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Privacy Notice for Human Resources

The University of La Verne’s Office of Human Resources (Human Resources) is committed to safeguarding the privacy of personal data. This Privacy Notice outlines the collection, use, and disclosure of personal information provided to the University by prospective and current employees or pursuant to their authorization. By submitting (or authorizing such submission) of Personal Information (see definition below) to the University for use is connection with the employment application process and employment functions, or your use the University’s websites and other services in connection with such purposes, you consent to the collection, use, processing, and disclosure of that information as described in this Privacy Notice.

For the purpose of this Privacy Notice, Personal Information includes Personal Data and Sensitive Data, as discussed below.

University Use of Personal Information

Current and Prospective Employee Personal Information:

Human Resources collects and processes Personal Information from individuals who are current or prospective employees of the University, including staff, faculty and student workers, only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a private higher education employer. Information is collected from applicants and current employees and shared with internal and external parties as part of the employment application process, in order to enter into or administer a contract for employment or other employment relationship with the University, discharge legal obligations as an employer, provide and administer employment benefits, identify appropriate support services or activities, provide reasonable accommodations, enforce University policies or comply with applicable laws, analyze and improve processes related to recruitment, applications and general employment, for regulatory reporting, and auditing, fundraising, to communicate the University’s activities, and other related University processes and functions.

Human Resources also uses Personal Information and Sensitive Information to conduct general demographic and statistical research to improve University programs. Sensitive Information is collected, processed and shared internally and externally, as necessary, applicable and appropriate.

Personal Information may be shared by Human Resources with third parties who have entered into contracts with the University to perform employment-related functions on behalf of the University, subject to the obligation of confidentiality and safeguarding from unauthorized disclosure.

Except as noted below, prospective and current employees are obligated to provide Personal Information to Human Resources in connection with employment-related functions, and the failure to do so may result in the University’s inability to offer or continue employment.

Personal Data:

In connection with these purposes, the University’s collection and processing of the following Personal Data is lawful based on consent, and as necessary for a contract or other employment relationship with the data subject, for the University’s legitimate interests, and to comply with legal obligations:

  • Name, Home Address, Email Address, Identification Number, Personal Phone Number
  • Location Data, Online Identifier, IP addresses
  • Education Information
  • Financial Information (Not required for employment purposes unless data subject seeks or requests employment-related services involving such data.)
  • Employment Data

In connection with these purposes, the University’s collection and processing of the following Personal Data is lawful based on consent and as necessary for the University’s legitimate interests:

  • Photographs

Sensitive Data:

In connection with these purposes, the University’s collection and processing of the following Sensitive Data is lawful based on consent, as necessary for a contract with the data subject, for the University’s legitimate interests, and to comply with legal obligations:

  • Criminal Convictions
  • Race, ethnicity (Not required for employment-related purposes)
  • Health data (Not required for employment-related purposes unless data subject seeks or requests employment-related services or benefits based on such data)
  • Sex life information (Not required or collected for employment-related purposes unless such information becomes relevant to the University’s ability to discharge its duties as an employer in investigating policy compliance matters.)
  • Trade union membership (Only required to the extent data subject is or becomes a member of a trade union recognized by the University as a bargaining representative for employment-related purposes.)

Third Party Use of Information

We may disclose your Personal Information as follows:

  • Consent: We may disclose Sensitive Data and other Personal Information if we have your consent to do so.
  • Emergency Circumstances: We may share your Personal Information, including Sensitive Data, when necessary to protect your interests and you are physically or legally incapable of providing consent.
  • Employment Necessity: We may share your Sensitive Information when necessary for administering employment or social security benefits in accordance with applicable law or any applicable collective bargaining agreement, subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • Medical: We may disclose Personal Information, including Sensitive Data, for the purpose of preventive or occupational medicine, for the assessment of your capacity to work, medical diagnosis, the provision of health or social care or treatment or the management of health systems and services, or pursuant to a contract with a health professional, subject to appropriate safeguards and a confidentiality agreement with the medical professional.
  • Charitable Organizations: We may share your Information organizations in connection with charitable giving subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • Public Information: We may share your Information and Sensitive Information if you have manifestly made it public.
  • Archiving: We may share your Personal Information for archiving purposes in the public interest, and for historical research, and statistical purposes.
  • Performance of a Contract: We may share your Personal Information when necessary to administer a contract you have with the University and any other contract to which the University is a party.
  • Legal Obligation: We may share your Personal Information when the disclosure is required or permitted by international, federal, and state laws and regulations.
  • Service Providers: We use third parties who have entered into a contract with the University to support the administration of University operations and policies. In such cases, we share your Personal Information with such third parties subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • University Affiliated Programs: We may share your Personal Information with parties that are affiliated with the University for the purpose of contacting you about goods, services, benefits, charitable giving or experiences that may be of interest to you.
  • Research and Studies: We may share your Information with third parties that study relevant employment topics. We may also share your Information with third parties that conduct research or develop products or services designed to improve employment functions. If we do share your Information for this purpose, it will be de-identified through pseudonymisation.
  • De-Identified and Aggregate Information: We may use and disclose Personal Information in de-identified or aggregate form without limitation.

Security

We implement appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it on our information technology systems.

You must have a secure browser—one that supports secure transmission of data across the Internet—to apply online to the University. For more information about your browser’s security features, use your browser’s help feature.

We seek to implement appropriate security measures to protect your information when you transmit it to us and when we store it on our systems. Unfortunately, no data transmission or storage can be guaranteed to be 100% secure. Your application account password is protected so that only you can access it and view the information that you provide to us through your application portal. We strongly advise you not to share your password with anyone.

Cookies and Other Technology

The University’s use of cookies and other data from information technology can be found laverne.edu/policies.

Retention and Destruction of Your Information

Your Personal Information will be retained by the University in accordance with applicable federal and state laws applicable to not-for-profit private institutions of higher education, as well as the University’s applicable records retention periods. Your Personal Information will be destroyed upon your request unless applicable law or University policy requires destruction after the expiration of an applicable retention period. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University.

Your Rights

You have the right to request access to, a copy of, rectification, restriction in the use of, or erasure of your information in accordance with all applicable laws. The erasure of your information shall be subject to the retention periods of federal and state law applicable to not-for-profit private institutions of higher education, as well as the University’s need to retain certain information pursuant to any other identified lawful basis. If the University’s use of your information is pursuant to your consent, you have the right to withdraw consent without affecting the lawfulness of the University’s use of the information prior to receipt of your request.

Applicants for employment and current employees may exercise these rights by accessing their account created in the University’s information technology systems (e.g. Banner (MyLaVerne), or by contacting the Associate Vice President & Chief Human Resources Officer in the Office of Human Resources at (909) 448-4076 or lavernehr@laverne.edu.

Information collected or created in the European Union will be transferred out of the European Union to the University. If you feel the University has not complied with applicable foreign laws regulating such information, you have the right to file a complaint with the appropriate supervisory authority in the European Union.

Updates to This Policy

We may update or change this policy at any time. Your continued use of the University’s website and third party applications after any such change indicates your acceptance of these changes.

Last Updated: May 25, 2018