Applicant Privacy Notice

This Notice describes the categories of personal information (“PI”) which may be collected by Office Solutions Business Products & Services, LLC and its subsidiaries or affiliated companies (collectively, “Company”), and the purposes for which the PI may be used. This notice applies to all individuals applying for a role with the Company and all Company employees.

Identifiers and Contact Information
This category includes names, addresses, telephone numbers, mobile numbers, email addresses, dates of birth, Social Security numbers, driver’s license or state identification numbers, bank account information, signatures and other similar contact information and identifiers. 

Protected Classification Information
This category includes characteristics of protected classifications under California or federal law, including residency and work permit status, gender, race and ethnicity. 

 Internet or Other Electronic Network Activity Information
This category includes without limitation: 

  • all activity on the Company’s information systems, such as internet browsing history, search history, intranet, application and network activity, email communications, social media postings, stored documents and emails, usernames and passwords
  • all activity on communications systems including phone calls, call logs, voice mails, text messages, chat logs, app use, mobile browsing and search history, mobile email communications, and other information regarding an employee’s use of company-issued devices
  • when you visit the careers site, we may use cookies, web beacons, tags and scripts. 

Geolocation Data
This category includes GPS location data from company-issued mobile devices and company-owned vehicles. 

 Audio, Electronic, Visual, Thermal, Olfactory, or Similar Information
This category includes, for example, information collected from cameras and similar devices, and/or thermometers. 

Biometric Information
This category includes fingerprint scans and related information, and certain wellness metric.

Professional and Employment-Related Information
This category includes without limitation: 

  • data submitted with employment applications including employment history, occupation, title, licenses, professional memberships, and telematics, employment recommendations, etc.
  • background check and criminal history information; motor vehicle records
  • work authorization
  • fitness for duty data and reports
  • symptoms and other indicators of exposure to the coronavirus, COVID-19
  • travel information and information regarding close contacts
  • performance and disciplinary records
  • salary and bonus data
  • health and health insurance information, benefit plan enrollment, participation, claims information, health insurance identification numbers and prescription numbers
  • leave of absence information including religious and family obligations, physical and mental health data concerning employee and his or her family members
  • Financial information such as bank account and routing numbers
  • Individual preferences and characteristics, such as information related to any assessment you may take as part of the interview screening process upon hire or during your tenure for promotional opportunities 

Education Information
This category includes education history. 

Inferences Drawn from the PI in the Categories Above
This category includes engaging in human capital analytics, including but not limited to, identifying certain correlations about individuals and success on their jobs, analyzing data to improve retention, analyzing data for benefit plan offering and services, and analyzing employee preferences to inform HR Policies, Programs and Procedures.

  • Collect and process employment applications, including confirming eligibility for employment, background and related checks, checks regarding fitness for duty, onboarding, and related recruiting efforts
  • Processing payroll and employee benefit plan and program design and administration including enrollment and claims handling, and leave of absence administration
  • Maintaining personnel records and record retention requirements
  • Communicating with employees and/or employees’ emergency contacts and plan beneficiaries
  • Complying with applicable state and federal health, labor, employment, tax, benefits, workers compensation, disability, equal employment opportunity, workplace safety, and related laws, guidance, or recommendations
  • Preventing unauthorized access to, use, or disclosure/removal of the Company’s property, including the Company’s information systems, electronic devices, network, and data
  • Ensuring and enhancing employee productivity and adherence to the Company’s policies
  • Investigating complaints, grievances, and suspected violations of Company policy
  • Design, implement, and promote the Company’s diversity and inclusion programs
  • Facilitate the efficient and secure use of the Company’s information systems
  • Ensure compliance with Company information systems policies and procedures
  • Improve safety of employees, customers, and the public regarding use of Company property and equipment
  • Improve efficiency, logistics, and supply chain management
  • Improve accuracy of time management systems
  • Evaluate an individual’s appropriateness for a participation position at the Company, or promotion to a new position
  • To authenticate your access to the careers site and to capture your interactions, preferences, transactional information and other device and connection information relating to you use of the site.
  • Customer engagement and other legitimate business purposes

To conduct the purposes outlined above, the Company may share information with third parties, such as background check vendors, third-party human resources and information technology vendors, outside legal counsel, and state or federal governmental agencies and other public authorities in response to lawful requests. More specific third parties we may share information with include: 

  • Internal Departments: Relevant departments within Office Solutions, such as HR, management, and IT, may access your personal data for employment-related purposes.
  • Service Providers: We may engage third-party service providers to assist us with recruitment, background checks, payroll processing, and other HR-related functions.
  • Legal Compliance: We may disclose your information when required by law or in response to legal requests from government authorities or law enforcement agencies. 

Except with respect to the Company’s use of certain third-party cookies and similar technology, which may constitute a “sale” under California law, the Company does not sell your PI.

We implement appropriate technical and organizational measures to safeguard your personal information against unauthorized access, disclosure, alteration, or destruction. We retain your personal data only for as long as necessary to fulfill the purposes outlined in this notice or as required by law.

Depending on where you are located, you may have certain rights under local privacy laws over the PI the Company holds about you. These may include the right to: 

  • Access the PI we hold about you.
  • Have incorrect PI updated or deleted.
  • Have your PI deleted.
  • Restrict the processing of your PI.
  • Object to the processing of your PI conducted based on the Company’s legitimate interests.
  • Receive a copy of your PI in an electronic and machine-readable format.
  • Receive the categories of sources from whom the Company collected your PI 

The Company will not discriminate against you for exercising your rights. 

You, or an authorized individual who we can verify is acting on your behalf, can exercise the applicable rights by contacting the Company at hr@officesolutions.com.

The Company may revise this notice at any time at the Company’s discretion. The “Last Updated” legend at the bottom of this notice indicates when this notice was last revised. Any changes will become effective when the Company posts the revised notice. 

If you have questions about this notice, you may email hr@officesolutions.com

Last Updated: March 29, 2024

View more information about our Applicant Privacy Notice here.