EMPLOYEE PRIVACY POLICY
Blue Peak Tents, Inc.
Effective Date: April 30, 2025
Last Updated: April 30, 2025
Blue Peak Tents, Inc. ("Blue Peak," "we," "our," or "us") is committed to protecting the privacy and security of the personal information of its employees, applicants, and contingent workers (collectively, "you"). This Employee Privacy Policy ("Policy") describes how we collect, use, store, share, and protect personal information in connection with your employment or application for employment, including information processed through our human resources information system, Paylocity.
This Policy applies to all current employees, former employees, job applicants, and contingent workers of Blue Peak Tents, Inc., located at 1020 Olympic Dr, Batavia, IL 60510.
We collect and process the following categories of personal information through Paylocity and related HR systems:
Identification and Contact Information
• Full legal name, preferred name
• Home address, personal email address, personal phone number
• Date of birth, Social Security Number (SSN)
• Government-issued identification numbers (as required by law)
Employment Information
• Job title, department, work location, employment status
• Start date, end date, employment history with Blue Peak
• Compensation, pay rate, salary history, and bonus information
• Benefits enrollment and elections
• Time and attendance records, PTO and leave balances
• Performance reviews and disciplinary records
Payroll and Financial Information
• Bank account information for direct deposit
• Tax withholding elections (W-4 data)
• Wage garnishment and deduction information
Sensitive Personal Information (where applicable and legally permitted)
• Medical and health information related to leave of absence, workers' compensation, or reasonable accommodation requests
• I-9 employment eligibility verification documents
• Background check results
We use your personal information for the following purposes:
• Administering payroll, benefits, and compensation
• Managing time and attendance, scheduling, and leave requests
• Onboarding new employees and processing job applications
• Complying with federal, state, and local employment laws and regulations
• Completing tax filings and reporting obligations
• Communicating company information, policy updates, and HR notices
• Conducting performance management and employee development
• Maintaining accurate HR and business records
• Investigating workplace incidents or complaints
• Protecting the safety and security of our employees and business
We process your personal information on the following legal bases:
• Performance of an employment contract or in preparation for entering into one
• Compliance with a legal obligation (e.g., tax withholding, I-9 verification, FMLA administration)
• Legitimate business interests, such as workforce planning, security, and operational efficiency
• Your explicit consent, where required by applicable law (e.g., certain medical information)
Blue Peak Tents uses Paylocity as its human resources information system (HRIS) and payroll platform. Paylocity processes personal information on our behalf as a data processor. Paylocity is bound by a data processing agreement requiring it to:
• Process personal information only on our documented instructions
• Implement appropriate technical and organizational security measures
• Restrict access to authorized personnel only
• Notify us promptly of any data security incidents
For more information about how Paylocity handles data, please refer to Paylocity's Privacy Policy, available at paylocity.com.
We do not sell your personal information. We may share your information with the following parties:
• Paylocity and other authorized HR technology vendors who process data on our behalf
• Benefits providers (health insurance carriers, retirement plan administrators, FSA/HSA administrators)
• Federal, state, and local government agencies as required by law (e.g., IRS, IDES, SSA)
• Background check and verification service providers
• Legal counsel, auditors, and advisors under appropriate confidentiality obligations
• Successor entities in the event of a merger, acquisition, or sale of business assets
All third-party vendors with access to your personal information are required to maintain appropriate confidentiality and security standards consistent with applicable law and our contractual requirements.
We retain employee personal information for the duration of employment and for as long as necessary to fulfill the purposes outlined in this Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods are governed by applicable federal and state law, including but not limited to:
• Payroll records: minimum 3 years (FLSA) / 4 years (IRS)
• I-9 records: 3 years from hire date or 1 year after termination, whichever is later
• Benefits records: minimum 6 years (ERISA)
• Personnel files: as required by applicable state law
Upon expiration of the applicable retention period, personal information is securely deleted or anonymized.
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:
• Role-based access controls within Paylocity
• Encrypted data transmission and storage
• Multi-factor authentication for system access
• Regular review of access rights and system security
While we take reasonable precautions to safeguard your information, no system is completely secure. If you have reason to believe that your information has been compromised, please contact Human Resources immediately.
Depending on your jurisdiction, you may have rights regarding your personal information, including:
• Right to access and receive a copy of the personal information we hold about you
• Right to correct inaccurate or incomplete information
• Right to request deletion of personal information (subject to legal retention obligations)
• Right to restrict or object to certain processing activities
• Right to data portability, where applicable
To exercise any of these rights, please contact Human Resources at the address below. We will respond to verified requests within the timeframe required by applicable law. We will not retaliate against you for exercising your privacy rights.
As an Illinois employer, Blue Peak Tents complies with applicable Illinois privacy laws, including the Illinois Personnel Record Review Act (IPRRA) and the Illinois Biometric Information Privacy Act (BIPA), where applicable. Illinois employees have the right to inspect their personnel records consistent with the IPRRA. Blue Peak does not collect biometric information (such as fingerprints or retinal scans) for employment purposes without obtaining prior written consent and providing the disclosures required under BIPA.
We may update this Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you through Paylocity or by other appropriate means. The most current version of this Policy will always be available from the HR department. Your continued employment following notice of any update constitutes acknowledgment of the revised Policy.
If you have questions, concerns, or requests regarding this Policy or the handling of your personal information, please contact:
Blue Peak Tents, Inc. Human Resources
1020 Olympic Dr, Batavia, IL 60510
Phone: 630.338.0288
Website: bluepeaktents.com
By working at or applying to Blue Peak Tents, Inc., you acknowledge that you have read and understood this Employee Privacy Policy.