Analysis Group Privacy Notice for California Job Applicants
Effective Date: January 1, 2023
About This Document
This Privacy Notice explains how Analysis Group, Inc. and our subsidiaries and affiliates ("Analysis Group", “AG”, "we", "our", "us") collect, use, and otherwise process your personal information. This Privacy Notice concerns our processing of personal information of California-based recruits and job applicants ("you", "your").
This Privacy Notice is not a contract and does not create any legal rights or obligations. This Privacy Notice also is not intended to replace other notices or disclosures we may provide to you in connection with your role in our organization, which will supersede any conflicting disclosures contained in this Privacy Notice.
What is Personal Information?
When we use the term “personal information” in this Privacy Notice, we mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to an individual and is related to the individual’s recruitment and/or application for employment with AG. It does not include aggregated or deidentified information that is maintained in a form that cannot reasonably be used to infer information about, or otherwise be linked to, an individual person. Where we maintain deidentified data, we will maintain and use the data in deidentified form and not attempt to reidentify the data except as required or permitted by law.
The Types of Information We Collect
During the recruiting process and when you apply for a job with us, we may collect the following professional or employment-related personal information:
- contact information, including name, email address(es), telephone numbers and postal address(es);
- records of communications and interactions we have had with you;
- details of your education, including the schools you attended and when you were in attendance, degrees, licenses, certificates, or other educational qualifications you earned, your transcripts or training records, references from your institutions of study and, where applicable, your expected graduation date;
- details of your work history and references from your previous employer(s);
- information needed to establish your eligibility to work for us, including visa information;
- financial information, such as your desired salary, bonus, benefits, expenses, and stock or equity grants;
- when permitted by applicable law, information collected through a background check to verify professional and educational history and qualifications or identify criminal or other history that may be relevant for a position with us. The results of the background check may include personal information we do not already have about you;
- health- and safety-related information, such as personal safety related concerns, health screening questionnaires, physician notes, and temperature checks or other illness- and health-related information;
- equal opportunity information, such as age, race, ethnicity, national origin, citizenship, sex, gender identity, sexual orientation, religion, disability or accommodation request, or marital or veteran status when you choose to provide it, but which will not be used in hiring decisions;
- web-related information, such as technical details about your visit to the Analysis Group website contained in log files or analytics data relating to your usage and activity on our website. For more information, please refer to the general Website Privacy Statement and U.S. Privacy Notice on the Analysis Group website;
- we may generate inferences or predictions about recruits and job applicants, and their abilities, interests, or preferences based on the other personal information we collect and the interactions we have with them;
- any other personal information you choose to share with us in your interview or application, CV, resume, or other supporting documentation.
We may also create and maintain internal records which may contain personal information about you, such as interview evaluation notes.
How We Collect Your Information
Although we often collect the personal information described above directly from you, we may also collect certain information from previous or current employers, references, recruiters, job-related social media sites (such as LinkedIn), and publicly available sources. In addition, we may also collect this information through service providers and other third parties that collect it on our behalf, such as communications providers, scheduling providers and application providers.
When we collect personal information directly from you for the purpose of the application process, you are deemed to provide the personal information voluntarily. You are not obliged to provide the information to us. The consequences of not providing the personal information are that we may not be able to assess your professional qualifications to fulfill the position.
How We Use Your Information
We use personal information we collect in connection with recruiting or job applications to:
- provide you with information about Analysis Group and what it is like to work for us (where you have asked for this, which can occur before you have made a formal application to work for us);
- identify you as a potential candidate and review your application for a position with us;
- verify the information provided to us in connection with your application or received from other sources;
- determine your eligibility and suitability for the potential position or other opportunities with us, and offer you a job with us;
- facilitate the recruiting and interview process;
- communicate with you about the status of your application or other opportunities with us that may be of interest to you;
- assess and improve the performance and success of our recruiting and hiring process;
- conduct internal investigations, audits, compliance, risk management, problem resolution and security operations;
- fulfill contractual obligations to you and other third parties;
- exercise or protect our rights and property and the rights, property and personal health and safety of our staff, visitors to our premises, or others;
- comply with applicable law, rule, regulation, legal proceeding and government investigations, including relating to tax reporting and immigration.
Please note that if you accept an offer from us, we may transfer the personal information we collected about you during the recruiting and job application process to your personnel file with us.
How We Disclose Your Information
We may share the categories of personal information outlined above with the following third parties for the purposes described below:
- Within Analysis Group: We share personal information relating to recruits and job applicants within our family of companies for internal administrative purposes and uses that are consistent with this Privacy Notice. For example, the entity responsible for the job posting may share personal information about an applicant with another one of our entities that is involved in our organization-wide recruiting and employment decisions.
- Recruiters and Job Application Vendors: We engage recruiters and job application vendors to assist us in identifying potential job applicants and processing job applications we receive. In order for these third parties to assist us in the recruiting and job application process, we share personal information about potential and current personnel with them.
- Background Check and Reference Check Providers: When permitted by applicable law, we may choose to conduct a background check and/or reference check in connection with an individual’s application, such as to verify professional and educational history and qualifications or identify criminal or other history that may be relevant for a position with us. In order to facilitate the background check and/or reference check, we share personal information about the relevant individual with trusted background check and/or reference check providers.
- Other Service Providers: In addition to the third parties identified above, we engage other third parties to perform certain functions on our behalf in connection with the uses of personal information described in the “How We Use Your Information” section above, including assisting us with our recruiting process, personnel management, benefits and services offerings and other related business operations. Depending on the function the third party serves, the service provider may process personal information on our behalf or have access to personal information while performing functions on our behalf.
- Business Transitions: We may take part in or be involved with a corporate business transaction, such as a merger, dissolution, acquisition, sale of company assets, or similar transaction. We may disclose personal information to a third party during negotiation of, in connection with, or as an asset in such a corporate business transaction. Personal information may also be disclosed in the event of insolvency, bankruptcy, or receivership.
- Legal Obligations and Rights: We may disclose personal information to third parties, such as legal advisors and law enforcement:
- in connection with the establishment, exercise, or defense of legal claims;
- to comply with laws and regulations or to respond to lawful requests and legal process;
- to detect, suppress, or prevent fraud;
- to reduce credit risk and collect debts owed to us;
- to protect the health and safety of us, our clients, or any person; or
- as otherwise required by applicable law.
- Otherwise with Consent or Direction: We may disclose personal information about our recruits and job applicants to certain other third parties with the applicants’ consent or direction.
Personal Information Disclosures
No Sales or Targeted Advertising
We do not sell personal information about individuals acting in their capacity as our recruits or job applicants, and we do not share or otherwise disclose such personal information for the purpose of displaying advertisements that are selected based on personal information obtained or inferred over time from an individual’s activities across businesses or distinctly-branded websites, applications, or other services (otherwise known as “targeted advertising” or “cross-context behavioral advertising”).
We may collect the following personal information elements about our recruits and job applicants that may be classified as “sensitive” under certain privacy laws ("sensitive information"):
- Social Security number, driver’s license number, and passport number;
- Citizenship or immigration status;
- To the extent you provide this information to us, information relating to racial and ethnic origin, religious beliefs, health, disabilities, sexual orientation, gender identity and transgender status.
We use this sensitive information for the purposes set forth in the “How We Collect Your Information” and the “How We Use Your Information” sections above.
We do not sell sensitive information about individuals acting in their capacity as recruits or job applicants, and we do not share or otherwise disclose sensitive information about individuals acting in their capacity as recruits or job applicants for the purpose of targeted advertising, nor use such information for the purpose of inferring characteristics about our recruits or job applicants.
Retention of Personal information
We retain personal information for as long as is reasonably necessary to fulfil the purpose for which it was collected. If necessary, we may retain personal information for longer periods of time, for instance where we are required to do so in accordance with legal, tax, and accounting requirements, or to establish, exercise, or defend legal claims. Such personal data will be deleted or deidentified after the applicable retention period has expired or, if this is not possible (for example, because personal information has been stored in backup archives), then we will not further process the personal information until deletion or deidentification is possible.
Your Privacy Choices
California Privacy Rights
As a California resident, you may be able to exercise the following rights (subject to certain limitations at law):
The Right to Know
The right to confirm whether we are processing personal information about you and to obtain certain details about the personal information we have collected about you, including:
The Right to Access & Portability
The right to obtain access to the personal information we have collected about you and, where required by law, the right to obtain a copy of the personal information in a portable and, to the extent technically feasible, readily usable format that allows you to transmit the data to another entity without hindrance.
The Right to Correction
The right to correct inaccuracies in your personal information, taking into account the nature of the personal information and the purposes of the processing of the personal information.
The Right to Control Over Sensitive Information
The right to exercise control over our collection and processing of certain sensitive information.
The Right to Deletion
The right to have us delete the personal information we have collected from you.
You also have the right to not receive retaliatory or discriminatory treatment in connection with a request to exercise the above rights. However, please note that if the exercise of these rights limits our ability to process personal information, we may no longer be able to engage with you in the same manner.
Please also note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply or where the requirements to exercise these rights have not been met.
Submitting Privacy Rights Requests
To submit a request to exercise one of the privacy rights identified above, please:
- Contact us at 866-425-0020;
- Email AGPrivacy@analysisgroup.com; or
- Submit a request through your account in our job application portal.
Before processing your request, we will need to verify your identity and confirm you are a resident of the State of California. In order to verify your identity, we will generally either require the successful authentication of your work-related account, or the matching of sufficient information you provide us to the information we maintain about you in our systems. As a result, we may require requests to include information such as name, email address, position applied for, and state of residency, among other items. We may at times need to request additional personal information from you, taking into consideration our relationship with you and the sensitivity of your request.
In certain circumstances, we may decline a privacy rights request, particularly where you are not a resident of the State of California or where we are unable to verify your identity.
In certain circumstances, you are permitted to use an authorized agent to submit requests on your behalf through the designated methods set forth above, provided we can verify the authorized agent’s authority to act on your behalf. In order to verify the authorized agent’s authority, we generally require evidence of either (i) a valid power of attorney or (ii) a signed letter containing your name and contact information, the name and contact information of the authorized agent, and a statement of authorization for the request. Depending on the evidence provided, we may still need to separately reach out to you to confirm the authorized agent has permission to act on your behalf and to verify your identity in connection with the request.
Updates to This Privacy Notice
We will update this Privacy Notice from time to time. When we make changes to this Privacy Notice, we will change the "Last Updated" date at the beginning of this Privacy Notice. If we make material changes to this Privacy Notice, we will notify you through appropriate communication channels. All changes shall be effective from the date of publication unless otherwise provided in the notification.
If you have any questions about this Privacy Notice or how we process your personal information, please send us an email at AGPrivacy@analysisgroup.com.