Last Updated: May 31, 2021
Vanseal Corporation (“we”, “our”, “us”, the “Company”) processes the personal information about job applicants, employees, and contractors of the Company for a variety of business and legal purposes. The purpose of this Applicant, Employee, and Contractor Privacy Notice (“Notice”) is to inform job applicants, employees, and contractors of the Company about the scope of your right to privacy in the workplace; the types of personal information we collect from and about you, how we do it, why we do it, who may have access to it, how we retain and dispose of it, how we protect it, and our expectations of your conduct with regard to safeguarding employee information.
Applicants, employees, and contractors should generally not have an expectation of privacy when accessing, connecting to, or using information systems or devices that are connected to our networks. Applicants, employees, and contractors should not have an expectation of privacy in the physical workplace other than in traditional private spaces such as restrooms, maternity rooms, locker rooms, etc.
How We Collect Personal Information
Vanseal Corporation collects personal information from and about applicants, employees, and contractors, some of which is sensitive (See APPENDIX A for the information collected). This information is obtained in different ways, such as when you apply for employment, go through onboarding, throughout your employment relationship, and throughout any contractual relationship. The types of personal information we collect, and use depends in part on your role. We collect and use this personal information to facilitate your employment, create a safe and secure environment for our employees, customers and clients, and meet legal and compliance requirements. You should expect that personal information we process will be used only for legitimate business purposes and not for any other reasons absent your consent.
Your Rights and Choices
You have the right as employees to contact your HR Representative to access or correct your own information. We retain personal information only as long as legally required or as necessary to fulfill the purposes for which it was collected. If you believe that you have applicable rights, or have any questions related to this Notice, please contact your HR representative.
Protection of Personal Information
Protecting your information from unauthorized disclosure, use, or loss is of the utmost importance. No system for safeguarding personal or other information is 100% secure and even though we have taken steps to protect your personally information from being intercepted, accessed, used or disclosed by unauthorized persons, we cannot fully eliminate security risks associated with personal information. However, we employ technical, physical, and administrative controls to safeguard our information systems that contain employee information. We put in place controls and contractual obligations on third parties that have access to employee information to the extent feasible.
Applicants, employees, and contractors are expected to take measures to protect their personal information in their possession and control in accordance with our Information Security Policy https://vansealcorp.com/privacy-policy/. Applicants, employees, and contractors should immediately report suspected or actual unauthorized disclosure, use, or loss of personal information (e.g., loss of a device or file containing employee information; improper use by an individual with otherwise legitimate access to a Company information system or device; unauthorized access of an email account or tool containing employee information) to your manager and directly to the information security team at firstname.lastname@example.org.
Accessing, collecting, disclosing, copying, removing, or destroying employee information for purposes other than those described in this Notice or other legitimate Company business is prohibited.
|EMPLOYEE PERSONAL INFORMATION GUIDE|
|Types of information we may collect and use||Routine contact and job-related information. Examples:
Name, home address, mailing address, phone number, email address, date of birth, gender, emergency contact information, employee ID number, dependent and beneficiary information, and/or performance information
Sensitive contact and job-related information. Examples:
Social Security Number, bank account number, driver’s license number, passport number, tax records, and/or payroll records
|How we collect it||Provided directly by applicants and employees. Examples:
Job applications and resumes, tax forms, payroll and direct deposit forms, beneficiary designation and dependent verification documents, medical and leave or accommodation forms
Obtained from third parties. Examples:
Professional sites and job boards such as LinkedIn and Indeed, background checks (e.g., criminal records, credit reports, drug and alcohol test results, motor vehicle records), and/or referrals from previous employers or others
Generated internally. Examples:
Performance reviews, career planning documents, internal job applications, recognition programs, corrective action documents, electronic, video, audio, biometric, and other access and monitoring systems used by security personnel to keep employees and others safe, or reports from software applications
|Why we collect and use it||To facilitate your employment. Examples:
To identify and communicate with employees, verify eligibility for and administer benefits (e.g., compensation, health and financial benefits, insurance, leave of absence and accommodations), and/or determine eligibility and fitness for employment and advancement (e.g., salary and bonus determination, talent management and succession planning, learning and training management, recognition platforms, employee opinion surveys and evaluations)
To ensure the safety of employees, customers, and guests. Examples:
To monitor and deter external and internal threats and fraud, manage emergency situations, provide secure access to facilities, and/or maintain access logs
To meet legal and compliance requirements. Examples:
To comply with contracts and policies, investigate legal and ethics complaints and concerns, defend or pursue litigation or investigations, respond to court orders, or comply with applicable laws and regulations
|Who may have access to it||Internal parties. Examples:
Human Resources, Human Resources Technology Services, Corporate Information Services, Compensation, Benefits, Corporate Security, Legal/Compliance, Talent Acquisition, and/or other departments and employees with a legitimate business need to receive and use the information
External parties offering or providing products or services to or on behalf of Company. Examples:
Vendors, attorneys, accountants, auditors, consultants, contractors, and/or strategic partners
Governmental/regulatory parties. Examples:
Law enforcement agencies, government agencies, civil litigants, court, other parties pursuant to requirements of a merger, and/or an acquisition or sale of Company assets