Arka Innovate (“Company”, “we”, “us”, or “our”) is committed to safeguarding the privacy of our employees, contractors, and other members of our workforce (“you”, “your”). This Workforce Privacy Policy explains how we collect, use, disclose, and protect personal information related to employment and other professional relationships.
1. Information We Collect
We may collect the following types of personal information from our workforce:
- Personal Identification Information: Name, address, phone number, email address, date of birth, and Social Security Number (or other government-issued ID).
- Employment Information: Job title, department, employment history, salary, performance reviews, certifications, and work schedules.
- Financial Information: Bank account details, tax identification numbers, payroll data, and compensation information.
- Benefits Information: Health insurance details, retirement plans, and other employment benefits.
- Sensitive Information: Medical information (e.g., to support leave requests or accommodations), biometric data (e.g., for access to facilities), race, gender, disability status, and other information as required by law.
- Technical Information: Device and network usage data, IP addresses, login information, and access logs to company systems.
- Geolocation Data: When applicable, we may collect your location data for tracking purposes such as ensuring safety in remote work or field assignments.
- Emergency Contact Information: Contact details of family members or designated persons for use in emergency situations.
2. How We Use Your Information
We may use your personal information for the following purposes:
- Human Resources and Employment Management:
- Recruitment, onboarding, performance management, and termination processes.
- Payroll processing, including direct deposit and tax reporting.
- Administering benefits, including health insurance, retirement plans, and wellness programs.
- Complying with employment laws and regulations (e.g., Equal Employment Opportunity, anti-discrimination laws).
- Workplace Operations:
- Providing access to company facilities, devices, and systems.
- Monitoring work performance and compliance with company policies.
- Ensuring safety, including health screening and contact tracing during health emergencies (e.g., COVID-19).
- Enabling work-related communications, including email and internal collaboration tools.
- Legal and Compliance:
- Responding to legal requests and regulatory requirements.
- Investigating and addressing workplace complaints or incidents.
- Fulfilling obligations related to audits, risk management, and dispute resolution.
3. How We Share Your Information
We may share your personal information in the following circumstances:
- With Service Providers: Third-party providers that assist with payroll processing, benefits administration, background checks, IT services, and other operational support.
- With Government Authorities: To comply with laws, regulations, subpoenas, or other legal processes (e.g., tax reporting or employment verification).
- With Clients (if applicable): For contractors and temporary workers, we may share information related to job placement and employment history with our clients.
- During Business Transfers: In the event of a merger, acquisition, or other corporate restructuring, your information may be shared or transferred as part of that transaction.
- Emergency Situations: With your designated emergency contacts in case of illness, injury, or other emergencies.
4. Data Retention
We retain your personal information for as long as necessary to fulfill employment obligations and comply with legal and regulatory requirements. You may request the deletion or modification of your data, where applicable, by contacting Human Resources at [insert contact email].
5. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: You can request access to the personal information we hold about you.
- Correction: You may ask us to correct or update inaccurate information.
- Deletion: You can request that we delete your personal data, subject to legal and business-related retention requirements.
- Data Portability: You may request a copy of your data in a commonly used electronic format.
To exercise any of these rights, please contact Human Resources at [email protected]
6. Security of Your Information
We implement appropriate physical, technical, and administrative measures to protect your personal information from unauthorized access, use, or disclosure. While we take reasonable steps to safeguard your data, no security system is completely secure.
7. Monitoring and Surveillance
We may monitor or track your use of company systems and devices for work-related purposes. This may include, but is not limited to, email usage, internet browsing activity, and location tracking of company-issued devices. Monitoring is conducted in accordance with applicable laws and internal policies.
8. Data Transfers
In certain cases, we may transfer your personal data to other countries for processing or storage (e.g., third-party service providers located outside the United States). In such cases, we ensure that appropriate safeguards are in place to protect your data in compliance with applicable laws.
9. Changes to This Policy
We may update this Workforce Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be communicated to you through internal channels, and the updated policy will be available for review at [insert internal platform or location].
10. Contact Information
If you have any questions or concerns about this Workforce Privacy Policy, or wish to exercise any of your rights, please contact:
Human Resources Department
Arka Innovate
7 Mulligan Drive, Flanders, NJ -07836
Email: [email protected]