Material Handling Inc. Candidate Privacy Notice

Material Handling Inc. respects the privacy of individuals who apply for employment with our company. This Candidate Privacy Notice explains how we collect, use, disclose, retain, and protect personal information during the recruitment and hiring process.

1. Information We Collect

When you apply for employment with MHI, we may collect information directly from you, from third parties, or through our recruiting systems. This information may include:

• Name, address, telephone number, and email address
• Resume, cover letter, application responses, and interview information
• Employment history, education, skills, qualifications, certifications, and licenses
• Professional references and information provided by former employers
• Work authorization and employment eligibility information
• Compensation expectations, availability, relocation preferences, and other employment preferences
• Information necessary to conduct background, driving record, employment, or other pre-employment checks, when applicable and permitted by law
• Information you voluntarily provide during the application or interview process
• Technical information collected when you use our online application platform, such as device, browser, and website interaction information

The types of information collected may vary depending on the position and stage of the hiring process.

2. Sensitive Personal Information

Where necessary and permitted by law, MHI may collect sensitive personal information, including:

• Social Security number or other government identification information
• Driver’s license information
• Background check or criminal history information
• Disability or medical  information related to an accommodation request
• Veteran or military status
• Voluntary demographic information
• Other information classified as sensitive under applicable law

MHI will use sensitive personal information only for legitimate recruiting, employment, compliance, safety, or legal purposes.

3. How We Use Candidate Information

MHI may use your information to:

• Receive, review, and process  your application
• Evaluate your qualifications  for current or future employment opportunities
• Communicate with you about your application, interviews, or other opportunities
• Verify information provided  during the application process
• Conduct authorized background, employment, reference, or driving record checks
• Make hiring and compensation decisions
• Provide reasonable accommodations during the application process
• Maintain records related to our recruitment and hiring activities
• Monitor and improve our recruiting processes
• Comply with applicable laws, regulations, reporting requirements, and legal obligations

These uses are consistent with the recruiting purposes outlined in Paylocity’s applicant privacy materials.

4. How We Share Candidate Information

MHI does not sell candidate personal information.

We may disclose candidate information to:

• MHI employees and representatives who have a legitimate role in the hiring process
• Paylocity, which provides MHI’s applicant tracking and recruiting platform
• Background screening providers, recruiters, consultants, and other service providers supporting our hiring process
• References, former employers, educational institutions, licensing agencies, or other parties involved in verifying candidate information
• Government agencies, courts, law enforcement, or other parties when required or permitted by law
• A successor organization in connection with a merger, acquisition, restructuring, or transfer of business assets

Service providers are permitted to use candidate information only as necessary to perform services for MHI or as otherwise authorized by law.

5. Paylocity Applicant Platform

MHI uses Paylocity to receive and manage employment applications. Information submitted through the Paylocity platform may be processed and stored by Paylocity on MHI’s behalf.

Paylocity’s privacy notices explain its own information-handling and security practices. Those notices supplement this MHI Candidate Privacy Notice but do not replace it.

6. Background Checks

For certain positions, MHI may obtain a criminal history report, motor vehicle report, employment verification, or other consumer report through a third-party provider.

When required, MHI will provide separate disclosures and obtain any necessary authorization before conducting a background check. Background information will be handled in accordance with applicable federal, state, and local laws.

7. Data Retention

MHI retains candidate information for as long as reasonably necessary to:

• Complete the recruitment and hiring process
• Consider candidates for future employment opportunities
• Maintain appropriate business and employment records
• Respond to disputes, claims, audits, or legal proceedings
• Meet applicable legal and regulatory requirements

When information is no longer needed, MHI will take reasonable steps to securely delete, destroy, or de-identify it.

8. Information Security

MHI uses reasonable administrative, technical, and physical safeguards designed to protect candidate information from unauthorized access, use, alteration, loss, or disclosure. However, no electronic transmission or storage system can be guaranteed to be completely secure.

9. Accuracy of Information

Candidates are responsible for ensuring that information submitted during the application process is complete, accurate, and truthful.

Providing false, incomplete, or misleading information may result in removal from consideration or, if employment has begun, corrective action up to and including termination.

10. Candidate Privacy Rights

Depending on where you reside, you may have rights regarding your personal information, including the right to request:

• Access to certain personal information maintained about you
• Correction of inaccurate  information
• Deletion of certain information
• Information about how your personal information is used or disclosed

These rights may be subject to legal exceptions and may not apply in every jurisdiction.

To submit a privacy-related request, contact MHI Human Resources using the information below. MHI may need to verify your identity before completing a request.

11. Equal Employment Opportunity

MHI is an equal opportunity employer. Information collected for equal employment opportunity, affirmative action, or government reporting purposes will be used only as permitted or required by law and will not be used unlawfully in employment decisions.

12. Changes to This Notice

MHI may update this Candidate Privacy Notice periodically to reflect changes in our recruiting practices, technology, or legal obligations. The updated notice will include a revised “Last Updated” date.

13. Contact Information

Questions or requests concerning this Candidate Privacy Notice may be directed to:

Material Handling Inc. 

Human Resources Department 

Email: hannahhewlett@mhiusa.net 

Phone: 865-696-1877