Privacy Policy for Employment Applicants
Effective Date: April 16, 2025
Mercy Flight Central, Inc.
2420 Brickyard Road, Canandaigua, NY 14424


 

At Mercy Flight Central, Inc. (“we,” “us,” or “our”), we are committed to protecting the privacy and personal information of individuals who apply for employment with our organization. This Privacy Policy outlines how we collect, use, disclose, and safeguard personal data submitted by employment applicants, in accordance with applicable federal and New York State laws, including the Fair Credit Reporting Act (FCRA) and the New York SHIELD Act.
 

1. Information We Collect

When you apply for a position with us, we may collect the following categories of personal information:

  • Contact Information: Name, mailing address, phone number, email address
  • Employment Information: Resume or CV, work history, education, professional licenses or certifications
  • Demographic Information: Voluntarily disclosed data such as gender, race/ethnicity, veteran status, or disability status (used for Equal Employment Opportunity reporting)
  • Background Information: Criminal history (where legally permissible), driving records, references, drug and alcohol screening results (if applicable)
  • Technical Data: IP address, device/browser details, and activity logs from our online application portal
  • Other: Any additional information voluntarily provided in cover letters, application forms, or interview notes 

2. How We Use Your Information

We use personal information for the following purposes:

  • To evaluate your qualifications and suitability for employment
  • To verify employment history, education, licenses, and certifications
  • To conduct pre-employment screening, including background checks and drug/alcohol testing (where applicable and authorized)
  • To comply with legal and regulatory obligations
  • To communicate with you throughout the hiring process
  • To maintain a record of applicants for future hiring needs, unless you request removal 

3. Fair Credit Reporting Act (FCRA) Compliance

If your application involves a background check or consumer report provided by a third-party consumer reporting agency (CRA), you will receive a separate disclosure and be required to provide written authorization, as mandated by the FCRA. Before any adverse employment decision is made based on the results of a background report, you will be provided with a copy of the report and a summary of your rights under the FCRA, giving you the opportunity to review and respond.
 

4. Data Security (New York SHIELD Act Compliance)

Mercy Flight Central complies with the New York SHIELD Act by implementing administrative, technical, and physical safeguards to protect private information. These measures include, but are not limited to:

  • Encryption of sensitive data 
  • Secure access controls and user authentication 
  • Routine monitoring of data systems 
  • Breach notification protocols and incident response procedures

We regularly review and update our safeguards to address evolving security threats and compliance requirements.
 

5. Information Sharing and Disclosure

Your information may be shared with:

  • Internal personnel involved in the hiring process (e.g., Human Resources, department managers)
  • Third-party vendors providing background checks, credentialing, applicant tracking, or HR support services (bound by confidentiality obligations)
  • Government agencies or regulatory bodies when required to comply with laws, subpoenas, or investigations

Mercy Flight Central does not sell applicant information to third parties.
 

6. Data Retention

We retain applicant information for the duration necessary to complete the recruitment process, and longer where required by law or for consideration of future employment opportunities. You may request deletion of your data at any time, subject to legal and operational retention obligations.
 

7. Your Rights and Choices

As an applicant, you have the right to:

  • Access or correct your submitted information
  • Request deletion of your data, where permitted
  • Withdraw your application at any time
  • Decline optional demographic questions without consequence
  • File a complaint if you believe your data was handled improperly

To submit a request, contact info@mercyflightcentral.org or call (585) 396-0584.
 

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our hiring practices or legal requirements. Updates will be posted with a revised effective date.
 

9. Contact Us

If you have questions about this policy or our use of applicant data, please contact:


Human Resource Department

Mercy Flight Central, Inc.

2420 Brickyard Road

Canandaigua, NY 14424

Email: info@mercyflightcentral.org

Phone: (585) 396-0584