Employee and Applicant Privacy Notice

This Employee and Applicant Privacy Notice describes how Civis collects, processes, uses, and shares personal information during applicant and recruitment processes and employment.

Information We Collect About Individuals

We may collect the following information during applicant and recruitment processes and employment:

• Contact information (or “identifiers”), such as your name, email address, mailing address, telephone number, government identification such as driver’s license number or passport number, and/or Social Security number
• Where allowed or required by law, we may ask you to provide demographic information, such as date of birth, age, race, ethnicity, ancestry, national origin, sex / gender, marital or familial status, political affiliations or activities, veteran or military status, citizenship or immigration status or disability or accommodation request
• Educational information, including a resume, CV, cover letter, and/or application which may include your education history, such as degrees, transcripts, and other information  
• Professional information, including a resume, CV, cover letter, and/or application which may include information about your employment history, experiences, job title, and company name
• Publicly available information from online sites, such as LinkedIn, Facebook, or other websites
• Information from recruitment agencies and sites, referrals, and references
• Information assessing your skills, including through technical exercises or presentations
• Information from a background check, where permitted by law, including verification of your education and professional history and criminal records  
• Any other information you provide to us through the application and/or recruitment process, including on applications, during interviews, and throughout other communications
• For employees, internet or other electronic network activity information, including browsing history, search history, application access location and information regarding an employee’s interaction with an internet website, application or advertisement, time and geolocation data related to use of an internet website, application or physical access to a Civis office location
• Inferences, including any information drawn from any of the personal information categories referenced above to create a profile about an applicant or employee reflecting their characteristics, psychological trends, preferences, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes
  

Our Purposes for Collecting the Information

Civis collects the information identified above for the following purposes:

• To recruit employees, including to conduct employment-related background screening and check
• To administer benefits, such as medical, dental, optical, commuter, and retirement benefits
• To pay and reimburse for expenses
• To conduct performance-related reviews and provide human resources management services
• To monitor work-related licenses and credentials, including provisioning software licenses for use in the course of an employee’s work related responsibilities
• To maintain your contact information
• To assist you in case of emergency, including maintenance of contact details for you and others in case of personal or business emergency
• To monitor eligibility to work in the U.S.
• To ensure a safe and efficient working environment, which includes actions relating to disciplinary actions, and code of conduct processes and investigations
• To maintain security on Civis Websites and Information Systems
• To comply with applicable law or regulatory requirements, such as legal (state and federal) and internal company reporting obligations

Such information will not be sold to or shared with third parties, but may be disclosed to service providers, including those performing background check services, administering benefits, and processing payroll, and used for certain regulatory, compliance, security, and legal purposes.

Last Updated: July 1, 2023