Employee & Applicant Notice

Last updated: March 10, 2025

Please take notice that SOCi, Inc (“SOCi’) collects certain information about you.  For more information on SOCi’s policies, please refer to SOCi’s Privacy Policy in its handbook or request a copy from SOCi Legal via email at [email protected] or HR at [email protected].

Depending on the jurisdiction in which you are employed, you may have the right to:

• Knowledge of information collected;
• Deletion of information collected;
• Opt-out of information collected;
• Opt-in of information collected;
• Correction of information collected;
• Go to court;
• Limit use of information collected;
• Not to be discriminated or retaliated against for exercising rights under the law.

Please contact [email protected] if you have any questions about your personal information.

If you are a resident of Canada, please note that the entity that processes information about you is SOCi AI Canada Inc.

Where We Get Your Information From. In accordance with applicable laws or with your consent,  SOCi collects information about you from the following sources: 1) you; 2) prior employers, references, recruiters, job-related social media platforms; 3) third-party sources of demographic information; 4) third-party companies, such as background check companies, drug testing facilities; and 5) claim administrators and investigators. Depending on SOCi’s interactions with you, we may or may not collect all of the information identified about you.

The Personal and Sensitive Personal Information That We Are Collecting. We are collecting the following information:

• Personal information, such as real name, signature, Social Security number or Social Insurance Number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, passport number, federal identification authorizing work in the United States or Canada, access and/or passcodes, insurance policy number, education, employment, employment history, bank account number, other financial information, medical information, or health insurance information;
• Characteristics, including those of protected classifications under California or federal law, such as age, marital status, gender, sex, race, color, disability, citizenship, primary language, immigration status, military/veteran status, disability, request for leave, and medical conditions;
• Commercial information, such as transaction information and purchase history (e.g., in connection with travel or other reimbursements [or purchases from SOCi]);
• Internet or network activity information, such as browsing history and interactions with our online systems and websites and any personal information that you provide while accessing SOCi’s computer systems, such as personal credit card information and passwords;
• Geolocation data, such as device location from usage of SOCi’s devices;
• Biometric information related to access to SOCi’s secured access points;
• Audio, electronic, visual, and similar information;
• Professional or employment-related information, such as work history and prior employer;
• Non-public education information; and
• Inferences drawn from any of the Persona and Sensitive Personal Information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics.

How Your Personal and Sensitive Personal Information is Used. We may use Personal and Sensitive Personal Information:

• To operate, manage, and maintain our business;
• For hiring, retention, and employment purposes;
• To otherwise accomplish our business purposes and objectives, including, for example:
  • Emergency services;
  • Conducting research, analytics, and data analysis;
  • Maintaining our facilities and infrastructure;
  • Quality and safety assurance measures;
  • Conducting risk and security controls and monitoring;
  • Protecting confidential and trade secret information;
  • Detecting and preventing fraud;
  • Performing identity verification;
  • Performing accounting, audit, and other internal functions, such as internal investigations;
  • Complying with the law, legal process, and internal policies;

• Maintaining records;
• Claims processing;
• Responding to legal requests for information and subpoenas; and
• Exercising and defending legal claims.

• Any other purposes authorized by applicable federal, state, or provincial law, including as authorized by the California Privacy Protection Agency.

We may or may not have used Personal and Sensitive Personal Information about you for each of the above purposes.

Sharing of Personal Information. We share your information with the following third-party entities:

1. Greenhouse
2. Paylocity
3. Deel Inc.
4. Blue Marble

We use reasonable measures to require that the organizations with whom we share your personal information for these purposes use your personal information only to perform the services we have hired them to provide. Note that some of the service providers that process or handle personal information on our behalf may be located outside of your jurisdiction of residence including outside of the United States or Canada.

Selling of Personal Information. SOCi does not sell your personal information.

Security. SOCi has implemented reasonable physical, organizational, and technological security measures to safeguard the personal information in our custody or control. These include safeguards designed to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. We limit access to personal information to employees who require access to perform their job responsibilities. This may include managers as well as employees in our human resources, finance, information technology, and legal departments.

Data Retention. We retain personal information in accordance with our record retention policies and procedures. Personal information is retained for as long as necessary to fulfill the purposes for which the information was collected, or as otherwise required to meet our legal and regulatory requirements and legitimate business needs. Once personal information is no longer required, it is deleted, destroyed, or rendered anonymous. In California, SOCi retains the information it receives about you for a period of: duration of employment plus an additional two years post-employment, unless a shorter or longer period is required by California or Federal law.

Your Responsibilities. During the course of your employment or engagement with us, you may have access to personal information relating to others, including customers, vendors, or other employees. All employees must maintain the confidentiality of all such personal information and must not disclose it to others except in the performance of their duties in accordance with this privacy notice and applicable laws.

All employees must take all reasonable precautions to safeguard such personal information, to comply with applicable privacy laws and to assist SOCi in its compliance with applicable privacy laws. Failure to comply with these responsibilities may result in disciplinary measures, up to and including the termination of the employment or work relationship.

If you are uncertain about the obligations set out above, please speak with the Privacy Officer by emailing [email protected].

For Inquiries and/or to Submit Requests for Information, Deletion or Correction. For inquiries, you may contact [email protected]. To submit requests for information, deletion, or correction, you may (1) contact [email protected] or (2) submit your request via SOCi’s Privacy Request Form.  SOCi’s privacy policies or notices, or to submit your requests for information, deletion or correction.

Changes. SOCi reserves the right to change this Notice at any time. We will take reasonable steps to inform you of any material change to this Notice. However, you should review this Notice from time to time to ensure that you are aware of any changes made.