Privacy Policy
Purpose
The purpose of this policy is to ensure that all employee and applicant personal information is handled in a lawful, fair, and transparent manner and used only for legitimate employment and business-related purposes.
Information We Collect
We collect and maintain personal information necessary for employment administration, including but not limited to:
- Personal Identification Information
- Full name, date of birth, address, phone number, and email
- Social Security number or government-issued identification
2. Employment Information
- Job application materials, resume, references, and interview notes
- Employment history, job title, performance evaluations, and disciplinary records
- Payroll and benefits data (banking details, tax forms, insurance selections)
- Training and certification records
3. Health and Safety Information
- Information required for workers’ compensation, leaves of absence, or accommodations under the ADA or FMLA
- Emergency contact information
4. Background Information (if applicable)
- Criminal background checks, drug screening, and driving records (if applicable to the position)
- Verification of employment or education history
How We Use Employee Information
Employee and applicant information is used for legitimate business purposes, including:
- Recruitment, hiring, onboarding, and termination processes
- Payroll, tax, and benefits administration
- Compliance with labor laws and company policies
- Performance management and training
- Workplace safety and security
- Responding to legal obligations or governmental requests
Access and Disclosure
Access to employee information is restricted to authorized HR personnel, supervisors, and management on a need-to-know basis.
Information may be shared only when:
Required by law or regulation
- Necessary to process payroll, benefits, or insurance claims
- In connection with an investigation or legal proceeding
- With third-party vendors who provide HR-related services (under confidentiality agreements)
- The Company does not sell or rent employee information to any third party
Data Storage and Security
We maintain physical, electronic, and procedural safeguards to protect employee data from unauthorized access, loss, misuse, or disclosure. These measures include:
- Secure storage of paper records in locked cabinets
- Password-protected HR systems and databases
- Access limited to authorized personnel only
- Regular review of data security practices
Data Retention
Employee files are retained for the duration of employment and for a period required by law after separation. Once the retention period expires, records are securely destroyed or deleted.
Employee Rights
Employees have the right to:
- Access and review their personnel file
- Request corrections to inaccurate or outdated information
- Request clarification on how their data is used or shared
Confidentiality Expectations
All employees with access to HR data are required to maintain confidentiality and comply with this policy. Unauthorized disclosure or misuse of employee information may result in disciplinary action, up to and including termination.