Section 10: Employee and Candidate Privacy Policy

The Company values and respects the privacy of its employees, job applicants, and candidates. Protecting personal information is an important responsibility, and the Company complies with all applicable federal, state, and local privacy and data protection laws.

Scope

This policy applies to all employees, job applicants, interns, contractors, and candidates whose personal information is collected, stored, or processed by the Company in connection with employment, recruitment, or business operations.

Collection of Information

The Company may collect personal information such as:

• Contact details (name, address, phone number, email)
   
• Employment history, qualifications, and references
   
• Background screening results, if applicable
   
• Payroll and benefits information
   
• Performance, training, and attendance records
   
• Internet, email, and electronic system usage (for security and operational purposes)
   

Personal information is collected directly from employees and applicants, or from authorized third parties such as references, insurers, or service providers.

Use of Information

The Company uses personal information to:

• Recruit, hire, and onboard employees
   
• Administer payroll, benefits, and workplace programs
   
• Manage performance, training, and career development
   
• Comply with legal obligations (e.g., tax, employment law, EEO reporting)
   
• Maintain workplace safety and security
   
• Conduct legitimate business operations, including the use of AI tools such as meeting transcription and note-taking assistants, where applicable
   

Disclosure of Information

Personal information may be shared only with:

• Authorized managers, supervisors, and People & Culture staff with a legitimate business need
   
• Service providers (e.g., payroll processors, benefits carriers, background check vendors)
   
• Government agencies as required by law
   
• Other third parties with the employee’s consent or as permitted by law
   

The Company does not sell employee or candidate personal data.

Data Security and Retention

The Company maintains safeguards to protect personal information against unauthorized access, disclosure, or misuse. Records may be stored electronically and/or physically. Personal data will be retained only as long as necessary to meet business needs or comply with applicable laws.

Transparency and Monitoring

To support safety, security, and operational efficiency, the Company may use video or audio surveillance in its facilities, and may use AI meeting assistants (e.g., Google Meet, Zoom, Microsoft Teams) to capture notes or transcripts. Employees will be informed when such tools are in use.

Rights and Questions

Employees and applicants may request access to their personal information, request corrections, or raise questions about this policy by contacting the People & Culture Department.

Non-Retaliation

The Company prohibits retaliation against anyone who in good faith raises privacy concerns or exercises rights under this policy.