I. About our Privacy Statement
Haymarket Media, Inc., including its affiliates, subsidiaries and related brands (collectively “Haymarket,” “we,” “us,” and/or “our”) values and respects the privacy and the security of the personal information ((information that allows your identity to be reasonably inferred by either direct or indirect means) (“Personal Information”)) shared by an identified or identifiable natural person and a resident of California, either as a job applicant, employee or an independent contractor (“Employee,” “You,” or “Your”) or as collected from an Employee in course of employment and for employment related purposes.
II. Acceptance and Notification of Changes
Please read this Privacy Statement carefully to understand our policies and practices regarding your Personal Information and how we will treat it. By submitting your Personal Information as an Employee with Haymarket, you expressly acknowledge that you have read, understood and agree to this Privacy Statement, including as modified from time to time to ensure compliance with any changed business purposes, or as may be required by applicable laws or regulations. If we implement any material changes, we will provide you with notice, either through our website or otherwise.
III. Categories of Personal Information We May Collect About You
The different categories of Personal Information we may collect and process are as follows:
- Personal Details (e.g. first name, middle name, last name, date of birth)
- Government Issued I.D.s (e.g., drivers license, passport number, and a social security number)
- Contact Details (e.g. email address, phone number, physical mailing address)
- Professional/Employment Details (e.g. resume, employment history, references, background checks, employment contracts)
- Communications on Haymarket systems (e.g. emails, chat messages)
- Payment Details (e.g. direct deposit and bank account information, corporate credit card information and transactions)
- Education and Training Details (e.g. course name, date attended)
- Health Information in compliance with HIPAA and the ADA (doctor’s notes, information when requesting ADA accommodations, etc)
We do not collect sensitive personal information from Employees as defined under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). Some categories apply only to current or past employees of Haymarket.
IV. How Do We Collect Personal Information About You?
We collect Personal Information from you in the course of employment related activities and considerations, including through our HR information system (HRIS).
V. How Do We Use Your Personal Information?
We use your Personal Information for the following purposes:
- HR Functions: To support human resources in attracting and retaining qualified talent (e.g., recruitment, future opportunities, background screenings, re-organizations, health benefits open enrollment, ADA accommodations, sick day policy, training, eligibility etc).
- Administration: To support business processes (e.g., on-boarding, processing payroll, providing benefits, expense reimbursement etc).
- Performance: To support operational needs (e.g., performance reviews, reorganization, training, skill development etc).
- Business Communications: To transition job duties to other employees for coverage while on leave or to manager or newly hired replacement (i.e. Email, Google Drive, and Gchats) and/or monitor when necessary for disciplinary reasons or work history. Please refer to our Company Systems Acceptable Use policy on our HRIS portal for more information.
- Legal: In case of an internal or external investigation whether for violation of policies, garnishing pay per court order or criminal activity.
- Cross Functional Use: To support employment related activities and functions (e.g., access by finance, legal, and IT departments)
VI. How Do We Share Your Personal Information?
Except as otherwise provided in this Privacy Statement, we will keep your Personal Information private and will not access, preserve, or share it with third parties, unless such disclosure is permitted by law or necessary to: (a) take precautions against liability; (b) comply with a law, court order or other legal process, provide information to law enforcement or other recognized governmental agencies or bodies; (c) ensure fulfillment of obligations under taxation and employment law; (d) to allow our service providers to perform their contractual responsibilities on our behalf (e.g., online recruitment portals, background checks, benefit/ wellness, educational training); (e) in emergency situations e.g contact emergency contact for a health crisis, absent without notice, etc. In no event do we sell Personal Information collected by us in accordance with this Privacy Statement.
VII. How Long Do We Store Your Personal Information?
We retain Personal Information for the period it is necessary to fulfill the purposes for which it was obtained and used in accordance with this Privacy Statement (e.g., related to employment/ engagement), and to the extent permitted under or necessary to comply with our legal obligations (e.g., fraud and abuse prevention, audit and financial record-keeping, and contracts and laws mandating record-keeping obligations for a number of years). We safely delete or destroy Personal Information that is no longer required for the purposes noted in this Privacy Statement.
VIII. How We Secure Your Personal Information?
We treat security as our top priority and guide our decisions based on this principle. We use appropriate administrative, technical and organizational security measures to protect your Personal Information from unauthorized or unlawful access, disclosure, accidental loss, or damage. Service providers and contractors that receive Personal Information in connection with the purposes laid out in this Privacy Statement are also expected to maintain reasonable confidentiality and security.
Employees residing in California have the option to exercise certain rights in connection with their Personal Information which includes a right to access, correct, delete, opt-out of the sale, right to limit use of sensitive personal information and the right to not be retaliated against for exercising these rights.
X. Contact Us: If you have any questions on our Privacy Statement, or wish to make a request in connection with Section IX, you can contact us at firstname.lastname@example.org or write to us at:
Haymarket Media, Inc.
275 7th Avenue
New York, New York 10001
Attention: Vice President, Human Resources
In order for Haymarket to process your request, we ask that you provide sufficient details about your request so that we may take appropriate action. Haymarket will make reasonable efforts to confirm your identity before processing your request. We will do so by matching the name and email address you provide in your request against the name and email address we have in our system. We may ask you to take additional steps to help us validate your identity associated with the Personal Information due to the nature of your request. Once your identity is verified, we will do our best to respond to your request as soon as possible, and, in any event, no later than forty-five (45) days after receiving your request. After we have completed reviewing your request, we may store the information we provide to you for a reasonable amount of time after fulfilling your request in case you have additional inquiries. After the information is no longer necessary, we will delete this information from our records.
Additionally, subject to certain limitations, a California resident is permitted to designate an authorized agent to make a request on their behalf in accordance with California law. Haymarket may require that you provide the authorized agent with written permission to act on your behalf and that the authorized agent verify their identity directly with us. You may only make a request for access twice within a twelve (12) month calendar year.