PRIVACY NOTICE FOR EMPLOYEES AND APPLICANTS
Effective Date: December 9, 2024
Last Reviewed on: December 9, 2024
AutoAlert, LLC (“AutoAlert”) collects and uses your personal information, including sensitive personal information, for human resources, employment, benefits administration, health and safety, and business- related purposes and to be in compliance with applicable law and regulation, including the California Consumer Privacy Act of 2018 (“CCPA”). We are committed to properly handling the personal information collected or processed in connection with your employment relationship with us. This Privacy Notice for Employees and Applicants (“Employee and Applicant Privacy Notice”) applies solely to AutoAlert employees, directors, officers job applicants, as well as contractors or other outsourced staff who are not employed by AutoAlert but have access to AutoAlert’s facilities and/or systems (collectively, “contractors”).
Lawful Basis for Processing Your Personal Information.
If applicable law requires a lawful basis for processing, our lawful basis for collecting and using the personal information described in this Employee and Applicant Privacy Notice will depend on the type of personal information concerned and the specific context in which we collect or use it. Depending on the jurisdiction in which you live, there may be additional applicable lawful bases for processing your personal information that are not listed here.
We normally collect or use personal information from you or others where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms, including for the purpose of communicating with you, evaluating your application, and managing our recruitment and hiring, employment, contract, and offboarding processes. For some processing activities, we may have a legal obligation to collect or retain personal information (for example, to comply with applicable employment laws and regulations) or we may seek your consent to process for a specific purpose.
When we process sensitive personal information about you, as well as ensuring that one of the lawful bases referenced above applies, we will make sure that one or more of the grounds for processing sensitive personal information applies. These include where you have provided your explicit consent, where the processing is necessary for the purpose of satisfying our obligations under applicable employment law, or where the processing is necessary for the purpose of establishing, making or defending legal claims.
Collection of Personal Information
Some of the personal information described in his Employee and Applicant Privacy Notice may be collected and/or processed on our behalf by our third-party service providers, including Insperity and Humi. For more information about the personal information that Insperity and Humi collect, please see their respective privacy policies:
If you are a contractor, the type of personal data we collect is limited to what we need to manage your engagement with AutoAlert and access to AutoAlert facilities and/or systems.
Below are the categories of personal information we collect and the purposes for which we intend to use this information (“Business Purposes”):
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Personal Information Category |
Business Purposes |
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Identifiers, such as full name, gender, date of birth, signature, home address, telephone numbers, email addresses, emergency contact information (including contact information of other individuals), Social Security Number, National ID, and dependent and beneficiary information (this includes information that is classified as California Customer Records personal information). |
• Collecting and processing employment applications, including verifying eligibility for employment, background and related checks, and onboarding. • Processing payroll and employee benefit plan and program administration including enrollment and claims handling. • Maintaining personnel records and record retention requirements. • Communicating with employees and/or employees’ emergency contacts and plan beneficiaries. • Complying with applicable state and federal labor, employment, tax, benefits, workers’ compensation, disability, equal employment opportunity, workplace safety, and related laws. • Preventing unauthorized access to or use of AutoAlert’s property, including AutoAlert’s information systems, electronic devices, network, and data. • Ensuring employee productivity and adherence to AutoAlert policies. • Investigating complaints, grievances, and suspected violations of AutoAlert policy. • Responding to law enforcement requests and as required by applicable law or court order. • Exercising or defend the legal rights of AutoAlert and its employees. |
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Protected classification characteristics under California or federal law, such as Age (40 years or older), race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, veteran or military status, genetic information (including familial genetic information). |
• Complying with applicable state and federal Equal Employment Opportunity laws. • Designing, implementing, and promoting AutoAlert diversity and inclusion programs. • Investigating complaints, grievances, and suspected violations of AutoAlert policy. • Perform workforce analytics, data analytics, and benchmarking. • Conducting internal audits, grievances, and suspected violations of AutoAlert policy. • Exercising or defend the legal rights of AutoAlert and its employees. |
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Internet or other similar network activity, such as your search history, browsing history, login information, and IP addresses on AutoAlert information systems and networks. |
• Facilitating the efficient and secure use of AutoAlert’s information systems. • Ensuring compliance with AutoAlert information systems policies and procedures. • Complying with applicable state and federal laws. • Preventing unauthorized access to, use, or disclosure/removal of AutoAlert property, records, data, and information. • Enhancing employee productivity.
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Sensory data, such as COVID-19 related temperature checks and call monitoring and video surveillance. |
• Monitoring employees and AutoAlert property to ensure security, safety, and adherence to AutoAlert policies |
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Professional or employment- related information, such as your work history, academic and professional qualifications, educational records, references, and interview notes. |
• Collecting and processing employment applications, including confirming eligibility for employment, background and related checks, and onboarding. • Designing and administering employee benefit plan and program, including leave of absence administration. • Maintaining personnel records and complying with record retention requirements. • Communicating with employees and/or employees’ emergency contacts and plan beneficiaries. • Complying with applicable state and federal labor, employment, tax, benefits, workers compensation, disability, equal employment opportunity, workplace safety, and related laws. • Business management. • Preventing unauthorized access to or use of AutoAlert property, including AutoAlert information systems, electronic devices, network, and data. • Ensuring employee productivity and adherence to AutoAlert policies. • Recruiting. • Investigating complaints, grievances, and suspected violations of AutoAlert policy. |
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Non-public education information, job title, position, hire dates, compensation, performance and disciplinary records, and vacation and sick leave records. |
Evaluating an individual’s appropriateness for hire, a position at AutoAlert, performance in their current job duties, or promotion to a new position. |
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Inferences drawn from other personal information, profile or summary about an applicant or employee’s preferences, characteristics, attitudes, intelligence, abilities, and aptitudes. |
• Engaging in human capital analytics, including but not limited to, identifying certain correlations about individuals and success on their jobs, analyzing data to improve retention, and analyzing employee preferences to inform HR policies, programs and procedures. • Conducting applicant reference checks to assist in hiring decisions. |
Sensitive personal information is a subtype of personal information consisting of specific information categories. We may collect or use information that falls with the sensitive personal information categories listed in the table below.
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Sensitive Personal Information Category |
Business Purposes |
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Government identifiers (Social Security Number, National ID, driver’s license, state identification card, or passport number) and images of government identifiers |
As indicated in the chart above in the Identifiers section. |
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Complete account access credentials, such as usernames, account numbers, or card numbers combined with required access/security code or password. |
• Providing employees with human resources management services and employee data maintenance and support services • Preventing unauthorized access to or use of AutoAlert information systems, electronic devices, network, and data. |
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Racial or ethnic origin |
• As indicated in the chart above under “protected classification characteristics”. |
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Religious or philosophical beliefs |
• Reviewing and processing religious reasonable accommodation requests. |
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Genetic data |
• Investigating and processing workers’ compensation claims. • Processing health insurance claims. |
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Mail, email, or text messages contents not directed to us |
• Conducting internal audits and investigating complaints, grievances, and suspected violations of AutoAlert policy. • Exercising or defending the legal rights of AutoAlert and its employees. |
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Health information, including job restrictions and workplace illness and injury information. |
• Investigating and processing workers’ compensation claims. • Processing health insurance claims. |
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Sex life or sexual orientation information. |
• Processing health insurance claims.
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Geolocation data |
• Tracking employee check ins at customer locations via computer or mobile application |
Disclosure of Personal Information
Subject to applicable law, we may disclose personal information as follows:
- Internally. Your personal information may be disclosed to personnel involved in the recruiting and hiring processes, human resources, or other administrators for recruitment and related business purposes.
- Service Providers. We may disclose your personal information to third-party service providers in connection with the provision of services including, but not limited to, the following: benefits administration, recruitment, talent acquisition and administration, technology services, background checks, where allowed by applicable law, and employment history checks. We have contracts with our service providers that address the safeguarding and proper use of your personal information.
- Affiliates. We may disclose your personal information to affiliates under common ownership or control of AutoAlert for purposes of recruiting or evaluating job applicants, resource planning, and talent and recruitment as well as other legitimate business purposes such as human resources administration and general business management and operations.
- Public or Government Authorities. We may disclose your personal information to comply with our legal obligations, regulations, or contracts, or to respond to a court order, administrative, or judicial process, such as a subpoena, government audit, or search warrant where we are legally compelled to do so. We also may disclose your information when there are threats to the physical safety of any person, violations of AutoAlert policies or other agreements, or to protect the legal rights of third parties, including our employees, users, or the public.
- Exercising Legal Rights. We may disclose certain personal information to seek legal advice from our external lawyers or in connection with litigation.
- Corporate Transactions. Your personal information may be disclosed or transferred to relevant third parties in the event of, or as part of the due diligence for, any proposed or actual reorganization, sale, merger, consolidation, joint venture, assignment, transfer, or other disposition of all or part of our business, assets, or stock (including in connection with any bankruptcy or similar proceeding). If a corporate transaction occurs, we will provide notification of any changes to the control of your information, as well as choices you may have.
- Consent. We may disclose your personal information in other ways if you have asked us to do so or have given consent.
Accuracy and Retention
We will take reasonable steps to ensure that the personal information we collect about you is accurate, complete, and current. We generally rely on personal information provided by you (or your authorized representative). It is your responsibility to ensure, to the best of your knowledge, that the personal information you provide us with is accurate, complete and current.
Personal information collected by AutoAlert will be retained only as long as necessary to carry out the Business Purposes described in this Employee and Applicant Privacy Notice and in accordance with applicable law.
Data Security; Breach Notification
We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our application portal, you are responsible for keeping this password confidential.
In the event of a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal information, we shall promptly assess the impact and, where legally required, notify you and/or governmental authorities.
Your Rights and Choices
You can review and change your personal information by logging into your account and visiting your profile page. You may also send us an email at cpo@autoalert.com to request access to, correct, or delete any personal information that you have provided to us. For job applicants, we cannot delete your personal information except by also deleting your account and ending our consideration of your job application. We may not accommodate a request to correct information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. We may not accommodate a request to delete information where such information is necessary for the purposes of your employment or where we are required to retain the information by law. We will provide you with information regarding the status of your request, including whether the request was processed, if we were unable to process all or part of your request, and, if applicable, the reason your request was not processed.
Depending on your place of residence, you may have additional rights regarding your personal information, as described below.
Employees in California
AutoAlert does not sell or share employees’ personal information. You have the right to know what personal information AutoAlert collects about you and how it is used and shared, the right to delete personal information AutoAlert has collected from you, the right to correct incorrect personal information, and the right to limit the use and disclosure of sensitive personal information. To exercise these rights, see the Your Rights and Choices section.
Employees in Canada
Applicable Canadian privacy law provides residents with specific employment-related privacy rights related to personal information and sensitive personal information. AutoAlert collects, uses, stores, discloses and retains your personal information and sensitive personal information for the purposes identified in, and in accordance with, this Employee and Applicant Privacy Notice and applicable law. Your personal information may be communicated to the categories of third parties referred to in this notice, which may be located outside of the province in which your personal information was collected, for the purposes identified in this Employee and Applicant Privacy Notice.
You have a right to request access to, or correction of, your personal information in our custody or control. You have the right to request to know who within AutoAlert has access to your personal information, and for how long that personal information will be kept. Where we have relied on your consent to process personal information and you have provided us with your consent to process the personal information, you have the right to withdraw such consent. You may also request that AutoAlert stop distributing, and remove any links to, your personal information, if the availability of such information causes you an injury or violates a court order. To exercise these rights, see the Your Rights and Choices section. The above-mentioned rights are subject to any applicable legal restriction, which may prevent us from fulfilling your request.
Changes to Our Employee and Applicant Privacy Notice
We reserve the right to amend this Employee and Applicant Privacy Notice at our discretion and at any time. When we make changes to this Employee and Applicant Privacy Notice, we will provide employees with an updated copy, update the effective date above, and request employee acknowledgement.
Contact Information
If you have any questions or comments about this notice, the ways in which AutoAlert collects and uses your information described here and in the Employee and Applicant Privacy Notice, your choices and rights regarding such use, or wish to exercise your rights regarding your personal information, please do not hesitate to contact us at cpo@autoalert.com.