Employee Privacy Notice
At Gelati Celesti, we are committed to protecting the privacy and confidentiality of the personal information we collect from our employees, applicants, and members of our team. This Employee Privacy Notice explains what information we collect, why we collect it, how it is used and protected, and your rights regarding that information.
This Notice applies to all current and former employees, applicants, interns, and contractors of Gelati Celesti
1. Information We Collect
Personal & Contact Information
• Full name, home address, phone number, and personal email address
• Date of birth and emergency contact information
• Social Security Number and government-issued identification
Applicant and Recruiting Information
• Resumes, cover letters, employment applications, employment history, education, qualifications, licenses, and certifications
• References and information received from references
• Background-check, drug-testing, or other screening information, where applicable and permitted by law
• Note: this Notice does not replace any separate disclosure, authorization, consent, or notice required by applicable law in connection with background checks, drug testing, medical examinations, or other employment-related screening
Employment & Compensation Information
• Job title, work location, employment dates, and compensation details
• Direct deposit and banking information for payroll
• Tax withholding forms (W-4) and related documentation
• Performance reviews, corrective actions, and disciplinary records
Benefits & Health-Related Information
• Health, dental, and vision insurance enrollment selections
• Medical documentation related to post-offer medical examinations, accommodation requests, or leave requests (stored separately and confidentially, see Section 6 below)
Onboarding & HR System Information
• I-9 employment eligibility verification documents
• Information entered into our HR and payroll system (Paylocity)
• Training records and certifications
Voluntary Information
• Personal preferences and details shared through our Get to Know You form, including food preferences, hobbies, and celebration preferences provided voluntarily and used solely for employee recognition and team culture purposes
2. How We Use Your Information
Gelati Celesti collects and uses employee information for legitimate business and employment purposes only, including:
• Processing payroll, benefits enrollment, and tax filings
• Onboarding and verifying employment eligibility
• Evaluating applicants, communicating about employment opportunities, conducting interviews and assessments, and making hiring decisions
• Conducting background checks or other employment-related screening where authorized and permitted by law
• Managing performance, scheduling, and workforce operations
• Administering leave programs and accommodations
• Maintaining accurate HR records and complying with applicable laws
• Recognizing employees and fostering a positive workplace culture
• Communicating important employment-related information
3. How We Store & Protect Your Information
We take reasonable and appropriate measures to safeguard employee personal information, including:
• Storing HR records and payroll data within secure, access-controlled systems (including Paylocity)
• Limiting access to personal information to authorized personnel who have a legitimate need to know
• Retaining paper records in secure, locked locations
• Training managers and HR staff on confidentiality obligations
• Separately storing any employee medical records related to post-offer medical examinations, requests for reasonable accommodation, or leave requests (see Section 6 below)
We retain employee records for as long as required by law or as necessary for legitimate business purposes, and securely dispose of records that are no longer needed.
4. Sharing of Your Information
Gelati Celesti does not sell employee personal information. We may share your information only in the following limited circumstances:
• With third-party service providers who support our HR, payroll, benefits, or recruiting operations (such as Paylocity, benefits carriers, background-check vendors, or other vendors involved in the hiring process) under confidentiality obligations and using secure systems
• With government agencies or regulators (such as tax authorities, the Department of Labor, or in response to a lawful subpoena) or law-enforcement authorities when required by law
• With your consent, such as employment verification requests you have authorized
• In connection with a business transaction, such as a merger or acquisition, subject to confidentiality protections
• As described in Section 6 below
• As otherwise required by applicable law
5. Your Rights
Depending on applicable law and Gelati Celesti policy, Employees may:
• Ask us to provide certain characteristics of the personal information maintained and request access to such information
• Request corrections to inaccurate or outdated personal information
• Request that we delete personal information that is no longer necessary to Gelati Celesti’s operations
• Ask questions about how the personal information is used
• Withdraw voluntary information (such as Get to Know You form responses) at any time
• Exercise any additional rights available under applicable law
To exercise any of these rights, please contact the People & Culture department directly.
6. Sensitive Information
Certain categories of information — including medical records obtained through post-offer medical examinations, accommodation requests, and information related to leave — are treated with heightened confidentiality and stored separately from other personnel records. Access to this information is strictly limited to those with a direct need to know, including:
• Safety and first aid workers, if necessary to treat the employee or provide for evacuation procedures
• The employee’s supervisor, if the employee’s disability requires restricted duties or a reasonable accommodation
• Government officials investigating compliance with the ADA
• Insurance companies for the purpose of workers' compensation claims.
7. Updates to This Notice
Gelati Celesti may update this Employee Privacy Notice from time to time. When we do, we will notify employees through our standard internal communication channels and post the updated Notice in our employee handbook and HR system. Continued employment after an update constitutes acknowledgment of the revised Notice.
8. Contact Us
If you have questions or concerns about this Notice or how your personal information is handled, please contact:
People & Culture Department
Gelati Celesti
Phone: 804-353-1037
This Notice does not constitute a contract of employment and does not alter the at-will nature of employment at Gelati Celesti.