Employee and Applicant Privacy Notice

Identification data

Your full name, gender, photograph, date of birth, employee identification number, languages

Contact details

Your home address, telephone, email addresses, emergency contact details

Employment details

Your job title/position, office location, hire dates, employment contracts, performance and disciplinary records, grievance procedures, time records, absence/time off records

Background information

Your academic/professional qualifications, education, résumé, reference letters and interview notes, criminal records data (for vetting purposes, where permissible and in accordance with applicable law)

National identifiers

Your national ID/passport, immigration status and documentation, visas, and social security numbers

Benefits data

Information related to employment benefits we provide to you such as health information (including vaccination status), marital status, name(s) of spouse/dependent(s), birthdates of spouse/dependent(s), vacation, leaves of absence, accommodations information

Financial information

Such as banking details, tax information, payroll information, withholdings, salary, benefits, expenses, company allowances, information regarding assets (including stocks or assets owned)

Workplace, Device, and Usage data

Information required to provide access to Schellman’s IT systems and networks such as IP addresses, log files, login information, software/hardware inventories, geolocation 

Health information

Such as information about short- or long-term disabilities or illnesses that you might share with members of the People & Talent team or your manager, particularly in relation to any leave of absence you may need to take

Other information you choose to share with us

Hobbies, social preferences, etc.

Compensation and Benefits

We use this information to manage payroll, taxes, and benefits as well as to process work-related claims (e.g., worker compensation, insurance claims, expense and travel management) and leaves of absence.

• Identification data
• Contact data
• Employment details
• Benefits data
• Health information
• Financial data

Application for Employment

We use this information to process your application for employment, track your application through the recruitment process, manage communications with you as a candidate, and evaluate you in the recruitment and hiring process

• Identification data
• Contact data
• Employment details
• Background information
• National identifiers

Training

We use this information to help us with creating, delivering, and updating training and other development opportunities and enforcing mandatory training completions.

• Employment details

Performance reviews

We use this information to review how you are performing at work and to help determine your work performance requirements and career development needs.

• Identification data
• Contact data
• Employment data
• Financial data

Legal requirements

We use this information to comply with laws and regulations (e.g., labor and employment laws, health and safety, tax, anti-discrimination laws) or to exercise or defend our legal rights.

• Identification data
• Contact data
• Employment details
• Benefits data
• Financial data
• Workplace, device, and usage data
• Demographic data

Contacts

We use this information internally to compile employee directories or send documents or items to home addresses.

• Identification data
• Contact data
• Employment details

Security & Monitoring

We use this information to maintain the security of Schellman’s computing resources, assets, and premises and, provide you with access to them, to manage our general operations and assets, to provide services to you as necessary for your role, and to protect your personal safety.

• Identification data
• Contact data
• Employment details
• Workplace, device, and usage data

Emergencies

We use this information to help us establish emergency contacts for you and respond to and manage emergencies, crises, and business continuity.

• Identification data
• Contact data
• Benefits data

Investigations and Disciplinary actions

We use this information when necessary to investigate and support decisions on disciplinary actions or terminations, conduct grievance management, or when necessary to detect fraud or other types of wrongdoing.

• Identification data
• Contact data
• Employment details
• Financial data
• Workplace, device, and usage data

Day-to-day business operations

We may use this information for other legitimate purposes that are reasonably required for day-to-day operations at Schellman, such as managing our relationship with our employees, accounting, financial reporting, business analytics, employee surveys, operational and strategic business planning, mergers and acquisitions, real estate management, business travel, and expense management.

• Identification data
• Contact data
• Employment details
• Benefits data
• Financial data
• Workplace, device, and usage data
• Other information you share with us (which may include voice fingerprint/biometric data in limited instances)

Other Schellman Employees and Contractors

• To establish, manage, or terminate your employment with Schellman

Consultants and Advisors

• To seek legal advice from external lawyers and advice from other professionals, such as accountants and consultants.

Service Providers

• To enable third parties to provide services to you on behalf of Schellman such as recruitment providers, financial investment service providers, insurance providers, healthcare providers and other benefits providers, payroll support services.

Clients

• To enable us to provide services to our clients we may provide them with the names and contact information of Schellman employees.

Partners in Corporate Transactions and their professional advisors

• In connection with the sale, assignment or other transfer of all or part of our business.

Government Authorities or Law Enforcement

• If we in good faith believe we are compelled by any applicable law, regulation, legal process or government authority; or
• Where necessary to exercise, establish or defend legal rights, including to enforce our agreements and policies.

Other Third Parties

• To protect Schellman’s rights or property;
• To protect Schellman, our clients, or the public from harm or illegal activities;
• To respond to an emergency which we believe in good faith requires us to disclose personal data to prevent harm; or
• With your consent, such as for social events hosted by Employee Advocacy Groups, vendors who help facilitate event/corporate trip planning, or vendors that provide gifts.