Updated October 10, 2019
Article 1 – DEFINITIONS:
Article 2 – CONTACT INFORMATION:
The best way to contact us is through the following individual, who is our data protection officer: Sabrina Boothe.
Contact details are as follows: hr(at)clarklandresources.com
You may contact us for any questions you have about the handling and processing of your Personal Data. You may also contact us to have access to your Personal Data or any other request. If you are unsatisfied with the handling of your Personal Data, you may make a complaint with the relevant data protection authority.
Article 3 – COLLECTION OF PERSONAL DATA:
We collect different types of Personal Data in different ways. Some of the Personal Data gathered is automatic (through technologies which give us information about you), and some of the information is given by you directly to us.
In order to ensure that we are meeting our responsibilities and duties as your employer, we collect, process, and maintain different types of Personal Data in regard to those individuals who seek to be, are, or were employed by us, including, but not limited to:
– Marital status, for the purpose of ascertaining and distributing benefits such as health insurance
– Dependant status, for the purpose of ascertaining and distributing benefits such as health insurance
– Date of birth
– General contact information, such as address, telephone number, and email
– Resumes that you provide and/or application(s) that you fill out and provide to us
– Your start date
– Your job title
– The location where you are working
– Any training or education programs you undertake through us
– Professional or personal references
– Company policies and employment forms signed by you
– Payroll Information: This includes, but is not limited to, tax forms such as a W4, state tax forms, your social security number, bank account information, additional direct deposit information, and your photo ID. If, at any point, your payroll information changes, you will be required to fill out updated payroll forms. These forms will be kept in your file along with any previous payroll forms that you have given the Company.
– Forms that contain any information relating to your personal employee benefits, health care plans, insurance policies and the like.
– Beneficiary information
– The contact information of the individual that you list to be first notified in the event of an emergency. This includes phone numbers, address, email address and any other personally identifying information for that individual.
– Assessments, evaluations, performance reviews, training goals and training completion dates.
– Any monetary raises, bonuses, 401k information, overtime rate, regular hourly rate and/or salaried rate.
– Any requested time off, accrued paid time off, tardiness, or requests to leave before the scheduled end of your workday.
– Grievances, including complaints made by fellow employees or clients or customers, corrective actions plans for inappropriate behavior and write-ups.
– Accolades, including recommendations, awards, or other instances of recognition for quality work.
– Letter of resignation, if received by the Company
– Letter of termination, if given
– Other personal details you voluntarily provide to us
Article 4 – USE OF PERSONAL DATA:
We use the information that we collect about you to effectively run our business and to help us provide a safe, and productive work environment for you.
We also use Personal Data to:
– Accurately process payroll
– Enroll insurance policies
– Manage and plan our business
– Send out business mailings
– Conduct employee reviews
– Handle internal disputes or grievances
– Analyze your qualifications
– Manage the employee 401K Plan
– Process any claims you bring
– For internal accounting
– Oversee your work
– Put you through education or training
– Generally, comply with applicable law
We only process your Personal Data where we are permitted by law or required to do so, including where we must process Personal Data for your employment with us, where we have a legal obligation to do so as your employer, for legitimate business purposes, to protect your vital interests, or if we have your consent to do so. We may, though, have to process your Personal Data without your consent or knowledge, but only when required to do so by law. We won’t make any decisions on the automated processing of Personal Data without your consent.
We also process your Personal Data to prevent fraud and ensure the security of all aspects of our business.
Article 5 – SPECIAL CATEGORIES OF PERSONAL DATA:
Although we do not collect any sensitive data, please be advised that certain types of data may be considered sensitive under relevant applicable law and if you are asked for any of these categories of data, you may request the purpose for which the data is required and refuse to provide it, if desired. Sensitive data includes, but is not limited to, racial and ethnic origin, religious beliefs, political opinions, sexual orientation, criminal background, health, genetic or biometric data.
Article 6 – DATA SHARING:
We only share your Personal Data when to those individuals and entities who assist in fulfilling our responsibilities within the employment relationship with you or when required to do so by applicable law (collectively, “Third-Party Service Providers”).
These Third-Party Service Providers include, but are not limited to, the website in which you submitted your employment application, HRIS websites (BambooHR, GoodHire), payroll information and pay stub viewing applications and companies, company insurance providers and others similarly situated to assist in the employment relationship.
In certain cases, we may have to disclose your Personal Data to third parties without your consent or prior knowledge. We limit that disclosure to the following circumstances:
– To protect our legal rights
– To satisfy any local, state, or Federal laws or regulations
– To respond to requests, such as discovery, criminal, civil, or administrative process, subpoenas, court orders, or writs from law enforcement or other governmental or legal bodies
– To bring legal action against an Employee who has violated the law
– In the case of any business transfer, sale, or transfer of assets of the Company
– To generally cooperate with any lawful investigation about our past, present, or potential employees
– If we suspect any fraudulent activity within or in relation to the Company, or if we have noticed any activity which may violate our ethics, guidelines, or other applicable rules
Article 7 – DATA TRANSFER:
We are based in the United States. Your Personal Data may be transferred from the location in which you reside to our physical location(s) in the United States. It may also be transferred to third parties, as described above, located in the United States.
The risks of transferring data outside of your jurisdiction to the United States include the possibility of data breaches and loss. Before beginning employment, we ask you to specifically consent to the transference of your Personal Data to the United States. You will do so by submitting your employment application and/or going through the employment process (interviewing, onboarding, being an employee).
Article 8 – DATA STORAGE AND SECURITY:
We only store your Personal Data as long as it is necessary for providing you with the benefits and protections that employment with us entails or until you cease your employment with Us and request deletion of your data.
We may also store your Personal Data for any applicable legal record-keeping, including after the termination of your employment or for additional business purposes (e.g., maintaining our accountancy records or otherwise maintaining the safety and security of our Company, for a time period permitted by applicable law).
We employ organizational and technical security measures to protect your Personal Data, such as limiting access to your Personal Data, secured networks, and encryption. We ensure that your Personal Data is protected against unauthorized access, disclosure, or destruction by utilizing practices that are consistent with standards in the industry to protect your privacy.
Please note, however, that no system involving the transmission of information via the Internet or the electronic storage of data is completely secure, no matter what reasonable security measures are taken. Although we take the protection and storage of your Personal Data very seriously, and we take all reasonable steps to protect your Personal Data, we cannot be responsible for data breaches that occur outside of our reasonable control. We will, however, follow all applicable laws in the event a data breach occurs, including taking reasonable measures to mitigate any harm as well as notifying you of such breaches as soon as possible.
Article 9 – YOUR RIGHTS:
Article 10 – DATA PROTECTION OFFICER:
Article 11 – MODIFICATIONS AND REVISIONS: