Notice at Collection for California Employees

Effective Date: January 1, 2023

Last Update: February 20, 2023

This Notice at Collection for California Employees (the “California Employee Collection Notice”) describes Envoy Global, Inc. and its affiliates’ (jointly herein defined as “Envoy,” “Company,” “we,” “us,” or “our”) collection and use of Personal Information of California employees in their capacity as employees, in accordance with the California Consumer Privacy Act (“CCPA”), as may be amended from time to time. Any terms defined in the CCPA have the same meaning when used in this California Employee Collection Notice. Please note this policy does not apply to information collected from employees in their capacity as Envoy website visitors; such information is governed by the Envoy Privacy Policy.

This California Employee Collection Notice supplements information in the Envoy Privacy Policy.

  1. Information We Collect

The type of information we may collect through employment, including the onboarding process, include the following personal and sensitive personal information:

  • Identifiers: Such as a legal name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, Social Security number, driver’s license number, passport number, or other similar identifiers.
  • Personal Information Categories Listed in the California Customer Records Statute: Such as a name, signature, Social Security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, credit information, medical information, or health insurance information. Some personal information included in this category may overlap with other categories.
  • Characteristics of Protected Classifications under California or Federal Law: Such as age, race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, or veteran or military status.
  • Professional and Employment-Related Information: Such as career interests, salary requirements, experience, skills, work history, resume, certifications, licensure, background screening information (e.g., criminal and other public records and history; public court records; or motor vehicle and driving records), professional registrations, emergency contact information, job title and role information, job status (e.g., full-time, part-time, on leave), training information (e.g., confirmation of training completed), technology usage, compensation, proposed and actual compensation changes, bonuses, expenses, reimbursement, payroll and payroll deductions, direct deposit elections, relocations, performance appraisals, grievances, corrective actions, information reported to compliance hotline, information gathered through internal investigations, accidents and injuries, medical leave and vacation requests, time sheets, billing information, expenses, reimbursements, training, onboarding and offboarding information, and information collected for purposes of administering benefits (e.g., employee contributions, beneficiaries).
  • Inferences Drawn from other Personal Information: To create a profile about a California employee reflecting his/her preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, aptitudes, general reputation, and mode of living.
  1. Our Use and Retention of Your Information

We may use the above-described categories of information for one or more of the following business or commercial purposes:

  • Auditing, Investigations, and Compliance Management: To create, maintain, and secure California Employees’ personnel files, including information on California Employees emergency contacts and beneficiaries; to detect and prevent fraud; to meet our regulatory reporting requirements and comply with our legal and regulatory obligations, including those that require employers to maintain certain records.
  • Payroll and Benefit Management: To plan and administer compensation, payroll, expense reimbursements, and benefits, including salary, tax withholding, tax equalization, tax reporting, awards, stock options or grants, bonuses, insurance, and pension; to administer and maintain medical, dental, and vision benefits; 401(k) and/or retirement plans; life insurance; disability insurance; leave programs; and other benefits, as applicable.
  • Workforce Management and Administration: To manage employee performance, including performance appraisals, pay decisions, and disciplinary and grievance processes, absence monitoring, administering employee leave requests, recording working time and time sheet records, and administering retirement and other termination of employment; to provide California Employees with tools and programs to enable them to carry out their employment functions, such as video and web conferencing applications.
  • Engagement and Safety Management: To monitor and address work-related injuries; to protect the safety and security of Envoy employees, Envoy’s premises, and Envoy’s customer, employee, and company information; to conduct and administer surveys, research, analysis, and strategic development for purposes of implementing, maintaining, and promoting an engaging work experience with Envoy.
  • Compliance with Law: To comply with employment laws, regulations, and legal processes.

Envoy may disclose or make available some of the personal information with third-party vendors as necessary for us to complete the onboarding process. Such vendors may include the entity that hosts certain onboarding processes. Envoy does not “sell” employee personal information or “share” personal information for cross-context behavioral advertising purposes. We do not use or disclose sensitive personal information for purposes beyond the minimum purposes permitted by the CCPA.

We will retain your employment information and documentation for the retention period as required by law, and may retain it beyond the required period, if deemed to be reasonably necessary to fulfill an ongoing business need, or to comply with applicable tax, legal, or accounting requirements.

  • California Privacy Rights

If you are a California resident, California law may provide you with the following rights, subject to certain exceptions:

  • Right to Know. You have the right to be informed of the categories of personal information we have collected about you in the last twelve months, the categories of sources of such information; the categories of information that we disclosed about you for a business purpose; the business or commercial purpose for collecting your personal information, and the categories of third parties to whom we have disclosed your personal information for a business purpose. Please note this policy is intended to satisfy this right.
  • Right to Access. You have the right to access and/or receive a copy of specific pieces of personal information we have about you.
  • Right to Delete. You have the right to request that we delete personal information we have collected from you.
  • Right to Correct. You have the right to correct inaccurate personal information we have about you.

Moreover, if you opted into allowing third-party cookies and non-cookie technologies or shared your email with us, please visit Section 7.1 of the Envoy Privacy Policy to learn how you can exercise control over this information.

Certain information is exempt from such requests under applicable law.  You also may have the right to receive information about the financial incentives that we offer to you (if any). You also have the right not to be discriminated against for exercising CCPA rights. We will take steps to verify your identity before responding to your request, which may include requesting that you respond to an email that we send to you, or otherwise verifying your name, email address or other information that will help us to confirm your identity.

  1. Changes to this California Employee Collection Notice

We may update this California Employee Collection Notice from time to time to address changes in our practices, and as technologies and laws change. If we make changes to this California Employee Collection Notice, we will revise the Last Updated date identified at the top of the first page. Any changes will become effective upon our posting of the revised California Employee Notice on the applicable job application webpage.

  1. How to Contact Us

If you have questions or any need for assistance relating to the content in this California Employee Collection Notice, you may contact us by email at: [email protected], by phone at: 312-964-6499, or by writing us at the following address: Envoy, attention Chief People Officer, 230 W. Monroe St. Suite 2700, Chicago, IL 60606.