Policy 5.56

Policy Title: Privacy Policy for Candidate and Employee Information

Policy Implementation Date: 5/1/25

Definitions: 

Purpose:  The purpose of this policy is to inform all staff of OWC’s policy regarding privacy with candidates and employee’s information.

Policy: Opportunity Works Connecticut, Inc. is committed to protecting the privacy and security of personal information collected from job candidates and employees. This Privacy Policy explains how we collect, use, store, and protect personal information, and your rights related to that information.

Procedure:

1. Information We Collect

We may collect the following categories of personal information from candidates and employees:

For Candidates:

• Full      name, contact information (email, phone, address)
• Resume/CV,      cover letter, references
• Employment      and education history
• Interview      notes
• Assessment      results
• Government-issued      ID (where legally permitted)
• Background      check and right-to-work documentation

For Employees:

• Personal      identification and contact information
• Social      security number/tax ID
• Banking      details (for payroll)
• Emergency      contact information
• Employment      contract, salary, and benefits data
• Time      and attendance records
• Performance      evaluations
• Disciplinary      and grievance records
• Health      and leave information (where relevant)

 

2. How We Use Your Information

We use the collected information to:

• Manage      recruitment and hiring processes
• Conduct      interviews, background checks, and references
• Maintain      employment records and administer payroll
• Provide      employee benefits and manage HR systems
• Monitor      performance and support development
• Ensure      workplace safety and legal compliance

 

3. Data Storage and Security

We store personal information in secure, access-controlled systems, including:

• Encrypted cloud-based HR OWC is      contracted with Paylocity and      Vertikal 6 for IT services.
• Secure      internal servers with multi-factor authentication
• Locked      physical filing cabinets for paper-based records

We implement technical and organizational measures to protect data, including:

• Encryption      in transit and at rest
• Role-based      access controls
• Regular      security audits and employee training
• Data      retention policies that ensure records are deleted when no longer needed

 

4. Data Sharing and Transfers

We may share your personal data with:

• Authorized      personnel (e.g., HR, IT, legal)
• Third-party      service providers for payroll, benefits, and recruitment services
• Legal      or regulatory authorities when required by law

We do not sell or rent personal data to third parties.

 

5. Data Retention

• Candidate      data is retained for [e.g., 12 months] unless consent is given for a      longer period.
• Employee      data is retained for [e.g., 7 years] after termination in accordance with      legal requirements.

 

6. Your Rights

You may have rights to:

• Access      or request a copy of your data
• Correct      inaccurate information
• Request      deletion of your data
• Object      to or restrict processing
• Withdraw      consent (where applicable)

To exercise these rights, contact us at: [Insert email/contact form]

 

7. Contact Information

If you have questions about this policy or our data handling practices, contact:

Data Protection Officer
Jon Lambert

860-454-4016

 jlambert@owct.org
45 W. Main Street

Vernon, CT 06066