Division: All 

No. KW-42 

Department: Human Resources 

Revised: 04/14/2025

Distribution:  Internal and External Job Applicants 

Subject: Applicant Privacy Policy

1. Purpose

The purpose of this Applicant Privacy Policy is to outline how Kelley Williamson Co. ("Company," "we," "us," or "our") collects, uses, retains, and protects personal data of individuals who apply for employment. This policy ensures compliance with applicable laws and promotes transparency regarding applicant information handling.

2. Scope

This policy applies to all personal information collected from individuals who apply for employment at Kelley Williamson Co., whether the information is submitted directly through our applicant tracking system, email, in-person, or via third-party recruiting platforms.

3. Information We Collect

We collect the following categories of personal information during the recruitment and hiring process:

a) Personal Identifiers:
 - Name, mailing address, phone number, email address, date of birth
 - Social Security Number (for background verification and employment eligibility)

- Drivers License Information (where applicable, to verify eligibility of driving company vehicles and validity)

b) Employment and Education History:
 - Resume, employment history, education details, certifications
 - References and responses to application/interview questions

c) Compliance and Verification Information:
 - Demographic information (e.g., race, gender, veteran status, disability status)
 - Background check data (e.g., criminal history, driving records), drug screening results (where applicable)

d) System Information:
 - Submission timestamps, activity logs

4. Use of Information

We use the collected data to:
 - Evaluate qualifications and assess fit for employment
 - Conduct background checks and verifications
 - Comply with applicable employment laws (e.g., EEOC, FCRA, E-Verify)
 - Communicate with applicants and maintain records of hiring decisions
 - Manage our recruitment processes effectively

5. Data Sharing and Disclosure

Applicant data may be shared with:
 - Internal HR and authorized hiring managers
 - Third-party service providers (e.g., background check vendors)
 - Government agencies, when required by law
 

We do not sell applicant data to third parties.

6. Data Retention

Applicant data is retained for as long as necessary to support our hiring processes, comply with legal requirements, resolve disputes, and enforce agreements. In some cases, applicant information may be retained indefinitely, unless deletion is requested and permitted under applicable law.

7. Data Security

We implement administrative, technical, and physical safeguards to protect applicant data from unauthorized access, disclosure, alteration, or destruction. Access to sensitive information is restricted to authorized personnel only.

8. Applicant Rights

Applicants may request to:
 - Access their personal information
 - Correct or update inaccurate data
 - Request deletion of data, subject to legal requirements
 

To exercise these rights, applicants should contact us at:

Email: hrteam@kw-oil.com

Mailing Address: 1132 Harrison Ave, Rockford IL 61104

9. Children’s Privacy

We do not knowingly collect personal data from children under the age of 13. If we discover such data has been collected, we will take appropriate steps to delete it.

10. Policy Updates

We may revise this policy from time to time to reflect changes in our practices or applicable laws. Any updates will be posted with an updated effective date.

By submitting your application, you acknowledge that you have read, understood, and agreed to this Applicant Privacy Policy.