The Partnership for Children of Cumberland County (“PFC,” “we,” “us,” or “our”) is committed to protecting the privacy and security of individuals who apply for employment with our organization. This Applicant & Candidate Privacy Policy explains how we collect, use, disclose, and protect personal information obtained through our recruitment, hiring, and onboarding processes, including information collected through our online applicant tracking system.
1. Scope of This Policy
This policy applies to individuals who:
- Visit our careers page
- Apply for employment with PFC
- Participate in our recruitment, interview, or selection processes
- Submit information through our applicant tracking and onboarding systems
This policy does not apply to current employees, former employees, contractors, or volunteers, whose information is governed by separate policies.
2. Information We Collect
We may collect the following categories of personal information during the hiring and onboarding process:
a. Information You Provide Directly
- Name, address, email address, phone number
- Resume, cover letter, employment history, education, certifications, and references
- Application responses, writing samples, or work history details
- Voluntary self-identification information (e.g., race/ethnicity, gender, veteran status, disability status), when provided
- Any other information you choose to submit as part of your application
b. Information Collected During the Hiring Process
- Interview notes and evaluation materials
- Reference check information (where applicable)
- Background check or credential verification results, if required for the position (conducted in compliance with applicable laws)
c. Technical Information
- System login credentials
- Date/time stamps of application activity
- IP address or browser information collected automatically by the applicant tracking system
3. How We Use Your Information
We use applicant and candidate information for legitimate business and employment-related purposes, including to:
- Evaluate qualifications and suitability for employment
- Communicate with you regarding your application or candidacy
- Schedule interviews and conduct selection activities
- Meet federal, state, and local employment, reporting, and compliance requirements
- Maintain recruitment and hiring records
- Improve our recruitment and hiring practices
Providing personal information is voluntary; however, failure to provide required information may limit our ability to consider you for employment.
4. Voluntary Self-Identification Information
Any demographic or self-identification information requested during the application process is voluntary and is collected solely for equal employment opportunity (EEO), affirmative action, and reporting purposes, as required or permitted by law.
This information is:
- Not used in hiring decisions
- Maintained separately from application evaluation materials
- Accessible only to authorized personnel
5. Information Sharing and Disclosure
We do not sell or rent applicant information.
We may share information only with:
- Authorized PFC staff involved in recruitment, hiring, and compliance
- Third-party service providers that support our hiring and onboarding processes (such as our applicant tracking system), under confidentiality and data protection obligations
- Government agencies or regulators, when required by law
- Law enforcement or other parties, as necessary to comply with legal obligations or protect our rights
6. Data Storage and Security
Applicant information is stored within secure systems designed to protect confidentiality and integrity. We use administrative, technical, and physical safeguards to protect personal information from unauthorized access, disclosure, or misuse.
Access to applicant data is limited to individuals with a legitimate business need.
7. Data Retention
We retain applicant information for as long as necessary to:
- Complete the hiring process
- Comply with record-keeping and reporting obligations
- Resolve disputes or enforce our policies
If you are hired, information collected during the application process may become part of your personnel record.
8. Your Rights and Choices
You have the right to:
- Request access to the personal information you provided
- Request correction of inaccurate information
- Withdraw your application at any time
Requests may be subject to legal and operational limitations.
9. Changes to This Policy
We may update this Applicant & Candidate Privacy Policy from time to time. Updates will be posted with a revised effective date. Continued participation in the application process after updates constitutes acceptance of the revised policy.
10. Contact Information
If you have questions about this policy or our hiring privacy practices, please contact:
Human Resources
Partnership for Children of Cumberland County
aramos@ccpfc.org