ZSer Privacy Notice
Last Updated: October 14, 2016
At ZS, we are committed to protecting the personal information of our current, former, and prospective employees (also referred to as you, ZSers, and Alumni). This privacy notice lays out ZS’s practices around protecting ZSers’ personal data before, during, and after your time with the organization.
This notice should be viewed as a global overview of our privacy practices. Please note that the country in which you reside may have additional requirements regarding your personal data. In such cases, ZS complies with applicable local law. If you have any questions about this, please reach out to the ZS Legal team or your local ZS Data Protection Officer.
You may apply for our open positions online through our Web site or via LinkedIn, or you may be sought out by a recruiter. Once you begin to pursue a position at ZS, we collect your personal data, such as the information you include in your resume, CV, LinkedIn profile, or ZS application. We will process your application together with all other personal information you provide for recruiting purposes.
This information is stored and processed through our Human Resources Information System (HRIS). We may also evaluate the information you provide for positions other than the one you applied to. We may contact you about your qualification for such positions.
ZS does not collect sensitive personal information in the application process unless you voluntarily provide it to us. We use that information as required by law to process your employment application and to conduct a background check. References to sensitive personal information include the various categories of personal data identified by applicable law as requiring special treatment. If you do provide us with any sensitive personal information, you consent to us processing such information as described in this document.
ZS may require prospective and current ZSers to satisfactorily complete a background check. ZS will consider your job duties, among other factors, in determining what constitutes satisfactory completion of the background check. All information obtained as a result of a background check will be used solely for employment purposes. When a background check is required, you must complete an authorization form. Failure to timely complete an authorization may result in termination of ZS's consideration of your application or employment. Falsification or omission of information may result in denial of employment or discipline, up to and including termination. All background check information will be kept confidential. ZS complies with all applicable local laws regarding background checks.
If you are not offered a position, we may retain your application information for up to five years after you apply in order to consider you for other positions for which your experience and qualifications appear to match and/or to comply with our legal obligations. After five years, we retain a record that you applied, but your interview records are deleted from our systems.
You have the right to request to access, view, modify, correct, or limit the use and disclosure of any information you provide to us for application purposes. You may do so at any time by logging into the account you create in our HRIS. If you would like to withdraw your consent and remove all of the information we have about you, you may delete your account by logging in and selecting the delete option. Once you do this, you will no longer be considered for any positions at ZS.
Once you become part of ZS, you will need to provide us with additional information about you and your family. We will only ask you for the information we need for the provision of benefits, payroll, and other essential HR functions. The agreement you sign when you commence employment at ZS provides further details about the collection and processing of your personal information and that of your family members.
Some types of additional information ZS may receive include the following:
- Financial and banking information (for payroll and/or the issuance of a company credit card for expense processing)
- Health information (for the provision of healthcare benefits and/or medical leave requests)
- National identifiers (for tax purposes)
- Electronic and device data (when using ZS devices or ZS systems)
- Contact information for your emergency contacts
Some amount of information about you will be available on the company’s intranet so that you and your global colleagues are able to learn more about each other. You are able to control portions of what appears on your intranet profile page. For assistance with making modifications to this space, please reach out to the ZSpace Community Organizer.
You also have access to the HRIS system so that you can view, update, and maintain the information we have about you. This may include your name, home address, professional history, position within ZS, emergency contact information, etc. Your local HR lead can assist you with any questions about the HRIS.
ZS will keep the information we collect about current ZSers for as long as the employment relationship lasts or as required by applicable local law.
Within ZS’s HRIS, we will keep your data file for an appropriate amount of time after you leave, as required by applicable local law.
Should you need to access, update, delete, or limit the use and disclosure of any of your personal information after you leave ZS, please reach out to your local HR lead for further assistance. We will make any requested changes in a timely manner, unless prohibited by law. We will notify you of any changes or deletions that we are legally unable to make.
Transfers of Your Personal Data
ZS works with a number of service providers in the course of everyday business. In addition to our HRIS, we have service providers that assist us with employee travel, the processing and distribution of paychecks and other pay, the provision of benefits and other insurance services, as well as providers for the support of core business functions (e.g., software and server space), for example. We never provide ZSers’ personal information to third parties that are not providing services to ZS.
We are a global company, and your data may be transferred throughout our offices worldwide. We are headquartered in the United States and subject to the jurisdiction of the Federal Trade Commission; your data will be stored and processed according to U.S. privacy standards. Data is transferred in accordance with the requirements of our intragroup data transfer agreement based on the Standard Contractual Clauses defined in Directive 95/46/EC. ZS Associates, Inc. and ZS Associates International, Inc. additionally commit to adhere to the EU-U.S. Privacy Shield Principles with respect to personal data received from the EU. These Principles are:
- Accountability for Online transfer
- Data integrity and purpose limitation
- Recourse, enforcement, and liability
Further information about Privacy Shield as well as our certification can be found at www.privacyshield.gov/list.
In compliance with the Privacy Shield Principles, ZS commits to resolve complaints about our collection or use of your personal information. If you have any inquiries or complaints about how we handle your personal information, please contact us at: firstname.lastname@example.org.
Current, former, and prospective ZSers in the European Union (EU) may work with their local Data Protection Authority (DPA) in the event of any unresolved issues concerning their personal data. ZS commits to cooperating with the competent EU authorities to resolve individual complaints. The services of EU DPAs are provided at no cost to you. Please visit http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm for more information.
Individuals in the EU have the right to invoke binding arbitration if certain conditions are met. More information about when this is applicable is available at www.privacyshield.gov and from your local DPA.
As mentioned above, we may disclose personal information to third-party service providers that we use to provide support functions. We remain responsible under the Privacy Shield Principles if these third parties process your personal information in a manner inconsistent with the Privacy Shield Principles (unless we are not responsible for the event giving rise to the damage).
Additionally, we may be required to disclose your personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
We provide reasonable and appropriate physical, electronic, and procedural safeguards intended to maintain the confidentiality of the personal data we collect. Please be aware that, although we endeavor to provide reasonable security for information we process and maintain, no security system can prevent all potential security breaches.
This Privacy Notice is governed by the laws of the State of Illinois.
Any updates to this Privacy Notice will be posted here. The date at the top indicates the date of the last update.
If you have any questions regarding this Privacy Notice or our privacy practices generally, please contact a member of the ZS Legal team or reach us via e-mail at email@example.com. You may also mail us at:
ZS Associates, Inc.
One Rotary Center
1560 Sherman Ave.
Evanston, IL 60201
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