4506-Transcripts will collect personal information about Staff for various purposes, primarily relating to establishing and managing the employment or other work relationship between 4506-Transcripts and its human resources. 4506-Transcripts shall identify the purposes for which personal information is collected at or before the time the information is collected.
4506-Transcripts may also collect personal information from other sources including previous employers, work associates, personal references or other third parties to whom the Staff member has given permission to disclose the information.
4506-Transcripts has a responsibility to inform Staff of the policies and practices for the management of personal information and will make these policies and practices understandable and easily available.
Consent requirements may vary depending upon circumstances and upon the type of personal information that 4506-Transcripts intends to collect, use or disclose. When determining whether a Staff member’s consent is required, 4506-Transcripts will take into account both the sensitivity of the personal information and the purposes for which 4506-Transcripts will use the information. If consent is required, 4506-Transcripts will determine the form of consent that is appropriate. Consent may be expressed, implied or deemed and may be obtained in person, by phone, by fax, by mail, e-mail, or via the Internet. Subject to our legal rights and obligations, 4506-Transcripts may, from time to time, seek a Staff member’s consent to collect, use or disclose personal information for a new purpose.
The collection of personal information will be limited to the amount and type of information required specifically for an identified purpose. 4506-Transcripts shall not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the Staff member or if the use or disclosure is authorized by law.
Personal information collected in one business unit of 4506-Transcripts may be shared with other business units of 4506-Transcripts for the purposes as identified above. 4506-Transcripts may disclose personal information about its Staff for human resources and benefits administration and in the context of providing references regarding current or former employees in response to requests from prospective employers.
4506-Transcripts will compile and disclose certain information about Staff to a limited number of third parties and those we are obliged to do so by law in order to administer staffing, compensation, and benefits programs.
Although 4506-Transcripts will protect and limit the use of personal information about Staff that is disclosed to third parties, 4506-Transcripts is not responsible for the subsequent uses or disclosure of the subject personal information by the third-party recipient such as government agencies.
4506-Transcripts takes appropriate steps to ensure that personal information is accurate, complete and up-to-date to minimize the possibility that inaccurate personal information is used to make a decision about Staff.
4506-Transcripts will provide adequate safeguard practices to ensure the security of personal information, protect the information against loss or theft and safeguard the information from unauthorized access, disclosure, copying, use or modification.
Only 4506-Transcripts Staff with a business need to know, or whose duties reasonably so require, are granted access to personal information about 4506-Transcripts Staff.
Personal information is kept as long as necessary to satisfy the purposes. Personal information that has been used to make a decision about an employee shall be retained for a reasonable period, which will permit the Staff member to access the personal information after the decision has been made.
Files containing personal information are business records and, as such, property of 4506-Transcripts. Subject to 4506-Transcripts’ legal rights and obligations, 4506-Transcripts shall, upon receipt of a written request, inform the Staff member of the existence, use and disclosure of his or her personal information and shall, subject to reasonable limitations, permit the individual access to that information. 4506-Transcripts will respond to a request to access personal information within a reasonable time.
Personal information contained in business records may not be edited or removed except as follows:
A. When a Staff member can demonstrate that the personal information is not accurate or complete, the information will be annotated or amended as appropriate.
B. When the information is (i) personal information about a third party, (ii) sensitive or confidential business information of 4506-Transcripts or a third party or (iii) any other information that 4506-Transcripts is required or permitted by law to remove.
Staff members can seek access to their personal information by sending a written request to the Human Resources Department.
Any Staff found to have violated this policy may be subject to disciplinary action, up to and including termination.
This policy is to be distributed to all 4506-Transcripts Staff.