Effective Date:  January 1, 2024

Last Updated: Aug 1, 2024

 

This Privacy Policy (also referred to as a Privacy Statement in some jurisdictions) explains how Digital Talent Hub, LLC and its related entities (“Digital Talent Hub,” “we,” and “us”) handle personal information in relation to your employment with us or your engagement as a consultant to fulfill roles for our clients or companies we represent. Please take the time to read it thoroughly.

To request a hard copy of this Privacy Policy, please contact us at privacy@digitaltalenthub.com. If you have a disability and need to receive this Privacy Policy in an alternative format, please reach out to us at privacy@digitaltalenthub.com.

 

 

BY ACCEPTING A JOB OFFER AND SUBMITTING PERSONAL INFORMATION TO US, YOU ACKNOWLEDGE AND AGREE THAT DIGITAL TALENT HUB, LLC WILL GATHER, UTILIZE, AND DISCLOSE YOUR PERSONAL INFORMATION AS DETAILED IN THIS PRIVACY POLICY. PLEASE READ IT THOROUGHLY.

 

Categories of Personal Information We Collect

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We gather various types of personal information about you, either with your consent or as otherwise permitted or required by law. This information may also include details about your dependents or beneficiaries if you provide them.

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Contact Information

We collect your full name, email address, telephone number, and current and previous addresses. This may also include information about your emergency contacts and references.

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Identifiers

We gather details such as your social security number, driver's license number, employee ID, signature, passport number, state ID card number, I-9 documentation, IP address, social media usernames, and account usernames and passwords.

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Characteristics of Protected Classifications

This includes information you provide such as your date of birth, gender, age, nationality, racial or ethnic background, religion, marital status, citizenship status, sexual orientation, military or veteran status, disability details, genetic information, and pregnancy-related information, during the application process, onboarding, or while employed with us.

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Financial Information

We collect your bank account details and other financial information.

Audio/Visual Data: We collect various forms of media including audio recordings, electronic data, photographs, and videos.

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Geolocation Data

If you use your personal device for our time tracking systems or Microsoft applications, we may collect geolocation data such as GPS coordinates and location.

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Biometric Information

To verify your identity, we, or our third-party vendors, may collect biometric data. For example, using Microsoft Authenticator to log into our systems may involve collecting your faceprint.

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Internet or Electronic Usage Data

In specific situations, we collect data related to your use of our or our clients' IT systems, including website activity and IP addresses, in line with our (or our clients’, as applicable) internal policies.

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Professional or Employment Information

We gather information such as your resume, job application details, work history, references, and professional memberships.

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Non-public Education Information

This includes your education history, degrees, transcripts, qualifications, and certifications.

Health Insurance Information: We collect details about your health insurance, including policy numbers and information about your spouse or dependents, if applicable.

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Medical Information

To the extent allowed and required by applicable laws, we may collect your medical and treatment history, diagnoses, service dates, provider names, and your capability to perform certain tasks or work. Additionally, we may gather information about physical screenings or drug test results if your position or application requires them.

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Sensitive Personal Information

We may collect sensitive data such as social security numbers, driver's license numbers, passport numbers, state ID card numbers, racial or ethnic origins, religious or philosophical beliefs, union memberships, genetic information, biometric data, health information, and sexual orientation.

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Inferences

We use the personal information categories described above to create a profile about you, reflecting your preferences, character, behavior, and attitudes.

 

Sources of Personal Information

 

We acquire information through multiple channels:

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From You Directly

We obtain contact details, identifiers, personal characteristics or traits, financial information, biometric data, professional or employment information, non-public education information, health insurance details, medical data, and sensitive personal information that you provide to us.

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During Visits to Our Locations

We collect audio and visual data via security cameras at our premises.

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Automatically

We gather internet or electronic usage data regarding your interactions with our or our clients' IT systems, including website activity and IP addresses, in line with our (or our clients’) internal policies.

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From Our Clients

We receive professional or employment information and inferences about your performance and behavior during engagements from our clients.

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From Third Parties

We may collect contact details, identifiers, financial information, personal characteristics or traits, biometric data, audio/visual data, inferences, non-public education information, health insurance details, medical data, sensitive personal information, and professional or employment information from third parties such as recruiters, LinkedIn, vendors, service providers, and your references.

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From Other Applicants or Consultants

We may gather contact details, identifiers, financial information, personal characteristics or traits, non-public education information, health insurance details, and employment information from our current or former applicants or consultants.

 

Purposes for Collecting Personal Information

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We use your personal information for a variety of purposes

Recruitment and Hiring: We use contact details, identifiers, audio/visual data, professional or employment information, non-public education information, financial details, medical data, sensitive personal information, and inferences to evaluate and decide on recruitment, assess your suitability for a role, communicate about your application, address inquiries, arrange interviews, and reimburse agreed expenses incurred during the application process.

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Background Checks

With your consent and as permitted by law, we use identifiers, personal characteristics or traits, professional or employment information, non-public education information, and sensitive information to verify your identity, check your credit history, review criminal history, and confirm application details through background checks.

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Credentialing

If necessary for your role, we use contact details, identifiers, audio/visual data, professional or employment information, non-public education information, financial details, medical data, sensitive personal information, and inferences to provide credentialing information to our clients.

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Onboarding

We use contact details, identifiers, personal characteristics or traits, audio/visual data, professional or employment information, non-public education information, medical data, and sensitive personal information to finalize our contract with you, enroll you in our consultant databases, facilitate communication, grant office and IT system access, and manage engagement and personnel records.

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Benefits Administration

We use contact details, identifiers, personal characteristics or traits, audio/visual data, professional or employment information, non-public education information, medical data, health insurance details, and sensitive personal information to design and manage benefits packages.

 

Payroll Processing

We use contact details, identifiers, financial information, geolocation data, sensitive personal information, and biometric data to track time, attendance, and absences, and to process payroll and reimburse professional expenses.

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Leave and Accommodation Requests

We use contact details, identifiers, personal characteristics or traits, professional or employment information, health insurance details, medical data, and sensitive personal information to review and process requests for time off, sick leave, leaves of absence, or accommodations.

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Resource Planning and Consultant Management

We use contact details, identifiers, professional or employment information, non-public education information, and inferences for performance management, disciplinary and grievance procedures, and performance reviews.

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Business Operations

We use contact details, identifiers, financial information, personal characteristics or traits, geolocation data, biometric data, internet or electronic usage data, audio/visual data, inferences, non-public education information, health insurance details, medical data, sensitive personal information, and professional or employment information to support recruiting, hiring, onboarding, record maintenance, planning, budgeting, database administration, diversity metrics, surveys, evaluations, reports, legal claims, compliance, audits, investigations, disciplinary actions, and other ethics and compliance reporting tools.

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Analytical Purposes

We use identifiers, personal characteristics or traits, professional or employment information, non-public education information, sensitive personal information, and inferences to analyze trends and statistics, including workforce equality, diversity, and inclusivity, to understand our workforce better, prevent discrimination, and respond to allegations or claims.

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Combining Information

We combine information from different sources with publicly available information to create inferences about you. For instance, we may merge offline data with online data, integrate information across third-party sites, and combine data across devices such as computers and mobile devices.

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System Maintenance and Improvement

We use identifiers, geolocation data, and internet or electronic usage data to enhance our systems, ensure functionality, diagnose technical issues, and manage our systems, including security controls, new system implementations, change management processes, and IT Service Desk/Help Desk Support.

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Security and Fraud Prevention

We use contact details, identifiers, financial information, personal characteristics or traits, geolocation data, biometric data, internet or electronic usage data, audio/visual data, inferences, non-public education information, health insurance details, medical data, sensitive personal information, and professional or employment information to protect our sites, assets, systems, products, and services, prevent fraud, theft, and misconduct, enforce policies, and verify identities.

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Legal Compliance

We use contact details, identifiers, financial information, personal characteristics or traits, geolocation data, biometric data, internet or electronic usage data, audio/visual data, inferences, non-public education information, health insurance details, medical data, sensitive personal information, and professional or employment information to comply with legal obligations, meet reporting requirements, defend ourselves in legal proceedings, and protect our company, property, employees, and others through legal processes.

 

Other Purposes

We may use contact details, identifiers, financial information, personal characteristics or traits, geolocation data, biometric data, internet or electronic usage data, non-public education information, health insurance details, medical data, sensitive personal information, and professional or employment information for other reasons we describe to you.

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How We Share Personal Information

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We disclose personal information under various circumstances, as well as described in this Privacy Notice:

 

Service Providers

We may share personal data with vendors and service providers who support our services, website, and business operations. These providers may need access to this information to perform their tasks, such as cloud hosting, payment processing, order fulfillment, email delivery, marketing, insurance, operating systems and platforms, transportation, and customer support services. In certain cases, like payment processors, these providers may collect information directly from you on our behalf.

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Clients and Companies We Represent

We provide personal information about our applicants and consultants to our clients and the companies we represent.

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With Your Consent or Direction

Information may be shared with third parties whenever you consent to or direct such sharing.

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Government Entities

We share information with regulatory and government bodies, including administrative, law enforcement, and regulatory agencies, tax authorities, and other public agencies or authorities, to comply with applicable laws, regulations, legal processes, or other legal obligations. This also includes cooperating with law enforcement when deemed appropriate, obtaining legal remedies, minimizing our damages, and enforcing or protecting our legal rights or those of others by responding to claims asserted against us.

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Professional Advisors

We may disclose information to professional advisors, such as lawyers, bankers, tax consultants, auditors, and insurers, as necessary for the professional services they provide to us.

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Affiliates

Personal information may be shared with and among our parent company, subsidiaries, affiliates, or their successors or assigns.

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Corporate Transaction Recipients

During potential or actual sales or transfers of all or part of our business or assets, or during any reorganization, merger, joint venture, assignment, transfer, or disposition of our ownership interest, business, or operations, we may share information with potential investors, purchasers, merger partners, and their advisors.

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Other Reasons

Information may be shared for other reasons as described to you.

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Retention of Personal Information

We keep and use your information for as long as necessary to provide our services or products, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods are based on:

• The time needed to provide our services and operate our business;

• The length of your employment or consultancy with us;

• Contractual or legal obligations requiring a specific retention period;

• Applicable laws, statutes, or regulations specifying retention periods;

• Agreed upon longer retention periods;

• Sensitivity of the data;

• Retention expectations at the time the data was provided to us.

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Security Measures

We adhere to generally accepted industry standards to protect the personal information submitted to us and have implemented reasonable technical, organizational, administrative, and physical measures to safeguard personal data. However, no method of transmission over the Internet or electronic storage is completely secure, so we cannot guarantee absolute security and encourage cautious sharing of information online.

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Processing in the United States

Please note that the information we collect about you will be processed in the United States by us, our affiliates, our clients, our marketing/analytics/advertising partners, or our service providers. By using our Sites or services, you acknowledge that your personal information may be transferred to and processed in jurisdictions outside your own as described in this Privacy Policy. Data protection laws and regulations applicable to your personal information in the United States or other jurisdictions may differ from those in your country of residence, and the United States may not offer the same level of protection as your home country's laws.

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Jurisdiction-Specific Privacy Rights

Below are explanations of rights you may have concerning your personal information, depending on where you reside:

California Privacy Rights

Categories, Sources, and Uses of Personal Information Collected: In the past 12 months, we have collected the following categories of personal information in connection with your employment with us or appointment as a consultant to fulfill roles for our clients or represented companies: contact information, identifiers, financial information, characteristics of protected classifications, biometric information, professional or employment information, non-public education information, audio/visual data, and information described in California Civil Code §1798.80(e) (including contact information, identifiers, characteristics of protected classifications, professional or employment information, financial information, medical information, and health insurance information), and inferences. For details about specific data points we collect, sources of such collection, and the business and commercial purposes for collecting personal information, please refer to the sections above titled "Categories of Personal Information We Collect," "Sources of Personal Information," and "Purposes for Collecting Personal Information."

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Use or Disclosure of Sensitive Personal Information

In the past 12 months, we have not used or disclosed sensitive personal information for purposes subject to the right to limit use and disclosure under the CCPA.

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Sale or Sharing of Personal Information

In the past 12 months, we have not “sold” or “shared” (as defined by the CCPA) any personal information collected in connection with your employment with us or appointment as a consultant to fulfill roles for our clients or represented companies. We do not knowingly sell or share personal information of minors under the age of 16.

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Disclosure for a Business Purpose

In the past 12 months, we have disclosed the following categories of personal information to the following categories of third-party recipients:

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Category of Personal Information                       Recipient Categories

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Identifiers Service Providers, Affiliates, Clients, Professional Advisors, Government Entities

Details per California Civil Code §1798.80(e) Service Providers, Affiliates, Clients, Professional Advisors, Government Entities

Protected Characteristics (State/Federal Law)

Service Providers, Affiliates, Clients, Professional Advisors, Government Entities

Biometric Information Service Providers, Affiliates

Professional/Employment Information Service Providers, Affiliates, Clients, Professional Advisors, Government Entities

Non-Public Education Information Service Providers, Affiliates, Clients, Professional Advisors, Government Entities

Sensitive Information Service Providers, Affiliates, Clients, Government Entities

Audio/Visual Data Service Providers, Affiliates, Professional Advisors

Inferences Service Providers, Affiliates, Marketing/Analytics/Advertising Partners

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For a more comprehensive description of recipient categories and the business purposes for sharing personal information, refer to the "How We Share Personal Information" section above.

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CCPA Rights for California Consumers

California consumers are entitled to several rights under the California Consumer Privacy Act (CCPA), subject to certain exceptions and limitations:

• Right to Information: Request details about (i) the categories of personal information collected, sold, or shared about you, (ii) sources of that information, (iii) business or commercial purposes for collecting, selling, or sharing the personal information, and (iv) categories of third parties to whom the personal information has been disclosed, sold, or shared.

• Right to Access: Obtain a copy of your personal information.

• Right to Deletion: Request deletion of personal information collected from you.

• Right to Opt-Out of Sale: Opt-out of the sale of your personal information.

• Right to Opt-Out of Behavioral Advertising: Opt-out of sharing personal information for cross-contextual behavioral advertising.

• Right to Restrict Use of Sensitive Information: Limit the use or disclosure of your sensitive personal information to specified purposes.

• Right to Correction: Request correction of inaccurate personal information.

• Non-Discrimination: Exercise any CCPA rights without facing discrimination. This means we will not deny services, charge different prices, or provide lesser quality services if you exercise your CCPA rights.

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Exercising Your CCPA Rights

To exercise any CCPA rights, use our webform at consumer rights request or call toll-free at (844) 218-2255. Provide your name, email address, phone number, and mailing address. We will verify your identity by matching provided information with our records. Incomplete information may prevent us from processing your request. To designate an authorized agent, provide a signed, written authorization. For correction requests, additional details and supporting documentation may be required.

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Privacy Rights in Other US States

For residents of Texas, Oregon, Virginia, Colorado, Utah, or Connecticut, the following rights apply:

Our Privacy Policy outlines categories of personal data processed, processing purposes, categories of shared personal data, and third-party recipients.

• Your Rights:

  • Confirm processing of your personal data and access your personal data.

  • Obtain a copy of your personal data in a portable and usable format.

  • Request corrections to inaccurate personal data.

  • Request deletion of personal information collected or obtained about you.

  • Opt-out of processing personal data for (i) targeted advertising, (ii) personal data sale, or (iii) automated decision-making/profiling.

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Exercising Your Rights

To exercise any rights, use our webform at consumer rights request or call toll-free at (844) 218-2255. Provide your name, email address, phone number, and mailing address. We will verify your identity by matching your provided information with our records. Incomplete information may prevent us from processing your request. To designate an authorized agent, provide a signed, written authorization. For correction requests, additional details and supporting documentation may be required.

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Appealing Our Decision

If we refuse to act on your request, you can appeal within 90 calendar days from receiving our response. Use our webform or call toll-free at (844) 218-2255, including your full name and any additional information you wish us to consider.

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Privacy Rights for Non-US Residents​

If you reside outside the United States, this section is relevant to you.

• Controller: Digital Talent Hub is the controller of your personal information. Contact your local privacy representative at privacy@digitaltalenthub.com.

• International Data Transfers: Personal information shared with affiliates and third parties as described in this Privacy Policy is done following requisite protections under applicable data protection laws. Transfers are conducted with mechanisms and protections compliant with applicable laws (e.g., standard contractual clauses). Courts, law enforcement agencies, regulatory agencies, or security authorities in other countries may access your personal information. By using our Sites or services, you agree to share your personal information among our affiliates, service providers, and other third parties, which may be located outside your country.

• Lawful Basis for Processing Personal Information: Our collection and use of your personal information are based on (i) legitimate business interests, provided they do not outweigh your rights and interests, (ii) contract performance with you or a third party, (iii) compliance with legal obligations, or (iv) your consent when necessary and appropriate.

• Segmentation and Automated Decision Making: We do not use segmentation or automated decision-making without human intervention, including profiling.

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Your Rights Over Your Personal Information

Global privacy and data protection laws grant you specific rights. Subject to exceptions and limitations, and depending on your location, you have the right to:

• Confirm whether we are processing your personal information.

• Request a copy of your personal information in a commonly used, machine-readable format (data portability rights apply only to personal information obtained directly from you and where processing is based on consent or contract performance).

• Request updates or corrections to inaccurate or incomplete personal information.

• Request deletion of your personal information in specific circumstances.

• Limit or stop processing your personal information in certain circumstances, including marketing activities and profiling.

• Withdraw or revoke previously granted consent as permitted by law.

We do not discriminate against you for exercising your rights, though some functionality and features on our Sites may change or be unavailable. Any service differences will relate to the value provided.

In some cases, these rights may be limited, for example, if fulfilling your request reveals personal data about another person or if you ask us to delete data we are required by law to keep.

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Exercising Your Rights

To exercise any rights, use our webform at consumer rights request or call toll-free at (844) 218-2255. We will respond within the timeframes provided by applicable data protection laws. Note that certain personal information may be exempt from these rights under applicable laws. We will not respond to requests unless we can appropriately verify the requester's identity.

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Filing a Complaint

You can file a complaint with your country's or region's data protection authority or where an alleged infringement of data protection laws occurs. For the EEA, a list of national data protection authorities is available at edpb.europa.eu. For the UK, you can file a complaint with the Information Commissioner's Office at ico.org.uk.

 

Contact Us

For questions about this Policy or our data practices, email us at privacy@digitaltalenthub.com. Alternatively, write to us at:

Digital Talent Hub
Attention: Data Privacy Officer
3309 Paradise Valley Dr
Plano, TX 75025

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Updates to Our Privacy Policy

We review and update this Privacy Policy annually to ensure it accurately reflects our practices and procedures. We will notify you of any material changes as required by law. The "Last Updated" legend above indicates the last revision date of this Privacy Notice.