Candidate Privacy Policy

 

Introduction

This Privacy Policy describes how we collect, use, store, and protect the personal information of job candidates during our hiring process. We are committed to ensuring that your privacy is protected and that you know how your information is handled.

Information We Collect

We collect personal information that you voluntarily provide to us when applying for employment, which may include:

• Contact information (name, address, email address, phone number)
• Professional experience, education, and qualifications
• Skills, certifications, and licenses relevant to the position
• Employment history and references
• Any additional information you choose to provide in your resume, cover letter, or application form

How We Use Your Information

Your personal information will be used solely for:

• Evaluating your qualifications and suitability for the specific role you have applied for
• Assessing your experience against the role's requirements and preferred qualifications
• Communicating with you about your application and scheduling interviews
• Making hiring decisions based on your fit for the position
• Maintaining records of our hiring process for internal reporting and legal compliance

Background Checks

Background checks will only be requested as needed after a conditional job offer has been made and only if required based on the specific role. Before conducting any background check, we will:

• Notify you of our intention to conduct a background check
• Obtain your explicit consent before proceeding
• Provide information about the scope and nature of the background check

Data Storage and Security

All candidate information will be securely stored in the Paylocity system, which employs appropriate security measures including:

• Secure login protocols and access restrictions
• Data encryption standards
• Regular security updates and monitoring
• Restricted access is limited to authorized personnel involved in the hiring process

Information Sharing

We do not share your personal information with any third parties except:

• When you have explicitly requested and approved the sharing of your information (such as for background check purposes)
• As required by law or legal process
• With service providers who help us manage our hiring process (who are bound by confidentiality obligations)

Data Retention

We will retain your personal information only for as long as necessary to:

• Complete the hiring process for the position you applied for
• Comply with legal requirements regarding employment records
• Consider you for future opportunities with your consent

Typically, we retain candidate information for 12 months after the conclusion of the hiring process unless you request deletion earlier or consent to longer retention.

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Your Rights

As a job candidate, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information (unless we are required to retain it by law)
• Withdraw your consent for us to use your information for future opportunities
• Ask questions about how your information is being handled

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify candidates of any material changes to this policy.

Contact Information

If you have any questions or concerns about this Privacy Policy or our handling of your personal information, please contact:

Dix.Hite Attn: Human Resources 

May 1st 2025