This policy explains what information we collect during our application and recruitment process and why we collect it; how we use that information; and how to access and update that information.

Types of information we collect

This policy covers the information you share with us and/or which may be acquired or produced by Civic Heart Community Services and its affiliates during the application or recruitment process including:

• Your name, address, email address, telephone number, and other contact information;
• Your resume or CV, cover letter, previous and/or relevant work experience or other experience, education, transcripts, or other information you provide to us in support of an application and/or the application and recruitment process;
• Information from interviews and phone screenings you may have, if any;
• Details of the type of employment you are or may be looking for, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate, or other job preferences;
• Details of how you heard about the position you are applying for;
• Any sensitive and/or demographic information processed during the application or recruitment process such as gender, information about your citizenship and/or nationality, medical or health information, and/or your racial or ethnic origin;
• Reference information and/or information received from background checks (where applicable), including information provided by third parties;
• Information relating to any previous applications you may have made to Civic Heart Community Services and/or any previous employment history with Civic Heart Community Services;
• Your information from publicly available sources, including online, that we believe is relevant to your application or a potential future application (e.g. your LinkedIn profile); and/or
• Information related to any assessment you may take as part of the interview screening process.

How we use information we collect:

Your information will be used by Civic Heart Community Services for the purposes of carrying out its application and recruitment process which includes:

• Assessing your skills, qualifications, and interests against our career opportunities;
• Verifying your information and carrying out reference checks and/or conducting background checks (where applicable) if you are offered a job;
• Communications with you about the recruitment process and/or your application(s), including, in appropriate cases, informing you of other potential career opportunities at Civic Heart Community Services;
• Creating and/or submitting reports as required under any local laws and/or regulations, where applicable;
• Where requested by you, assisting you with obtaining an immigration visa or work permit where required;
• Making improvements to Civic Heart Community Services’ application and/or recruitment process including improving diversity in recruitment practices;
• Complying with applicable laws, regulations, legal processes, or enforceable governmental requests; and/or
• Proactively conducting research about your educational and professional background and skills and contacting you if we think you would be suitable for a role with us.
• We will also use your information to protect the rights and property of Civic Heart Community Services, applicants, candidates, employees, or the public as required or permitted by law.

If you are offered and accept employment with Civic Heart Community Services, the information collected during the application and recruitment process will become part of your employment record.

We may also seek your consent to process your personal information in specific circumstances or process it where necessary to comply with a legal obligation or for purposes connected to legal claims. If we use your information to improve our application or recruitment process, we do so on the basis that it is in our legitimate interests to ensure we recruit the best possible candidates.

Who may have access to your information

If you have been referred for a job at Civic Heart Community Services by a current employee, with your consent, we may inform that employee about the progress of your application and let the employee know the outcome of the process. In some cases, if it is identified that you have attended the same university/school or shared the same previous employer during the same period as a current employee we may consult with that employee for feedback on you.

Civic Heart Community Services may also use service providers acting on Civic Heart Community Services’ behalf to perform some of the services described above including for the purposes of the verification/background checks.

Civic Heart Community Services may sometimes be required to disclose your information to external third parties such as to local labor authorities, courts and tribunals, regulatory bodies, and/or law enforcement agencies for the purpose of complying with applicable laws and regulations, or in response to legal process.

We will also share your personal information with other third parties if we have your consent (for example if you have given us permission to contact your references), or to detect, prevent or otherwise address fraud, security, or technical issues, or to protect against harm to the rights, property or safety of Civic Heart Community Services, our applicants, candidates, employees or the public or as otherwise required by law.

It is your responsibility to obtain consent from references before providing their personal information to Civic Heart Community Services.

Our retention of your information

If you apply for a job at Civic Heart Community Services and your application is unsuccessful (or you withdraw from the process or decline our offer), Civic Heart Community Services will retain your information for a period after your application. We retain this information for various reasons, including in case we face a legal challenge in respect of a recruitment decision, to consider you for other current or future jobs at Civic Heart Community Services, and to help us better understand, analyze and improve our recruitment processes.

If you do not want us to retain your information for consideration for other roles, or want us to update it, please contact civicheart@civicheart.org. Please note, however, that we may retain some information if required by law or as necessary to protect ourselves from legal claims.

Your rights in respect of your information

In certain countries, you may have certain rights under data protection law. This may include the right to request access or to update or review your information, request that it be deleted or anonymized, or object to or restrict Civic Heart Community Services using it for certain purposes.

If you wish to exercise a right of access please contact civicheart@civicheart.org. We will respond to any requests in accordance with applicable law, and so there may be circumstances where we are not able to comply with your request.

Changes to this Policy

We may change this policy from time to time. We will post any changes to this policy on this page.

Categories of information we collect

• Identifiers and similar information, such as your name, phone number, and address; username and password; and unique identifiers tied to the browser, application, or device you’re using.

• Demographic information, such as your age, gender, and language(s) spoken. If you choose, you may also provide additional information, like your racial or ethnic origin, religious or philosophical beliefs, trade union membership, sexual orientation, or gender identity.

• Financial information, such as your current and/or desired salary and other terms relating to compensation and benefits packages.

• Internet, network, and other activity information in connection with your use of Paycom applicant accounts, systems, and services, such as your search terms; views and interactions with content; and information about the interaction of your apps, browsers, and devices with Paycom services (like IP address, crash reports, and system activity).

• Geolocation data, including as determined by IP address, depending in part on your device and account settings.

• Audio, electronic, visual, and similar information, such as information transmitted in connection with interviews or phone-screenings you may have, if any.

• Communications data, such as emails that you may send or receive in connection with the application or recruitment process.

• Health information, if you choose to provide it, in connection with the application or recruitment process, such as data you may provide in connection with an accommodations request.

• Professional, employment, and education information, such as information you provide in connection with the application and recruitment process, as well as information Civic Heart Community Services may otherwise collect through reference checks, criminal and financial background checks (where applicable) and information from publicly available sources, including online, that may be relevant.

• Other information you create or provide, such as the content you create, upload, or otherwise provide in connection with the application and recruitment process.

• Inferences drawn from the information above.

Business purposes for which information may be used or disclosed

• Administrative purposes: Civic Heart Community Services uses and may disclose information for purposes related to carrying out its application and recruitment process, including for assessing candidates; verifying information and conducting reference checks and criminal and financial background checks (where applicable); communicating with you; responding to requests for assistance with obtaining an immigration visa or work permit (where required); diversity, equity, inclusion and belonging; and other related activities.

• Protecting against security threats, abuse, illegal activity, and violations: Civic Heart Community Services uses and may disclose information to detect, prevent and respond to security incidents, and for protecting against other malicious, deceptive, fraudulent, or illegal activity. For example, to protect our services, Civic Heart Community Services may receive or disclose information about IP addresses that malicious actors have compromised.

• Auditing and measurement: Civic Heart Community Services uses information for analytics and measurement to understand use of Paycom accounts, systems, and services.

• Maintaining our services: Civic Heart Community Services uses information to ensure our equipment, accounts systems, and services are working as intended, such as tracking outages or troubleshooting bugs and other issues.

• Research and development: Civic Heart Community Services uses information to improve our application and recruitment process.

• Use of service providers: Civic Heart Community Services shares information with service providers to perform services on our behalf, in compliance with this privacy policy and other appropriate confidentiality and security measures. For example, we may rely on service providers to help perform criminal and financial background checks (where applicable).

• Legal reasons: Civic Heart Community Services also uses information to satisfy applicable laws or regulations and discloses information in response to legal process or enforceable government requests, including to law enforcement.

Parties with whom information may be disclosed

• Other people with whom you choose to share your information, such as the content you create, upload, or otherwise provide in connection with the application and recruitment process.

• Third parties with your consent, for example if you have given us permission to contact your references.

• Service providers, trusted businesses or persons that process information on Civic Heart Community Services’ behalf, based on our instructions and in compliance with this privacy policy and any other appropriate confidentiality and security measures.

• Law enforcement or other third parties, in response to legal process or enforceable government requests, and as necessary to identify, report on and investigate violations of applicable laws and regulations.