Employment Privacy Notice
Last Updated: 18 May 2018
What personal data do you collect on prospective Relativians?
Whether you apply to us directly through our website, an outside website, or if one of recruiters reached out to you, then we will collect personal data about you, such as what you include on your CV, resume, application, or LinkedIn profile. We use this information to evaluate you throughout the recruitment process and it is only shared internally. We may also use the personal data you provide to evaluate you for other opportunities with Relativity.
We do not require sensitive personal data to evaluate your application, but if you provide us with such information, we may use it to help process your employment application and to comply with our legal obligations. For applicants within the US, we will ask you for certain sensitive data as so that we can fully comply with our Equal Employment Opportunity requirements. If you do provide us with any sensitive personal information, you consent to us processing such information as described in this notice.
In compliance with our security protocols, we will require you complete a background check upon being hired, or possibly during the recruitment process. Any information we acquire during your background check is used solely for employment purposes and will be kept confidential. If you fail to complete your background check or fail to supply the correct form, then we may stop considering your application or terminate your employment. Our background checks are carried out by a third-party provider and we ensure that both we and the third-party comply with all relevant laws in conducting any background check and handling of your personal data.
If you aren't offered a position with us, we may choose to retain your application information for up to three years after the application process is complete to consider you for other opportunities within Relativity you might be suited for. After that three years, we will delete your personal information if you haven't yet joined Relativity.
What personal data do you hold about current Relativians?
When you join Relativity, we will ask you for additional information about you and your family. We only ask for this information as it is necessary to administer your benefits, payroll, and other essential HR functions. When you join us, we can provide you with further information on the processing of any information we collect for employment or benefits purposes.
Some of the information we might ask for includes:
- Contact information for your emergency contacts
- Your personal contact information (home address, alternative email)
- National Identification Numbers (to process taxes and government benefits)
- Personal financial data (for running payroll)
Any information we collect about you during your employment follows the relevant law and we hold onto this information only if required by our compliance obligations. We use certain third-party providers to help us with our HR functions. More details of who we use and why will be provided to you when you join.
What personal data do you keep about former Relativians?
We hold your employee data file after you leave Relativity in accordance with our security certification and local legal requirements.
If you want to access, correct, delete, or limit the use and disclosure of your personal data in our possession, please contact us and we will respond with the applicable requirements. If we cannot delete your data because of legal restrictions, we will let you know. These services are provided free of charge. Please contact us as indicated at the end of this notice or by clicking here.
What are your rights?
You have the right to send us a request to access, correct, delete, or limit the use and disclosure of your personal data in our possession and we will respond in accordance with the applicable requirements. If we cannot complete your request due to legal restrictions or because we cannot locate your data, we will let you know. These services are provided free of charge.
If after you have contacted us, you still have any unresolved issues and you live in the European Union or Switzerland, then you may contact your local Data Protection Authority for more information. The local Data Protection Authorities are a public service provided at no cost to you. For more information, please visit http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.
Is your data transferred internationally?
We are headquartered in the United States. Personal data may be accessed by us or transferred to the United States or to our affiliates elsewhere in the world. By providing us with personal data, you consent to this transfer. We will protect the privacy and security of your personal data according to this privacy statement, regardless of where it is processed or stored. However, by providing us personal data you acknowledge that personal data stored or processed in the United States will be subject to the laws of the United States, including the ability of governments, courts or law enforcement or regulatory agencies of the United States to obtain disclosure of your personal data, and you consent to such activities.
For the purposes of European Directive 95/46/EC and applicable national implementing laws in your jurisdiction, we are a data controller with respect to your data, and we are a data processor with respect to our customers' data. Any personal data we collect is transferred in accordance with our agreements based on the Standard Contractual Clauses set out by the European Union.
If you have any inquiries about how we handle or transfer your personal data, please click here to contact us.
We provide reasonable and appropriate physical, electronic, and procedural safeguards intended to maintain the confidentiality of the personal data we collect. While we endeavor to provide reasonable security for information we process and maintain, no security system can prevent all potential security breaches.
Any changes to this notice will be posted here, along with the date of the last update.
Who can you contact to learn more?
Relativity ODA LLC
ATTN: Privacy Manager
231 S LaSalle St.
Chicago IL 60604