O.C. Tanner Applicant Privacy Notice

Job Description:

O.C. Tanner Applicant Privacy Notice

Last updated: January 13, 2023

Your privacy is important to O.C. Tanner, and we value being transparent about how we process your personal information. This Privacy Notice ("Notice") is intended to help you understand what information we process, why we process it, and the rights you have concerning your personal information. In this Notice the terms "O.C Tanner," "we," "us," and "our" refer to O.C. Tanner and its affiliated entities.

Providing you with this Notice is not an indication, nor does it does guarantee, that you will be interviewed for the position to which you applied, or that you will be offered employment by O.C. Tanner.

Applicability of other O.C. Tanner privacy notices and polices

O.C. Tanner's website(s), products, and services may have separate privacy policies or notices that apply to you. This Notice is not applicable to any personal information collected in connection with your use of those websites, products, or services. This Notice applies only to the personal information processed in connection to your application for employment at O.C. Tanner.

Personal information we process

We may process the following personal information:

Category of personal information

Types of personal information

Identifiers

Name, gender, date of birth, signature, postal address, telephone number, email address.

Characteristics of protected classifications under applicable law

Race, ethnicity, national origin, family status, and whether you have a disability related to the position for which you are applying.

Professional or employment-related information

Work history, academic and professional qualifications, references, interview notes, previous job titles and/or positions, work product, other information you include on your resume and/or cover letter, and whether you will need visa sponsorship.

Education information

Education information regarding school(s) attended, degree(s) obtained, level of education, and education records.

In general, you will know what information we process because you will voluntarily provide it to us.

Purpose for processing your personal information

We process your personal information in order to review and evaluate your job application, which may include the following:

• Processing and reviewing your job application, including any cover letter, resume, and/or references.
• Considering you for employment opportunities and assessing your skills, qualifications, and interests in a particular position.
• Contacting you if we need more information related to your application or responding to questions from you.
• Scheduling and/or conducting an interview with you.
• Verifying your information and carrying out employment, background, and reference checks, where applicable and/or where required or permitted by applicable law.
• Communicating with you about the recruitment process and your application.
• Keeping records related to our hiring processes, and monitoring for diversity and equal opportunities.
• Analyzing and assessing the effectiveness of our recruiting processes.
• Creating and submitting reports, as required by applicable laws or regulations.
• Complying with legal, compliance, regulatory, and/or other corporate governance requirements (including, for example, to ensure compliance with applicable non-discrimination laws).
• Protecting and defending the rights and property of O.C. Tanner, other job applicants, our employees, or the public.
• Detecting and protecting against security incidents and malicious, deceptive, fraudulent or illegal activity, or violations of O.C. Tanner's policies or applicable law.

We will only process your personal information for the purposes for which we collected it. If we need to process your personal information for a new purpose, we will provide notice to you (and if required by law we will ask for your consent). You will not be subject to automated decision-making that significantly affects you or produces an adverse legal effect. We do not sell your personal information.

How we collect your personal information

In most cases, we collect personal information directly from you. In limited circumstances third parties may provide your personal information to us, such as former employers, your references, and official bodies (such as regulators or criminal record bureaus). We may also monitor the use of our premises, equipment, devices, computers, networks, applications, software, and other assets and resources which may result in the collection of personal information without your knowledge.

Security measures

O.C. Tanner is committed to protecting your personal information. We implement appropriate physical, technical, and organizational security measures designed to secure your personal information against accidental loss and unauthorized access, use, alteration, or disclosure.

Basis for processing

We process your personal information in accordance with applicable law, including for legitimate business purposes (evaluating your application for employment), or where the processing is necessary to comply with a legal obligation, for our legitimate interests, to protect your vital interests, or with your consent (if required by applicable law).

Disclosures to subprocessors and other parties

Your personal information may be disclosed to O.C. Tanner employees that participate in the evaluation process and O.C. Tanner's third-party suppliers that facilitate the application process. Your use of services provided by third-parties may be governed by separate terms and privacy policies, which are not under our control and are not subject to this Notice.

We may also disclose personal information to O.C. Tanner's lawyers, accountants, or other professional advisors. Where required by law or order of a court, we may disclose your personal information to an administrative agency or government tribunal. This includes in response to legal processes and lawful requests by public authorities.

Storage of personal information and cross-border transfers (overseas disclosures)

Depending on where you are located, your personal information may be transferred to O.C. Tanner in the United States (cross-border transfer or overseas disclosure), where the data protection laws may not be considered as protective as the laws of the country in which you reside. However, we implement appropriate security measures and adopt necessary data processing and transfer agreements to ensure your personal information is adequately protected.

Retention

We will only keep your personal information for as long as necessary to fulfill the purposes for which we collected it, as required to satisfy any legal or reporting obligations, or as necessary to resolve disputes. Generally, this means we retain your personal information for the duration of your consideration for employment at O.C. Tanner.

To determine the appropriate retention period for personal information, we consider applicable legal requirements, the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information, and whether we can achieve those purposes through other means.

Your rights

Depending on where you are located, you may have certain rights concerning your personal information, including the right to access, restrict the processing of, object to the processing of, correct, update, rectify, and receive a copy of (data portability) your personal information; or request that we erase or delete your personal information. You may also have the right to lodge a complaint with a supervisory or regulatory authority.

Some or all of the rights listed above may not apply to you or may be subject to limitations, depending on applicable law. To exercise these rights, please contact privacy@octanner.com.

California Residents

If you are a California resident, you may have additional rights under the California Consumer Protection Act (CCPA) and California Privacy Rights Act (CPRA), including the right to (i) know the categories of personal information collected about you; (ii) know the source of the personal information collected about you; (iii) correct inaccurate information; (iv) limit the use and disclosure of sensitive personal information; and (v) request that we delete your personal information. Some of these rights may be subject to limitations. We will not discriminate against you for exercising these rights. For information about how to exercise these rights, please visit the "Your rights" section of this Notice.

California law requires that we tell you whether we collect any personal information that is described in California Civil Code Section 1798.80(e), which includes personal information, such as name, contact information, physical characteristics, credit card or billing information, and health or medical information. We collect personal information described in Section 1798.80(e). This information is already described in the "Personal information we process" section above.

We do not "sell" or "share" (as those terms are defined in the CCPA and/or CPRA) your personal information or sensitive personal information. This Notice describes the categories of personal information we collect, the sources of that information, the purpose for collection (which includes for "business purposes" under the CCPA and/or CPRA), the categories of third parties to whom personal information is disclosed, and our deletion and retention policies. If you have questions or would like to exercise your rights under the CCPA or CPRA, please contact privacy@octanner.com.

Revisions to this Notice

We may update or revise this Notice due to changes in applicable laws or regulations, or because of changes to our processing activities. We will notify you of material changes that affect your personal information. You can see the last time this Notice was updated by checking the "last updated" date listed at the top of this Notice.

Questions or concerns

If you have questions or concerns regarding this Notice, please contact our Data Protection Officer at privacy@octanner.com.