Effective 4/10/2023
TAIT and Associates, Inc. and its subsidiaries (TAIT & Associates, Inc., Tait Environmental Services, Inc., and Tait Land, Inc.) (collectively, “TAIT”) is providing this TAIT Human Resources Privacy Notice for California Personnel (“HR Privacy Notice”) to provide information to its employees, job applicants, temporary employees, and contractors (collectively “Personnel”) – and other individuals whose Personal Data is collected for human resources purposes (such as qualified dependents) – regarding how we collect and use your Personal Data in connection with your employment and other relationship with TAIT. In this Notice, “Personal Data” means data relating to identified or identifiable individuals and households.
This HR Privacy Notice applies only to Personal Data processed in the 12-months preceding the effective date in the context of TAIT’s human resources (“HR”), employment, and other internal business functions relating to our Personnel and their family members or beneficiaries, including internal computer systems, networks, online services, benefits, etc.
TAIT’s consumer Privacy Policy (“Consumer Privacy Policy”) describes how we collect, use and protect the Personal Data of individuals who use the TAIT website (https://tait.com/) and other online services. The Privacy Policy will apply to the extent TAIT Personnel use any products or services subject to the Consumer Privacy Policy.
TAIT and Associates, Inc.
701 N. Parkcenter Drive
Santa Ana, CA 92705
714-560-8200
See below for information relating to how to submit requests to exercise your rights in the Personal Data we process.
This chart describes the categories of Personal Data that TAIT may collect in connection with its employment and contractual work relationships. Note, all Personal Data may be used and disclosed in connection with our Business Purposes.
|
Category of Personal Data & Representative Data Elements |
Common Purposes for Collecting & Sharing |
|
Contact Data
|
We use your Contact Data to communicate with you by mail, email, telephone, or text about your employment, including sending you work schedule information, compensation and benefits communications, and other company information. Contact Data is also used to help us identify you and personalize our communications, such as by using your preferred name. |
|
Identity Data
|
We use your Identity Data to identify you in our HR records and systems, to communicate with you (often using your Contact Data) and to facilitate our relationship with you, for internal record-keeping and reporting (including for data matching and analytics), and to track your use of company programs and assets, and for most processing purposes described in this HR Privacy Notice, including governmental reporting, employment/immigration verification, background checks, etc. |
|
Government ID Data
|
We use your Government ID Data to identify you and to maintain the integrity of our HR records, enable employment verification and background screening, such as reference checks, license verifications, and criminal records checks (subject to applicable law), enable us to administer payroll and benefits programs and comply with applicable laws (such as reporting compensation to government agencies as required by law), as well as for security and risk management (such as collecting driver’s license data for employees who operate company vehicles, professional license verification, fraud prevention and similar purposes).
We may also use Government ID data for other customer Business Purposes, such as collecting passport data and secure flight information for employees and contractors who travel as part of their job duties. |
|
Biographical Data
|
We use Biographical Data to help us understand our employees and contractors and for professional and personal development, to assess suitability for job roles, and to ensure a good fit between each individual’s background and relevant job functions. We also use Biographical Data to foster a creative, diverse workforce, for recruiting, for coaching, and to guide our decisions about internal programs and service offerings.
|
|
Transaction and Interaction Data
|
We use Transaction and Interaction Data as needed to manage the employment relationship and fulfill standard HR functions, such as scheduling work, providing payroll and benefits and managing the workplace (e.g., onboarding, maintenance, evaluations, performance management, investigations, etc.). |
|
Financial Data
|
We use your Financial Data to facilitate compensation, (such as for direct deposits), expense reimbursement, to process financial transactions, for tax withholding purposes, and for security and fraud prevention.
|
|
Health Data
|
We use your Health Data as needed to provide health and wellness programs, including health insurance programs, and for internal risk management and analytics related to our HR functions, staffing needs, and other Business Purposes. In response to the COVID-19 pandemic and as requested by TAIT clients, we may implement health and other screening procedures, vaccination requirements, vaccination tracking, and other measures to reduce the possibility of transmission to our Personnel and guests and to comply with applicable public health orders and guidance. We may use and may need to share this data to carry out contact tracing, implement and enforce workplace safety rules, and for public safety reasons and compliance obligations. |
|
Device/Network Data
|
We use Device/Network Data for system operation and administration, technology and asset management, information security incident detection, assessment, and mitigation and other cybersecurity purposes. We may also use this information to evaluate compliance with company policies. For example, we may use access logs to verify work hours and attendance records. Our service providers may use this information to operate systems and services on our behalf, and in connection with service analysis, improvement, or other similar purposes related to our business and HR functions.
|
|
Audio/Visual Data
|
We may use Audio/Visual Data for general relationship purposes, such as call recordings used for training, coaching, or quality control.
|
|
Inference Data
|
We use Inference Data to help tailor professional development programs and to determine suitability for advancement or other positions. We may also analyze and aggregate data for workforce planning. Certain Inference Data may be collected in connection with information security functions (e.g., patterns of usage and cybersecurity risk). |
|
Compliance and Demographic data
|
We use Compliance and Demographic Data for internal governance, corporate ethics programs, institutional risk management, reporting, demonstrating compliance and accountability externally, and as needed for litigation and defense of claims. |
|
Protected Category Data Characteristics of protected classifications under state or federal law, e.g. race, national origin, religion, gender, disability, marital status, sexual orientation, or gender identity |
We use Protected Category Data as needed to facilitate the employment relationship or other relationship, for compliance and legal reporting obligations, to evaluate the diversity of our Personnel and the success of our diversity and inclusion efforts, and as needed for litigation and defense of claims. |
|
Sensitive Personal Data The following categories of data we collect are considered “Sensitive Personal Data:”
|
We use Sensitive Personal Data only as strictly necessary for the purpose it is collected with your knowledge and consent if required by law (e.g. health information on a health insurance benefits application, COVID-19 vaccination status for staffing or entry into locations where vaccination is required, location and speed of company vehicles, and requests for accommodation). |
We collect Personal Data from various sources, which vary depending on the context in which we process that Personal Data.
Data you provide us – We will receive your Personal Data when you provide them to us, when you apply for a job, complete forms, via the TAIT ADP employee portal, or otherwise direct information to us.
Data from a third party – We will receive your Personal Data from third parties such as recruiters, credit reporting agencies, or employment screening providers.
Data from publicly available sources – We may collect data that is publicly available on the Internet (e.g. through a Google search of a candidate’s name).
Data we collect automatically – We may also collect information about or generated by any device you have used to access internal IT services, applications, and networks.
Data we receive from Service Providers – We receive information from service providers performing services on our behalf.
Data we create or infer – We (or third parties operating on our behalf) create and infer Personal Data such as Inference Data based on our observations or analysis of other Personal Data processed under this Privacy Notice, and we may correlate this data with other data we process about you. We may combine Personal Data about you that we receive from you and from third parties.
We generally process HR Personal Data internally; however, it may be shared or processed externally by third party service providers, when required by law or necessary to complete a transaction, or in other circumstances described below.
The Personal Data identified below collected from our Personnel may be disclosed to the following categories of recipients in relevant contexts.
Personnel of HR Departments – All Personal Data relating to HR and Recruitment.
Personnel of Finance Departments – Personal Data to the extent related to payroll, compensation, expense reimbursements, etc.
Supervisors and Managers – Elements of Personal Data to the extent permitted in the jurisdiction, to the extent necessary to evaluate, establish, and maintain the employment or contractual relationship, conduct reviews, handle compliance obligations, and similar matters.
Department Managers searching for new employees or contractors – Personal data of job candidates contained in job applications to the extent allowed by relevant laws and departmental needs.
IT Administrators of TAIT and/or third parties who support the management and administration of HR processes may receive Personal Data as necessary for providing relevant IT related support services (for example, conducting IT security measures and IT support services).
Peers and colleagues – Elements of Personal Data in connection with company address books, intracompany and interpersonal communications, and other contexts relevant to the day-to-day operation of company business.
TAIT may provide HR Personal Data to external third parties as described below. The specific information disclosed may vary depending on context, but will be limited to the extent reasonably appropriate given the purpose of processing and the reasonable requirements of the third party and TAIT. We generally provide information to:
Our subsidiaries, affiliates, and parent company.
Service providers, vendors, and similar data processors that process Personal Data on TAIT’s behalf (e.g., analytics companies, financial analysis/budgeting, trainings, benefits administration, payroll administration, background checks, etc.) or that provide other services for our Personnel or for TAIT.
To prospective seller or buyer of such business or assets in the event TAIT sells or buys any business or assets.
To future TAIT affiliated entities, if TAIT or substantially all of its assets are acquired by a third party, in which case Personal Data held by it about its employees and contractors may be one of the transferred assets.
To your employment references, in order to inform them that you have applied with TAIT as part of our recruiting process.
To future prospective employers seeking to confirm your relationship with TAIT.
To any public authority in relation to national security or law enforcement requests, if TAIT is required to disclose Personal Data in response to lawful requests by a public authority.
To any other appropriate third party, if TAIT is under a duty to disclose or share your Personal Data in order to comply with any legal obligation or to protect the rights, property, health, or safety of TAIT, our employees, contractors, customers, or others.
TAIT and TAIT affiliates are located in the United States. Any Personal Data collected under this Policy will likely be processed in the United States, in addition to any other jurisdiction where such TAIT affiliate is located.
TAIT collects Personal Data about its prospective, current, and former Personnel and other individuals as appropriate in the context of an employment or contractual work relationship (such as dependents) for various general HR and business purposes, as described below. We do not sell or “share” (as defined in CCPA) HR Personal Data with third parties in exchange for monetary consideration or for advertising purposes.
TAIT collects Personal Data about its prospective, current, and former employees, job applicants, contractors and other individuals as appropriate in the context of an employment or contractual work relationship, including for recruitment and IT/technical support services, and as needed for using internal software, networks and devices. The categories of Personal Data we process, along with representative data elements, are listed in the chart below. We may not collect from you or process all of the Personal Data identified below, depending on your position or the nature of your relationship with TAIT.
|
Personal Data pertaining to prospective employees or contractors may processed for:
|
|
|
Personal Data pertaining to current employees and contractors may be processed for:
|
|
|
Personal Data pertaining to former employees and contractors may be processed for:
|
|
|
Personal Data pertaining to individuals whose information is provided to TAIT in the course of HR management (such as information pertaining to employees’ family members, beneficiaries, dependents, emergency contacts, etc.) may be processed for:
|
|
“Business Purposes” means the following purposes for which Personal Data may be collected, used and shared:
Maintaining comprehensive and up-to-date Personnel records.
Establishing, managing, or terminating the employment or other working relationship.
Maintaining a safe and respectful workplace and improving Personnel satisfaction and performance.
Identity and credential management, including identity verification and authentication, issuing ID card and badges, system administration and management of access credentials.
Security, safety, loss prevention, information security, and cybersecurity.
Legal and regulatory compliance, including without limitation all uses and disclosures of Personal Data that are required by court orders and applicable laws, regulations, orders and ordinances, and for compliance with legally-mandated policies and procedures, such as anti-money laundering programs, security and incident response programs, intellectual property protection programs, and corporate ethics reporting system, and other processing in connection with the establishment and defense of legal claims.
Corporate audit, analysis, and consolidated reporting.
To enforce our contracts and to protect TAIT, our workers, our clients and their employees and the public against injury, theft, legal liability, fraud or abuse, to people or property.
As needed to de-identify the data or create aggregated datasets, such as for consolidating reporting, research, or analytics.
Making back-up copies for business continuity and disaster recovery purposes, and other IT support, debugging, security, and operations.
For the operations, analysis, upgrade, enhancement, development, or improvement internal IT or other services, operations, and similar matters.
As needed to facilitate corporate governance.
TAIT requires that Personal Data be protected using technical, administrative, and physical safeguards, as described in our various security policies. TAIT staff must follow the security procedures set out in applicable security policies at all times.
TAIT intends to retain Personal Data or Sensitive Personal Data (as defined above) for no longer than is reasonably necessary and proportionate to achieve the legitimate business purpose for which it was collected or to satisfy a legal requirement. What is necessary may vary depending on the context and purpose of processing. We generally consider the following factors when we determine how long to retain data (without limitation):
Retention periods established or necessary under applicable law;
Industry and human resources best practices;
Whether the purpose of processing is reasonably likely to justify further processing;
Risks to individual privacy in continued processing;
Applicable data protection impact assessments;
IT systems design considerations/limitations; and
The costs associated continued processing, retention, and deletion.
TAIT staff must follow any applicable records retention schedules and policies and destroy any media containing Personal Data or Sensitive Personal Data in accordance with applicable company policies. Personal Data shall not be further processed in a manner that is incompatible with these purposes.
For more information regarding retention periods, please see our TAIT Data Retention Policy.
YOUR RIGHTS, INCLUDING YOUR CALIFORNIA PRIVACY RIGHTS
Under the California Consumer Privacy Act (“CCPA”) and other comprehensive state privacy laws, you may have the following rights, subject to your submission of an appropriately verified request (see below for verification requirements):
|
Right to Know |
You may request any of following, for the 12-month period preceding your request: (1) the categories of Personal Data we have collected about you, or that we have sold, or disclosed for a commercial purpose; (2) the categories of sources from which your Personal Data was collected; (3) the business or commercial purpose for which we collected, sold or shared your Personal Data; (4) the categories of third parties to whom we have sold or shared your Personal Data, or disclosed it for a business purpose; and (5) the specific pieces of Personal Data we have collected about you. |
|
Right to Delete |
You have the right to delete certain Personal Data that we hold about you, subject to exceptions under applicable law. |
|
Right to Correct |
You have the right to correct certain Personal Data that we hold about you, subject to exceptions under applicable law. |
|
Right of Non-retaliation |
You have the right to not to receive discriminatory treatment as a result of your exercise of rights conferred by the CCPA. |
|
Direct Marketing |
You may request a list of Personal Data we have disclosed about you to third parties for direct marketing purposes during the preceding calendar year, if applicable. |
|
Minors’ |
To the extent we have actual knowledge that we collect or maintain Personal Data of a minor under age 16, those minors between the age of 13 and 16 must opt in to any sharing of personal information (as defined under CCPA), and minors under the age of 13 must have a parent consent to sharing of personal information (as defined under CCPA). All minors have the right to opt-out later at any time. Minors under age 13 may have other rights under the Children’s Online Privacy Protection Act (“COPPA”). |
If you are a current TAIT employee, you can send an email to info@tait.com to submit requests to review and update your Personal Data and to exercise your rights in Personal Data subject to this HR Privacy Notice, to the extent you have those rights under applicable law. You may also contact your HR Office for assistance. If you are a contractor, or an applicant, former employee, beneficiary, dependent, or family member, please contact us at the address or email listed below for assistance with your privacy requests. For all other questions or comments about this HR Privacy Notice or our privacy practices, please contact:
TAIT and Associates, Inc.
701 N. Parkcenter Drive
Santa Ana, CA 92705
Re: Data Rights Requests
Requests to receive a copy of Personal Data, and requests to delete or correct Personal Data, must be verified to ensure that the individual making the request is authorized to make that request, to reduce fraud, and to ensure the security of your Personal Data. We may require that you provide the email address we have on file for you (and verify that you can access that email account) as well as an address, phone number, or other data we have on file, in order to verify your identity. If an agent is submitting the request on your behalf, we reserve the right to validate the agent’s authority to act on your behalf.
I acknowledge that on the date indicated below, I received a copy of TAIT HR Privacy Notice for California Personnel. I acknowledge that I am expected to read and understand the information in the TAIT HR Privacy Notice for California Personnel. I also understand I should ask my manager or Human Resources if I have any questions about anything covered by the TAIT HR Privacy Notice for California Personnel.
I also acknowledge that the provisions in this TAIT HR Privacy Notice for California Personnel are not intended to form or imply an employment contract between TAIT and me or any of its other employees. Nothing contained in this TAIT HR Privacy Notice for California Personnel shall require TAIT to have "just cause" to terminate an employee or otherwise restrict the Company's right to terminate employees at will or to change the terms and conditions of employment.
|
Employee Signature: |
|
|
|
|
|
|
|
Employee Name (Printed): |
|
|
|
|
|
|
|
Date: |
|
|