HRIS Privacy Policy


 

Introduction
 

At ITC Incorporated, we value the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, store, and protect applicant data processed through our Human Resources Information System (HRIS). By submitting your application, you agree to the practices described below.
 

Scope


This Privacy Policy applies specifically to the information collected through our HRIS system, which communicates with applicants via email and text messages. This policy ensures compliance with applicable data protection laws and highlights our commitment to maintaining your privacy.
 

1. Information Collection
 

We collect only the information you provide voluntarily during your application process. This may include, but is not limited to:

  • Name
  • Contact information (email, phone number, etc.)
  • Employment history, resume/CV, and related documents
  • Responses to application-related questions

We do not collect sensitive personal information unless specifically required for the recruitment process and disclosed to you during collection.
 

2. Use of Information
 

We use the applicant data solely for the following purposes:

  • Reviewing and assessing your qualifications for the position(s) you have applied for.
  • Communicating with you about the status of your application via email or text messages.
  • Sending follow-up communications, such as interview invitations or requests for additional information.
  • Facilitating and maintaining records related to recruitment and hiring processes.

We do not use or share applicant data for:

  • Marketing purposes
  • Any non-recruitment-related activities

3. Data Sharing


We respect your privacy and confidentiality. Applicant data is not shared or sold to external parties for commercial or advertising use. The only instances in which your data may be shared are:

  • With authorized members of our recruitment and HR team involved in the hiring process.
  • With third-party service providers solely to support the operation of the HRIS system (e.g., email or text notification platforms). These service providers are contractually obligated to secure your data and may not use it for any purposes other than providing services to ITC Incorporated.

4. Communication Methods
 

Our HRIS system uses both email and text messages to contact you regarding your application. By applying, you consent to receiving application-related communications through these methods. We will not send unsolicited messages unrelated to your application.

If you wish to opt out of future communications, you may contact us at hr@itc-us.com or follow the opt-out instructions provided in the communication.
 

5. Data Security
 

We take the protection of your information seriously and implement appropriate technical, organizational, and administrative measures to ensure its security, including:

  • Restricted access to applicant data, provided only to authorized personnel.
  • Regular audits and updates to enhance the security of our HRIS system.

Despite our best efforts, no system is completely immune to security risks. Should a data breach occur, we will promptly notify affected individuals as required by applicable laws.


6. Data Retention
 

We retain applicant information only for as long as necessary to:

  • Complete the recruitment and hiring process.
  • Fulfill legal and regulatory obligations.

If your application is not successful, your data will typically be stored for a period of time to allow for potential re-application opportunities unless otherwise required by laws or regulations.
 

7. Your Privacy Rights
 

Depending on your location, you may have certain rights under applicable privacy laws, such as:

  • Accessing the information we hold about you.
  • Correcting inaccuracies in your data.
  • Requesting deletion of your data, subject to any legal or regulatory retention obligations.
  • Withdrawing consent for communications.

To exercise your rights or inquire about your data, you can contact us at hr@itc-us.com.


8. Policy Updates
 

We may update this Privacy Policy from time to time to reflect changes in our policies, technology, or legal requirements. When changes are made, we will post the updated policy on our website and indicate the effective date. We encourage applicants to review this policy periodically.
 

9. Contact Information
 

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact:


 

ITC Incorporated
3030 Corporate Grove Drive

Hudsonville, Michigan 49426

hr@itc-us.com


 

Thank you for trusting ITC Incorporated with your application. We are committed to protecting your privacy and ensuring that your recruitment experience is secure and transparent.


 

Effective Date: April 15, 2025