Notice of Privacy Policy for Job Application and Hiring Process


Last Updated: 12/22/2025


This Privacy Policy describes how Justus Property Management, Inc ("we," "us," or "our") collects, uses, discloses, and protects personal information obtained through the application and hiring process of our payroll and human resources system (Paylocity). This policy applies to job applicants, candidates, and others who submit information during the application and hiring process. 

  

1. Information We Collect

Through the application and hiring process, we may collect the following types of personal information:

  • Identification Information: Name, address, email address, phone number, and other contact details.
  • Employment & Application Information: Resume, cover letters, employment history, education, certifications, licenses, references, and job preferences.
  • Pre-Employment Information: Interview notes, assessments, work authorization status, and eligibility to work.
  • Background & Screening Information: Where permitted by law, background check results, drug screening results, or other pre-employment screening information.
  • System & Usage Data: Login credentials, IP address, device information, timestamps, and activity logs related to use of the Recruiting Module.

We collect only information that is reasonably necessary for recruiting, hiring, and employment-related purposes.

  

2. How We Use Information

Personal information collected through the application and hiring process is used for the following purposes:

  • To evaluate qualifications and suitability for employment
  • To communicate with applicants regarding job opportunities, interviews, and      hiring decisions
  • To conduct background checks and other pre-employment screenings, where      authorized
  • To comply with legal, regulatory, and recordkeeping requirements
  • To improve and administer our recruiting, payroll, and HR systems
  • To protect the security and integrity of our systems

3. Accuracy of Information You Provide

You are responsible for the information you provide to Justus Property Management, Inc and ensuring that it is honest, truthful, accurate, and not misleading in any way. 

  

4. Legal Basis for Processing

We process applicant personal information based on one or more of the following, as applicable:

  • The applicant’s consent
  • Steps necessary to enter into an employment relationship
  • Compliance with legal obligations
  • Our legitimate business interests in recruiting and hiring qualified employees

  

5. Information Sharing and Disclosure

We do not sell applicant personal information. We may share information only as necessary and permitted by law, including:

  • Internal Access: Authorized employees involved in recruiting, HR, payroll, and management.
  • Service Providers: Third-party vendors that support recruiting, payroll processing, background checks, or system hosting, under confidentiality and data protection obligations.
  • Legal Requirements: Government agencies or other parties when required by law, subpoena, court order, or regulatory obligation.
  • Corporate Transactions: In connection with a merger, acquisition, or reorganization, subject to appropriate safeguards. 

6. Data Retention

Applicant information is retained in accordance with applicable federal, state, and local laws, and our internal record retention policies. Information may be retained for a period after the hiring decision for compliance, auditing, and legitimate business purposes.

  

7. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. Access to the application and hiring process is restricted to authorized users based on job responsibilities.

  

8. Applicant Rights

Depending on applicable law, applicants may have the right to:

  • Access  or request a copy of their personal information
  • Request correction of inaccurate or incomplete information
  • Request deletion of personal information, subject to legal retention requirements
  • Withdraw consent where processing is based on consent

Requests may be submitted using the contact information below.

  

9. Equal Employment Opportunity

Information collected through the application and hiring process is used in a manner consistent with equal employment opportunity laws. Hiring decisions are not based on protected characteristics as defined by applicable law.

  

10. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted and will be effective as of the last updated date.

  

11. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact:

Justus Property Management, Inc
317-834-4756