HavenRise Academy – Candidate & Applicant Privacy Policy

Last Updated: [Insert Date]

HavenRise Academy of Jacksonville, LLC (“HavenRise,” “we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of all individuals who apply for employment with our organization. This Candidate & Applicant Privacy Policy explains how we collect, use, disclose, and protect personal information submitted through our careers website, job application forms, interview-scheduling tools, and other recruiting systems, including Paylocity.

By submitting an application or otherwise providing your information during the hiring process, you acknowledge that you have read and understand this Privacy Policy.

1. Information We Collect

We may collect the following categories of information when you apply for a position:

Personal Identifying Information

• Full name
• Address, phone number, and email 
• Social security number (if required for pre-employment checks) 
• Date of birth (if required for regulatory or background purposes)

Employment & Educational Information

• Work history and résumé details 
• Certifications, licenses, degrees, and qualifications 
• Professional references

Voluntary Demographic Information (Optional)

• Gender, race/ethnicity, veteran status, or disability status (submitted voluntarily and not used in hiring decisions)

Assessment, Scheduling, and Interview Information

• Responses to screening questions 
• Assessment results (if applicable) 
• Availability and scheduling preferences

Background Screening Information

Only after a conditional offer is made and with your written authorization:

• Criminal background checks
• Employment and education verifications
• License and certification verifications
• Level 2 background check results (as required by Florida law and AHCA)

Technical Information

• IP address or device information when you use our online application tools
• Cookies or tracking tools used by Paylocity’s platform to improve functionality
   

2. How We Use Your Information

We use your information only for legitimate business purposes related to recruiting and hiring, including to:

• Review your qualifications and process your application 
• Communicate with you about your application status 
• Schedule interviews and assessments 
• Conduct legally required verifications and background checks 
• Evaluate candidates and make hiring decisions 
• Maintain records for compliance, audit, and reporting 
• Improve our recruiting processes and candidate experience
   

We do not sell or rent applicant information.

3. How We Share Your Information

We may share your information only with:

• Paylocity, which provides our recruiting and HR management platform
• Background check vendors, solely for required screenings after a conditional offer and with your authorization
• Professional references you identify
• Regulatory or licensing bodies, when required for verification or legal compliance
• Internal hiring managers and HR personnel directly involved in the recruitment process
   

We do not share applicant data with third parties for marketing or unrelated purposes.

4. How Long We Retain Your Information

We retain applicant information only as long as needed for:

• The hiring process
• Legal, regulatory, and record-keeping requirements (e.g., state and federal employment laws) 
• Future employment consideration, if applicable
   

You may request deletion of your candidate profile unless retention is required by law.

5. How We Protect Your Information

We use administrative, technical, and physical safeguards to protect applicant information, including:

• Secure, access-restricted HR systems
• Encryption on systems that store sensitive data
• Limited access for HR and hiring managers
• Compliance with state and federal regulations, including HIPAA where applicable (though most applicant data is not PHI)
   

6. Your Rights as a Candidate

Depending on your location, you may have the right to:

• Request access to the information you submitted
• Request corrections to inaccurate information
• Request deletion of your candidate profile (subject to legal obligations)
• Withdraw your application at any time
• Decline to provide optional demographic information
   

To exercise these rights, please contact us at:
Sholt@HavenRiseAcademy.com 

7. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on our careers website with a revised “Last Updated” date.

8. Contact Us

If you have questions about this Privacy Policy or the way your information is used, please contact us:

HavenRise Academy – Human Resources
Email: Sholt@HavenRiseAcademy.com