Employee Privacy Policy - NORMS Restaurants

Employee Privacy Notice – Employees/ Contractors

Last Updated: 8/22/2024

NORMS Restaurant, LLC (“NORMS,” “we,” “our,” “us”) collects personal information from employees, officers, contractors, and former employees, officers, and contractors (collectively, “you”) during our hiring, employment, and termination process, and in accordance with federal and state laws.

In this notice, NORMS refers to NORMS Restaurant, LLC, and any affiliate entities.

What Information Do We Collect?

We collect the following categories of personal information:

Identifiers, such as real name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, social security number, driver’s license number, passport number, or other similar identifiers.
Categories of personal information described in Section 1798.80(e) of the California Civil Code, such as name, signature, social security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information.
Characteristics of protected classifications under federal law – such as race, color, national origin, religion, gender (including pregnancy), disability, age (if employee is at least 40 years old), and citizenship status – or under California law – such additional categories as medical condition, marital status, age, or sexual orientation.
Internet or other electronic network activity information, such as browsing history, search history, and information regarding a consumer’s interaction with an Internet Web site, application, or advertisement. This also includes internet and electronic network activity and settings on your portable electronic devices used for conducting company business, in accordance with NORMS Device USE policy located in our Employee Handbook.
Geolocation data.
Audio, electronic, visual, thermal, olfactory, or similar information.
Professional or employment-related information.
Education information.
Inferences drawn from the above categories of information.

The categories of sensitive information include:

Social security, driver’s license, state identification card, and passport number.
Account log-in, in combination with any required security or access code, password, or credentials allowing access to the account.
Precise geolocation data.
Racial or ethnic origin, citizenship or immigration status, religious or philosophical beliefs, or union membership.
Contents of mail, email, and text messages, unless we are the intended recipient of the communication.
Processing biometric information for the purpose of uniquely identifying you.
Information collected and analyzed concerning a consumer’s health or sexual orientation.

We may also collect additional information that you choose to provide to us during the interview process or while you work for us.

Data will be stored in a range of different places, including your application record, HR management systems, and other IT systems (including email).

In addition, where relevant to the recruitment process, including where necessary to accommodate any disability needs or to comply with some regulatory requirements, we may also have the need to process sensitive information such as characteristics of protected classifications. This may include:

Race, color
Ancestry, citizenship status, national origin (including languages used and proficiency)
Religion, creed, political affiliations or activities
Age (40 and above)
Disability, mental and physical
Sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions)
Sexual orientation, gender identity, gender expression
Medical condition, AIDS/HIV status
Genetic information
Marital status
Military and veteran status
Criminal records, in certain circumstances
Victims of domestic abuse and/or assault/stalking

How Do We Use Your Personal Information?

We will use your personal information for the following purposes:

To process your application, including to identify and contact you.
To determine whether you have the professional skills, expertise, and experience for the position applied for.
To verify employment with an outside entity.
If you are offered a position with us, to verify the Personal Information provided including your identity, address, right to work, employment history and academic background and other background screening purposes including, where allowed by law, criminal record checks, searches with a credit reference agency and sanctions screening checks.
To provide you with information about future job vacancies, if you would like us to send you such notifications, which may include using data analytics to match your profile against vacant positions.
To accommodate your disability needs.
To process payroll and administer employee benefits.
To withhold taxes and maintain records for accounting and audit purposes.
To detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity; or prosecute those responsible for that activity.
To monitor employee productivity and use of company network resources.
To provide internal career development and training programs and tuition reimbursement for job-related courses.
For evaluation, assessment, training, and planning purposes.
To maintain and foster a work environment.
For compliance, disciplinary, legal, and regulatory purposes.
For business reasons that facilitate the operation of our business.

We may collect additional categories of personal information for other business-related purposes and/or use personal information collected for additional purposes, upon prior written notice to you.

Who Has Access to Your Personal Information?

Your information may be shared internally for the purposes of the recruitment process and for the other purposes described in this privacy notice. This includes members of NORMS Human Resources and Talent Acquisition, interviewers involved in the recruitment process, managers in the business area with a vacancy, and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, and employment background check providers to obtain necessary background checks.

During and after your term of employment, NORMS shares your data with the following categories of parties, as necessary for the purposes described in this privacy notice:

NORMS parent and affiliate companies for reporting (to the HR and Finance departments) and hosting purposes;
Persons in charge of employee management and authorized personnel of NORMS with a business need (e.g., HR department, finance department, operations);
Other personnel of NORMS, but only limited to basic professional information to allow the day-to-day business and which is usually available in the NORMS corporate directory;
Third party service providers and vendors for the abovementioned purposes (e.g., payroll, benefits, travel agencies, conference vendors, internet service provider, IT maintenance, service providers used for the implementation of NORMS apps, IT solutions and tools, hosting service providers);
Professional advisers such as lawyers, accountants and auditors;
Government or regulatory authorities; and,
Banks and insurers.

In the event of a change of control or ownership of the Company or in the event all or part of the Company’s business is otherwise transferred to a third party, you are informed that your personal information as collected and maintained by the Company may be transferred to that third party, subject to applicable law.

Security of Your Personal Information

We employ security measures and technologies, such as password protection, encryption, and physical locks, etc., to prevent the unauthorized access and disclosure of your personal information. If you are authorized to have access to the personal information of others, it is important that you take appropriate safeguards to protect this personal information, in accordance with our written security policies and procedures.

Paper and other hard copies containing personal information should be secured in a locked location when not in use.
Computers and other access points should be secured when not in use by logging out or locking.
Passwords and user IDs should be guarded and NOT shared.
Employee Aloha Identification number should be guarded and NOT shared.

Retention of Your Personal Information

Upon your separation of employment with the organization, your personal information shall be retained and destroyed according to our document retention policy and in compliance with applicable laws and regulations.

Privacy Rights & Additional Disclosures for Californians

Californians have privacy rights for their personal information. As we have provided above, businesses are required to inform members of the categories of personal information they collect and the purposes for which the categories will be used, at or before the point of collection.

Request for Information or Deletion. Californians have the right to know whether we are processing your personal information, and in some instances, you have the right to request that we disclose to you the categories listed below for the preceding 12 months. We have the right to request verification of your identity for all requests for information. In responding to this right, we shall provide to you:

The categories of personal information we collect about you.
The categories of sources from which your personal information is collected.
The business or commercial purpose(s) for collecting, selling, sharing, or disclosing your personal information, and the categories of personal information disclosed for such purpose(s).
The categories of third parties with whom we share your personal information.
The categories of personal information we have sold, if any, about you and the categories of third parties to whom your personal information was sold, by category or categories of personal information for each third party to whom the personal information was sold.
The specific pieces of personal information we have collected about you.

In addition, you may have the right, in certain circumstances, to request we delete your personal information.

Request for Correction. Californians have the right to request the correction or rectification of inaccurate information in their personal information.

Do Not Sell or Share My Personal Information. Californians have the right to opt out of the sale or sharing of their personal information. However, we do not sell your personal information, nor do we share your personal information to provide personalized or targeted advertising. If you have any questions or further comments on the matter, please reach out to us via the contact information at the bottom of this document.

Limiting the Use of Sensitive Personal Information. Californians have the right to direct us to use or disclose sensitive personal information only for providing goods or services, or as otherwise minimally permitted under applicable law. However, we do not use or disclose sensitive personal information for any purpose other than fulfilling your employment expectations, or as otherwise minimally permitted under applicable law.

Right of Non-Retaliation. Employees and independent contractors who are residents of California have the right not to be retaliated against by an employer for actualizing any of these rights.

Exercising Rights. To exercise any of these rights, please use the contact information below.

Verification Process for Exercising Rights. To protect your privacy, we verify privacy rights requests to ensure that only you (or your authorized agent) can exercise rights pertaining to your personal information. As part of our verification process, we may request you to submit additional information.

If you are an authorized agent wishing to exercise rights on behalf of a state resident, please contact us using the information at the bottom of this Notice and provide us with a copy of the resident’s written authorization designating you as their agent. We may need to verify your identity and place of residence before completing your rights request.

Changes to the Privacy Notice

This Privacy Notice is effective as of the date noted above. We may update this Privacy Notice from time to time. If we make material changes, we will circulate the updated Notice by one of the following methods: emailing you a copy / uploading a copy to our intranet / mailing you a copy / etc.

The Privacy Notice is also contained in the Library of Documents located in your ADP Workforce Now portal. We encourage you to review updates by checking the date referenced above.

Contact Information

We welcome your questions, comments, and concerns about privacy. You may contact the NORMS Human Resources Department by emailing Natalie Camargo at ncamargo@norms.com or by contacting the NORMS Support Center at 562-804-4485 for any additional questions.