Employee and Job Applicant Privacy Notice
Last Updated: 10.30.26
Overview
This Notice describes the categories of personal information HubSync collects about its employees, job applicants, and contractors (collectively, “personnel”), why it's collected, and personnel's rights regarding that information.
Purpose and Legal Scope
Effective January 1, 2023, the California Consumer Privacy Act, as amended by the CPRA (CCPA/CPRA), extended core privacy rights to California-based employees, job applicants, and contractors — the prior “employee exemption” that excluded HR data from the CCPA no longer applies. This Notice fulfills HubSync's “notice at collection” obligation under the CCPA/CPRA for California personnel.
The other nine U.S. state comprehensive privacy laws referenced in HubSync's Privacy Policy — Virginia, Colorado, Connecticut, Utah, Oregon, Texas, Montana, Delaware, Iowa, and Tennessee — each exclude employment-context data from their scope. This Notice is therefore not a legal requirement in those states; HubSync provides it to all personnel as a matter of consistent practice, not because each state mandates it.
The GDPR contains no employment-context exemption. Personnel based in the European Union or United Kingdom are covered in full, as described in the GDPR section below.
Who This Notice Covers
- Current employees
- Job applicants, including those not ultimately hired
- Former employees, to the extent HubSync retains their information
- Contractors and interns, to the extent treated as personnel for purposes of this Notice
| Category | Examples | Typical Source |
|---|---|---|
|
Education information
|
Degrees, transcripts, certifications
|
You; educational institutions
|
|
Financial information |
Bank account for direct deposit, tax withholding elections
|
You
|
|
Internet/network activity
|
Use of company systems, email, and equipment
|
Collected automatically by company systems |
|
Geolocation data
|
If you use a company vehicle or device with location services enabled
|
Collected automatically
|
|
Biometric information
|
HubSync does not currently collect biometric information for employment purposes. If this changes, this Notice will be updated before any such collection begins
|
N/A
|
|
Health information
|
Information provided in connection with leave requests, accommodations, or benefits enrollment
|
You; benefits administrators
|
|
Inferences
|
Performance or suitability assessments drawn from the categories above
|
Generated internally by management
|
How We Use This Information
- Administering payroll, benefits, and tax withholding
- Recruiting, hiring, and onboarding
- Managing performance, promotions, and discipline
- Complying with employment, tax, immigration, and labor laws
- Maintaining workplace and systems security
- Providing employment references upon request
- Defending against legal claims
- Payroll and benefits administrators
- Background-check providers, with consent where required
- Government agencies, as required by law (e.g., tax authorities, immigration authorities)
- Professional advisors, such as legal counsel and auditors
- A successor entity, in the event of a merger, acquisition, or sale of assets
- Know the categories and specific pieces of personal information HubSync has collected about you
- Delete personal information, subject to exceptions (for example, records HubSync must retain for tax or legal compliance)
- Correct inaccurate personal information
- Limit the use of sensitive personal information to what's necessary for the purposes described above
- Not be retaliated against for exercising these rights
Do We Sell or Share This Information?
No. HubSync does not sell personnel's personal information and does not share it for cross-context behavioral advertising.
Who We Disclose This Information To
- Payroll and benefits administrators
- Background-check providers, with consent where required
- Government agencies, as required by law (e.g., tax authorities, immigration authorities)
- Professional advisors, such as legal counsel and auditors
- A successor entity, in the event of a merger, acquisition, or sale of assets
Retention
HubSync retains personnel records for as long as necessary for the purposes described above and as required by applicable employment, tax, and immigration recordkeeping laws.
Your Rights (California Employees, Applicants, and Contractors)
If you are a California resident, the CCPA/CPRA gives you the right to:
To exercise these rights, contact or privacy@hubsync.com. HubSync will verify your identity as a current or former employee, applicant, or contractor before responding, and will respond within 45 calendar days.
GDPR (EU/UK-Based Personnel)
HubSync does not currently have personnel based in the European Union or United Kingdom. If that changes, this Notice will be updated to describe HubSync's obligations under the GDPR and, where applicable, the UK GDPR, before any such processing begins.
Changes to This Notice
HubSync may update this Notice from time to time. Material changes will be communicated to personnel.
Related Resources
This Notice should be read alongside HubSync's published Privacy Policy. Current employees can find additional internal policies — including the Employee Handbook and Acceptable Use Policy — on the internal HR portal.