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Applicant and Team Member Notice at Collection

 

In this age of information, you value your privacy more than ever before, and so does the company. As a prospective or actual (current and former) team member, the company needs to collect and use your personal information sometimes for a variety of business reasons. 

This Applicant and Team Member Notice at Collection (“Notice”) informs you of the categories of personal information that may be collected from you or other sources and the purposes for which the categories will be used. 

“Personal information” as used in this Notice refers to information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with you. Personal information does not include publicly available information from government records, de-identified or aggregated information, or other information specifically exempted by law (such as health or medical information covered by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other sector-specific privacy laws (including the Fair Credit Reporting Act, the Gramm-Leach-Bliley Act, the California Financial Information Privacy Act, and the Driver’s Privacy Protection Act of 1994)).

The following are categories of personal information that the company may collect from you or other sources regarding you, your dependents, and/or your emergency contacts:

  • Real name;
  • Aliases;
  • Postal addresses and other addresses;
  • Unique Identifiers or Unique Personal Identifiers, such as your Something Extra Number;
  • Device identifiers;
  • Internet Protocol (IP) addresses;
  • Cookies on your computers or other devices;
  • Mobile ad identifiers and similar technology;
  • Customer numbers;
  • User aliases;
  • Telephone (including mobile) numbers;
  • Online identifiers;
  • Email addresses;
  • Account names;
  • Social security numbers;
  • Driver’s license or state identification card numbers;
  • Passport numbers or other similar identifiers;
  • Signatures;
  • Physical characteristics or descriptions;
  • Insurance policy numbers;
  • Educational background;
  • Employment information, including employment history;
  • Bank account numbers;
  • Credit card numbers;
  • Debit card numbers;
  • Individually identifiable information regarding your medical history or medical treatment or diagnosis by a health care professional;
  • Insurance policy numbers or subscriber identification numbers, any unique identifiers used by a health insurer to identify an individual, or any information in an individual’s application and claims history, including any appeals records;
  • Characteristics of protected classifications under California or federal law: race, color, religion, religious creed, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, ancestry, age, medical condition, physical or mental disability (including persons infected with HIV virus or persons with AIDS), marital status, sexual orientation, military or veteran status, domestic violence victim status;
  • Commercial information, including records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies;
  • Imagery of fingerprint from which an identifier template can be extracted;
  • Keystroke patterns or rhythms;
  • Sleep, health, or exercise data that contain identifying information;
  • Internet or other electronic network activity information, including, but not limited to, browsing history, search history, and information regarding an individual’s interaction with an Internet Web site, application, or advertisement;
  • Geolocation data;
  • Audio, electronic, visual, thermal, olfactory, or similar information;
  • Professional or employment-related information;
  • Education information, defined as information that is not publicly available personally identifiable information as defined in the Family Educational Rights and Privacy Act (20 U.S.C. section 1232g, 34 C.F.R. Part 99);
  • Inferences drawn from any of the information identified, above, to create a profile about an individual reflecting the individual’s preferences, characteristics, psychological trends, preferences, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes.

Applicant and team member personal information is used for the company’s legitimate business needs only. We may use or disclose the categories of personal information, above, that we collect from you for the following purposes:

  • Verifying a team member’s identity for work authorization in compliance with all federal, state, and local laws;
  • Fulfilling the reason(s) the team member provided the personal information to the company;
  • Administering benefits and payment of wages on the team member’s and/or his or her dependents’ behalf;
  • Any purpose described to the team member when the company collects the personal information;
  • Marketing;
  • Recognizing a team member, such as, on birthdays and for work anniversaries;
  • Investigating potential misconduct including, but not limited to, company policy violations, fraud, and/or criminal conduct;
  • Collecting and processing checks that are returned as undelivered;
  • Processing requests for refunds;
  • Receiving and reviewing an application for employment, promotion and/or training/educational programs;
  • Conducting background checks and drug tests;
  • Processing and administering government documentation (e.g., W4, W9, I-9);
  • Receiving and processing check requests and expense reports;
  • Investigating and reporting environmental health and/or safety issues, such as an OSHA incident;
  • Conducting audits (internal or third party);
  • Creating and maintaining personnel files;
  • Conducting exit interviews;
  • Receiving, discussing and addressing requests for accommodations or leaves of absence;
  • Complying with mandatory government reporting and regulatory requirements;
  • Reporting information to unions;
  • Engaging in team member compensation evaluations and updates;
  • Conducting and responding to human resources investigations;
  • Evaluating and, if appropriate, imposing team member discipline;
  • Applying for government tax credits or benefits;
  • Providing information technology (IT) support;
  • Investigating and addressing potential security breaches;
  • Engaging in legal proceedings and activities, such as, defending against or bringing lawsuits, preserving documents, and/or responding to government requests for information or subpoenas;
  • Evaluating and administering potential claims, such as, workers’ compensation and general liability;
  • Managing and maintaining team member contact lists for scheduling or emergency needs;
  • Providing team member training;
  • Scheduling, managing time off requests, and tracking hours worked;
  • Creating and maintaining intranet profiles and communicating with team members through the company’s intranet;
  • Conducting team member analytics;
  • Permitting team members to use time clocks.

We also reserve the right to retain and disclose your personal information as required to comply with federal, state or local law; to comply with a civil, criminal, or regulatory inquiry, investigation, subpoena, or summons by federal, state, or local authorities; to cooperate with law enforcement agencies concerning conduct or activity that we reasonably and in good faith believe may violate federal, state, or local law; to exercise or defend legal claims; or when we believe that disclosure is necessary to prevent harm or injury. We reserve the right to not disclose to you, and to not delete, personal information where compliance with your request would violate an evidentiary privilege. Nothing herein shall prevent us from providing your personal information to a person covered by an evidentiary privilege as part of a privileged communication.  We reserve the right to collect, use, retain, sell or disclose aggregate information. We also reserve the right to collect, use, retain, sell or disclose information that is deidentified.

If you have any questions or concerns regarding this Notice, please contact the company’s Privacy Office at PrivacyOffice@raleys.com or (916) 373-6700.

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