview date
• Background check results: 3 years as required by FCRA
• EEO demographic data: 2 years as required by federal law

Talent Pool Candidates:

• With your consent, we retain basic contact and qualification information for 1 year for future call center openings
• You may request removal from our talent pool at any time

Your Rights Under New Hampshire and Federal Law

You have the following rights regarding your personal information:

Access: Request information about what personal data we have collected about you

Correction: Request correction of inaccurate information in our systems

Deletion: Request deletion of your information (subject to legal retention requirements)

Withdraw Consent: Remove yourself from future opportunity notifications

Fair Credit Reporting Act Rights: If we conduct background or credit checks, you will receive separate disclosure and consent forms with additional rights information

To exercise these rights, contact our HR department using the information below.

Third-Party Platforms

Indeed Integration:

• Your application is processed through Indeed's platform before importing to our Paylocity system
• Indeed's privacy policy governs their collection and initial processing of your information
• We recommend reviewing Indeed's privacy practices at indeed.com/legal

Paylocity HRIS:

• Application data is stored and managed through Paylocity's secure platform
• Paylocity maintains SOC 2 Type II compliance and other security certifications
• Data processing agreements are in place to protect your information

Medical Collections Industry Considerations

As a medical collections company, we want you to understand:

• All employees must comply with HIPAA and other healthcare privacy regulations
• Your application process includes assessment of your ability to handle protected health information appropriately
• Background checks are conducted to ensure compliance with healthcare industry standards
• Training on healthcare privacy will be required if you are hired

Contact Information

For questions about this Privacy Policy or to exercise your rights:

Human Resources Department:

• Email: [humanresources@bhrllc.com]
• Phone: 603-546-4089
• Address: Active/Balanced Healthcare Receivables, LLC
    164 Burke Street
    Nashua, New Hampshire 03060

 

Changes to This Policy

We will update this policy as needed to reflect changes in our practices, Indeed's platform, Paylocity's services, or applicable laws. Material changes will be communicated through:

• Updates on our Indeed company page
• Email notification to active applicants
• Posted notices at our New Hampshire facility

This policy applies specifically to job applicants. Current employees should refer to our Employee Privacy Policy and Employee Handbook for workplace data processing information.