Career Data Privacy Notice

Privacy Notice for people applying for a career with WorkForce Software

March 23, 2018

WorkForce Software, LLC., and its subsidiaries are committed to protecting your privacy and providing you with a positive experience when applying for a career with us.

Information We May Collect from You

If you apply for an open position at WorkForce, our online recruiting system collects details about you to aid in the hiring process. Information we collection may include:

  • Your name
  • Your email address, mailing address, and primary phone number
  • The name and address of your current employer
  • Names, contact information, and addresses for previous employers
  • Information about your level of work experience and level of education
  • The type of job you are looking for, desired salary, and data of availability
  • Whether you are available for relocation if hired
  • Whether you are legally allowed to work in a particular country without sponsorship
  • How you heard about the open position
  • Your prior history, if any, of applying and/or interviewing for WorkForce Software positions
  • Additional questions specific to the requisition

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

How we will collect the information

We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests or psychometrics.

We may also collect personal data about you from third parties, such as references supplied by former employers [information from employment background check providers where necessary]. We will seek information from third parties only at the point a job offer has been made to you and we will confirm that we are doing so.]

How and Why We Will Use Your Personal Information

We use your personal information to determine your eligibility for specific career positions, for related positions, to notify you of future job openings and hiring events, and to communicate with you through the hiring process.

We need to process data to take steps at your request prior to entering into a contract of employment with you. We may also need to process your data to enter into a contract of employment with you.

In some cases, we need to process data to ensure that it is complying with our legal obligations. For example, we may be required to check a successful applicant’s eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

[For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.]

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

Sharing of Your Personal Information

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We may share Personal Data you submit on our Careers site with contractors who assist hiring managers in processing employment applications. We also use third-parties (“Data Processors”) to manage your personal information. We only use third-parties that will process strictly according to our instruction and in a manner that guarantees the security of your personal data.

Your personal information may be transferred out of your home country. For example, we store all recruiting-related personal information in the United States. We safeguard and enable the global transfer of personal information by having our partners sign the Standard Contractual Clauses, verifying our partners are EU-US / Swiss-US Privacy Shield Certification, or using Binding Corporate Rules.

We may share your personal information with law enforcement officials, government authorities, or other third parties as necessary to comply with legal processes or to meet national security requirements; protect the rights, property, or safety of WorkForce Software, its business partners, you, or others; or as otherwise required by applicable law.

We will never use or share the Personal Information provided to us other than as described above without providing you an opportunity to opt-in or otherwise prohibit such unrelated uses.

Access to Your Personal Information

You may ask us if we are processing personal data about you and, if we are, the purpose of that processing, what data we are processing, who has access to that data, and how long we will store the data. If your data is transferred out of the EU to a third country, you ask what safeguards are in place to protect your data.

You also can request access to your personal data to ensure its accuracy, and request the erasure of your personal data or ask us to restrict its use in our processing.

To access, correct, suppress, or delete your personal information, or if you have questions, comments, or concerns related to this Privacy Statement, please feel free to contact us directly at:

Privacy Officer
WorkForce Software, LLC
38705 7 Mile Rd., Ste 300
Livonia, MI 48152
Phone: 877.493.6723
Email: privacy@workforcesoftware.com

We will respond to any requests within 15 days. If we are unable to honor your request, we will provide you with an explanation.

Security of Your Personal Information

We intend to protect the personal information entrusted to us and treat it securely in accordance with this Privacy Statement. WorkForce implements physical, administrative, and technical safeguards (such as encryption and access controls) designed to protect your personal information from unauthorized access, use, or disclosure. We also contractually require that our suppliers protect such information from unauthorized access, use, and disclosure. The Internet, however, cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any personal information you provide to us. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Retention of Your Personal Information

We will retain your personal information as needed to fulfill the purposes for which it was collected. We will retain and use your personal information as necessary to comply with our business requirements, legal obligations, resolve disputes, protect our assets, and enforce our agreements. Our retention period is one (1) year of no activity on your information. At the end of the retention period, we will delete your information.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Complaints and Disputes

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact:

Privacy Officer
WorkForce Software, LLC
38705 7 Mile Rd., Ste 300
Livonia, MI 48152
Phone: 877.493.6723
Email: privacy@workforcesoftware.com

WorkForce will investigate and attempt to resolve complaints and disputes regarding the use and disclosure of Personal Information in accordance with the principles contained in this policy.

EEA residents

If you believe that we have not complied with your data protection rights, you may seek resolution by contacting the Supervisory Authority in your country or our lead Supervisory Authority:

The Information Commissioner’s Office
Water Lane, Wycliffe House
Wilmslow – Cheshire SK9 5AF
Phone: +44 1625 545 745
Email: international.team@ico.org.uk

You may alternatively seek resolution via binding arbitration. For additional information about the arbitration process please visit the Privacy Shield website: https://www.privacyshield.gov. Disputes that cannot be resolved between WorkForce and the complainant will be handled in accordance with applicable dispute resolution procedures through the American Arbitration Association, which are available for review at https://www.adr.org. WorkForce will comply with the advice given by arbitrator and take necessary steps to remediate any non-compliance with the Privacy Shield Principles.

WorkForce is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission. WorkForce Software also is committed to cooperating with EEA DPAs.

We strongly encourage you to raise any complaints you may have with regard to this privacy policy and/or our implementation of this policy to us prior to proceeding to the arbitration procedure described above.

Updates to this WorkForce Software Privacy Statement

We may update this Privacy Statement from time to time. If we modify our Privacy Statement, we will post the revised version here, with an updated revision date. You agree to visit these pages periodically to be aware of and review any such revisions. If we make material changes to our Privacy Statement, we will notify you by other means prior to the changes taking effect, such as by posting a notice on our websites or sending you a notification. By continuing to use our website after such revisions are in effect, you accept and agree to the revisions and to abide by them.

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