Human Resources - Prospective Employees
Initially, PLRB collects your name, contact details, professionals credentials, and information volunteered by you in your resume or curriculum vitae and in a cover letter. PLRB also collects writing samples and all communications with you at this initial stage. PLRB staff makes notes and evaluations regarding applicants which are kept.
Next, if contacted for an in-person interview at our offices or via video conference (e.g. Skype), PLRB will ask you to complete a job application which requires a signature from you verifying the truthfulness of statements and qualifications listed. During the interview, PLRB staff often makes notes which are stored.
Part of the interview may include an example work assignment that candidates are asked to complete and return to PLRB. PLRB stores the work and the related communications.
For candidates in consideration for an offer, PLRB may contact references, verify licenses with licensing authorities, and verify educational degrees. For positions involving access to banking and financial matters, criminal backgrounds checks may be performed. Records of these activities and results are maintained by PLRB.
Finally, if employment is offered and accepted, PLRB collects information required by the U.S. Citizenship and Immigration Office; the Internal Revenue Service; other federal and state government programs; health, dental, vision, life, and disability benefit providers; retirement plan benefit provider; payroll processing; and internal policy acknowledgements required for operations.
For temporary employees, PLRB also receives information about you from your employment agency.
During the evaluation and hiring stage, information provided by prospective employees, data created by PLRB staff about prospective employees, and the related communications are shared only with human resources staff, the hiring manager, assistants to the hiring manager, and the president of PLRB.
Names of visitors to PLRB for interviews are shared with building security.
PLRB will only share information with others as necessary to check references and verify credentials.
After employment begins, pertinent data is provided to the government and benefits providers. Furthermore, the name, credentials, and a professional bio approved by the applicant are shared publicly.
Our purpose for processing applicant information is to assess your suitability for a role for which you are being considered. For those offered employment, the purposes for processing are for employment, benefits, business operations, and legal requirements.
The legal basis for processing an applicant’s personal data is GDPR, Article 6(1)(b) - contract.
If any data is special category data, such as health, religious or ethnic information, it falls under GDPR, Article 9(2)(b), which relates to obligations in employment and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee.
After employment, processing of data is based on GDPR, Article 6(1)(c) - legal obligation in addition to contract. Creation of an employee number, testing, using data to provide benefits, and make you available for business purposes are accomplished under GDPR, Article 6(1)(f) - legitimate interests in operating a company.
For resumes and cover letters submitted, records are kept by law at least one year and up to three years. For those receiving and participating in interviews, records are kept from one to five years. Some applicant records are kept more than one year in case new openings arise. Records for employees are maintained for the duration of employment plus additional time pursuant to statutes, including statutes of limitations, as well as for time needed for processing retirement benefits. Certain records, such as building identification, business cards, and similar are discarded at the end of employment. Payroll and expense reimbursement records are maintained for seven years.
With regard to matters related to employment, you have rights of access, rectification, restriction, and portability. After employment, you have rights to object and potentially rights to be forgotten if no overriding matter requires retention.