Privacy Notice for Job Applicants

1. Information We Collect During Hiring

  • Identifiers: Name, email, phone number, physical address
  • Professional History: Resume/CV, work experience, education, certifications, references
  • Assessments: Skills tests, interview notes, candidate evaluations
  • Background Checks (post-offer): Criminal history, employment verification, driving records (where role-relevant)
  • Voluntary Disclosures: Disability/accommodation requests, EEO-1 demographic data (optional)

2. How We Collect This Information

  • Directly from you: Applications submitted via email, our website, or third-party job boards (e.g., Indeed)
  • From references: Only after obtaining your written consent
  • From background check providers: Conducted only after a conditional job offer
  • Public sources: Professional licenses, LinkedIn profiles

3. How We Use Applicant Data

  • Assess qualifications for specific roles
  • Communicate about interview scheduling, updates, and outcomes
  • Conduct legally required background/driving record checks (for applicable roles)
  • Comply with EEOC, OSHA, FMLA, and other employment laws
  • Improve our recruitment processes (aggregated/anonymized data only)

4. Data Sharing

  • Internally: HR team, hiring managers, department leaders
  • Third parties: Background check vendors (e.g., [Provider Name]), IT/HR software providers (e.g., Paylocity)
  • Legal requirements: Disclosures to government agencies as mandated by law

We do not sell applicant data or use it for marketing.

5. Data Retention

  • Hired candidates: Added to employee records per our HR data policy
  • Unsuccessful applicants: Data deleted after 2 years unless you consent to longer retention for future roles
  • Background checks: Retained only as required by FCRA (7 years)

6. Your Rights

  • Request access to your application file
  • Correct inaccuracies in your data
  • Withdraw your application (data processed prior to withdrawal remains)
  • Request deletion of application data (exceptions apply for legal compliance)

To Exercise Rights:
Email: ktaylor@vinylkraft.com
Mail: HR Privacy Request, 3404 Rhodes Ave., New Boston, OH 45662


7. Security Measures

  • Encrypted storage of digital records
  • Limited physical access to paper files
  • Annual HR staff training on data handling

Legal Basis for Processing: Compliance with employment laws and legitimate interest in hiring qualified personnel. Background checks require separate consent.