Santa Cruz Seaside Company
Workplace Privacy Notice
Last Updated: January 2024
This Workplace Privacy Notice (this “Notice”) explains what types of personal information may be collected from and about staff and job applicants and how that personal information is used and disclosed by Santa Cruz Seaside Company (“SCSC”, “we”, “us” or “our”). This Notice also explains what rights you have with respect to the personal information we collect about you. SCSC recognizes the confidential nature of the personal information in its care and is accountable for the compliance of itself and its directors, officers, management, employees, representatives, and agents in protecting this personal information.
If you have any questions, comments, or concerns about this policy, please contact [email protected].
Information Collected
For the purposes of this Notice, “personal information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. We collect personal information directly from you (e.g., during the onboarding process, signing up for direct deposit, enrolling in benefits or services) and from third parties (e.g., the online platform through which you enroll in benefits). When we collect your personal information from third parties, it is either because you have given us express permission to do so, your permission was implied by your actions, or because you provided explicit or implicit permission to the third party to provide the personal information to us. We collect the following categories of personal information:
| Category | Source(s) | Purpose(s) | Categories of Third Parties with whom we disclose* | Retention |
|---|---|---|---|---|
| Real name, email address, telephone number, employment history, educational information or other information you provide to us in support of an application | From you, if you are an applicant | So that you can apply for jobs with us and we may contact you | Third party service providers who host our application system | 4 years after application submitted |
| Results of credit and criminal background checks, the results of drug and alcohol testing, health screening, health certifications, driver’s license number, automobile insurance information, vehicle registration and driving history. | Depending on the information, it may either be provided by you or by a third party service provider | So that you can apply for jobs with us if you are an applicant
For Administrative Employment Purposes if you are an employee | Third party service providers that host our application system and human resources platform | 4 years after application submitted, unless you are an employee, in which case the information will be retained until 7 years after the end of your employment |
Real name, postal address, email address, telephone number, age, social security number, driver’s license number, work authorization numbers, bank account number, citizenship status, visual information from photos | From you, if you are an employee | For Administrative Employment Purposes (as defined below), including maintaining your personnel file, legal compliance, creating your identification card, and enrolling in benefits | Third party service providers that host our human resources platform and that manage benefits for us, including health providers and retirement plans | 7 years after end of your employment |
| Personal information contained in your recorded communications and work product | Voicemails, e-mails, correspondence, documents, and other work product and communications created, stored or transmitted using our networks, applications, devices, computers or communications equipment | For Administrative Employment Purposes (as defined below) | Third party service providers that manage our devices and network | 360 days after submission |
| Personal information depicted through internet browsing history while using SCSC devices | Internet browsing history on company computers and phones | For Administrative Employment Purposes (as defined below) | Third party service providers that provide internet services to SCSC | 360 days after submission |
| Health information | From you, if you are an employee | For enrolling in certain benefits | Third party service providers that manage benefits for us, including health providers and retirement plans | 7 years after end of your employment |
| Beneficiary identifiers, such as real name, gender, age, and social security number | From you, if you are an employee | For enrolling in certain benefits | Third party service providers that manage benefits for us, including health providers and retirement plans | 7 years after end of your employment |
| Video surveillance information collected at our facilities | From you, if you visit our facilities | To control access to our facilities and protect the safety and security of our workforce, guests, property, and assets. | None* | 30 days after collection |
* See below for additional circumstances under which we may disclose personal information
Use of Information Collected
As used in the table above, “Administrative Employment Purposes” means:
- Managing all aspects of the employment relationship (e.g., determining eligibility for initial employment; pay and benefit administration; development and training; absence monitoring; project management; auditing, compliance, and risk management activities; employee communications; performance evaluation; disciplinary actions; grievance and internal investigation activities; processing employee work-related claims, such as worker’s compensation claims).
- Maintaining directories of employees.
- Administering our occupational safety and health programs.
- Investigating and responding to claims against us.
- Maintaining emergency contact and beneficiary details.
- Complying with applicable laws (e.g., health and safety, employment laws, office of foreign asset controls regulations, tax laws), including judicial or administrative orders regarding individual employees (e.g., garnishments, child support payments).
Disclosure of Information Collected
In addition to the disclosures of personal information identified in the table above, we may disclose your personal information with third parties as follows:
- We may disclose your personal information in the course of any direct or indirect reorganization process including, but not limited to, mergers, acquisitions, and sales of all or substantially all of our assets.
- We may disclose your personal information to law enforcement, government agencies, and other related third parties, in order to comply with the law, enforce our policies, or protect our or others’ rights, property or safety.
- We do not sell your personal information to any third parties or share it with any third parties for the purpose of cross-context behavioral advertising.
Changes to this Notice
This Notice is reviewed periodically to ensure it accurately captures all types of personal information collected or any additional or different processing of such personal information. We may, therefore, change this Notice at any time and will update the “Last Updated” date accordingly. If we make material changes, we will notify you via email at the email address we have on file for you.
California Residents Supplemental Notice – Data Privacy Rights
California residents have the following data rights, which they may exercise subject to our verification procedures identified further down in this section:
Right to Know
You have the right to know what personal information we have collected about you, including the categories of personal information, the categories of sources from which the personal information is collected, the business or commercial purpose for collecting or disclosing personal information, the categories of third parties to whom we disclose personal information, and the specific pieces of personal information the business has collected about you. We must provide this information in a readily usable format that allows you to transmit the information as you see fit.
Right to Delete
You have the right to request that we delete any of your personal information. Once we receive your request and confirm your identity, we will review your request. This right is subject to certain exceptions, and legal obligations imposed by state or federal laws. We will delete from our records or deidentify personal information not subject to one of these exceptions and will direct our service providers to take similar action.
Right to Correct Inaccurate Information
You have the right to request that we correct inaccurate personal information that we have collected about you. Once we receive your request and confirm your identity, we will review your request, taking into account the nature of the personal information and the purposes of the processing of the personal information to see if we can correct the data. We may also request additional information showing that the information you want to correct is inaccurate.
Non-Discrimination or Retaliation
We will not discriminate or retaliate against you for exercising any of your data privacy rights.
How to Submit a Request
You may submit a request to exercise your rights through one of three means:
- By emailing us at [email protected]
- By calling us toll-free at (800) 609-0320
- By visiting our HR office at 605 Beach Street, Santa Cruz, CA 95060
Verification Procedures
Before we can process your request to exercise your rights, we must first verify your identity. We do this by asking you to:
- Provide personal identifiers we can match against information we may have collected from you previously; or
- Confirm your request using the email and/or telephone account stated in the request.
To the extent we collect additional personal information from you as part of the verification process, we will only use that personal information for the sole purpose of verifying your identity.
Authorized Agent
You may authorize another individual or a business to make requests on your behalf. We require that you submit written authorization to us in order to verify the identity of the authorized agent and confirm that you have authorized them to act on your behalf. In your written authorization, please include your employee identification number. Parents of minor children may submit a birth certificate of the child in lieu of a written authorization, in order to make requests on the child’s behalf.
