[Effective: December 22, 2023]

Introduction

PetVet Care Centers (“Company”, “we” or “us”) offers this Personnel Privacy Notice (“Notice”) to describe our practices for handling personal information associated with our former, current, and potential employees, contractors, temporary workers, interns, and their family members and dependents (collectively, “Personnel”). This Notice describes the personal information that we collect and process about Personnel, the purposes of the processing, the ways in which we may share such information, and the rights that Personnel may have regarding the processing of personal information.

PetVet Care Centers offers this Personnel Privacy Notice to describe our practices for handling personal information associated with our former, current, and potential employees, contractors, temporary workers, interns, and their family members and dependents. This Notice describes the personal information that we collect and process about Personnel, the purposes of the processing, the ways in which we may share such information, and the rights that Personnel may have regarding the processing of personal information.

Types of Personal Information We Collect

The types of personal information we process include, but are not limited to:

Identifiers, such as your name, social security number, staff member ID, home and business address, telephone/email addresses, social media handle, device identifiers, username, employee ID, emergency contact details, passport number/national ID number, other government identifiers.
Financial information, such as banking details, tax information, compensation details, withholdings, salary, benefits, and expenses.
Demographics, such as gender, age (including date of birth), marital status, military service, and disability status.
Work eligibility information, such as immigration and visa status.
Internet or other electronic network activity information associated with Company IT systems, networks, and resources – such as IP addresses, log files, electronic communications and files, network connections, and login credentials.
Geolocation data, such as information associated with the devices or equipment you use in the course of employment.
Video recordings in certain work areas and photographs for identification purposes.
Recordings of communications for quality control, recordkeeping, and training purposes.
Professional or employment-related information – such as job title/position, office location, employment contract, dates of service, positions held, performance and disciplinary records, grievance procedures, travel and expenses, work location preferences, investigations, complaints, sickness/holiday records, academic/professional qualifications, CV/résumé, criminal records data (for vetting purposes, where permissible and in accordance with applicable law), reference information, and information relating to background checks.
Education information, such as degrees or certifications held, trainings and development programs attended, and assessments.
Biometrics, such as fingerprints or facial scans for purposes of facilitating access to facilities, devices, or applications.
Information that may be treated as sensitive under applicable laws, such as government identification numbers, login credentials, personal communications received or sent using our information resources, trade union membership, biometrics, sexual orientation, and health information (e.g., for benefits or accommodations purposes).
Inferences drawn from the above.

Purposes for Processing Personal Information

Recruitment

If you apply for or are recommended for a role at the Company, we collect, use, and share personal information for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks and checking visa status and/or eligibility to work (where applicable) and to generally manage the hiring process and communicate with you about it.

If you are accepted for a role at the Company, the information collected during the recruitment process will form part of your ongoing record.

If you are not offered a position, we may retain personal information to allow us to consider you for other suitable openings within the Company in the future.

Employment or work related purposes

If you are employed by Company, we collect, use, and share personal information for the following purposes:

Workforce management, including appraisals, promotions, succession planning and career development; administering payroll; providing other compensation; providing healthcare, life insurance, and other benefit administration; social security, pensions and savings plans; training (including distribution of company policies and training materials to employees); maintaining leave, transfers, and secondments; entering into and complying with employment agreements; maintaining directories; conducting investigations and resolving disciplinary or grievance issues; administering business travel; asset allocation.
Communications and emergencies, including facilitating communication with employees, providing references, protecting the health and safety of employees and others, facilitating communication in an emergency.
Operating and managing the IT and communications systems, including for security and business continuity purposes.
Maintaining the safety and security of our facilities, assets, Personnel, and others.
Budgeting, financial management and reporting.
Managing mergers, acquisitions, and re-organizations.
Responding to legal process such as subpoenas.
Pursuing legal rights and remedies and addressing litigation and managing internal complaints or claims.
Complying with legal and other requirements, such as tax, record-keeping, reporting, and audit obligations.
Monitoring and addressing compliance with applicable laws and Company policies and procedures.
Receiving and responding to inquiries, reports, or complaints.
Conducting audits, compliance with government inspections and other requests from government or other public or regulatory authorities, and complying with internal policies and procedures.

How Long We Keep Your Information

We retain the personal information we collect for as long as reasonably necessary to achieve the purposes disclosed at the point of collection or in this Notice, unless a shorter retention period is required by law. The length of retention may vary depending upon factors such as:

The existence of an ongoing relationship between you and us;
Recordkeeping or legal compliance requirements;
The need to resolve inquiries or complaints; and
Protecting the rights or safety of you, us, or others.

Disclosures of Information

We neither share for targeted advertising nor sell the personal information we collect regarding Personnel, including sensitive personal information and information associated with Personnel under 16 years of age.

We may disclose all of the categories of personal information listed above for our business purposes. The categories of recipients include:

Service Providers: We engage service providers that perform services to help us administer HR and staff member compensation and benefits, facilitate our recruiting efforts, assist us with facilitating our employment relationship with you, operate and maintain our IT resources, provide data or physical security, and otherwise operate our business. Unless otherwise specified, these companies will only use your personal information in the ways described in this Notice.

Benefit Providers: We arrange for you to receive certain benefits from third parties, such as insurance or financial benefit companies. We share information with those parties to facilitate the provision of those services.

Consultants: We may provide personal information to consultants and advisors that help us operate and improve our business.

Group Companies: We may disclose your personal information to affiliates in the United States for employment, recruiting, security, and internal reporting purposes. Unless otherwise specified, Company affiliates will only use your information in the ways described in this Notice.

Recipients of Legal Disclosures: We may disclose your personal information to law enforcement agencies, courts, other government authorities or other third parties where we believe necessary to comply with a legal or regulatory obligation. We may disclose personal information as we deem reasonably necessary to support lawful investigations or requests, or as reasonably necessary to protect our rights or the rights of you or any other party.

In the Context of a Transaction: We may disclose personal information to potential transaction partners, service providers, advisors, and other third parties in connection with the consideration, negotiation, or completion of a corporate transaction in which we are acquired by or merged with another company or we sell or transfer all or a portion of our assets or business.

Sources of Personal Information We Collect

In association with your current or former employment with the Company, or in the course of assessing potential employment, we process personal information about you, your dependents, beneficiaries, and other individuals. We collect such information from you, your references, other Personnel, service providers that process personal information on our behalf, recruitment agencies, benefit providers, professional and certification organizations, background check providers, and social media. We also collect personal information regarding your use of and access to Company information resources (e.g., communications resources, internet, networks, and applications) and access to Company facilities, such as entry logs, video recordings of certain areas (e.g., entry to facilities).

Your California Privacy Rights

CCPA REQUEST SUBMISSION FORM

This section provides California residents with additional information regarding our collection, use, and disclosure of their personal information.

We do not use or disclose sensitive personal information associated with Personnel for purposes other than those expressly permitted under California law.

You may have certain rights in relation to your personal information under California law, as described below and subject to certain exceptions. In the event you would like to exercise one of your rights or if you are an authorized agent submitting a request on behalf of a California resident, please contact us by calling 800-936-2028, or by sending us an electronic mail message to privacy@petvetcarecenters.com or completing the PetVet CCPA consumer rights request form by clicking the link here. Job applicants also may contact the applicable recruiter in connection with the job to which they have applied. We will ask you to provide information that allows us to reasonably verify your identity, such as your name, employee ID number, and certain information you may have been provided during the application process. We also may request that you submit a signed statement that you are the individual you claim to be. Please note that we may require additional information from you in order to honor your request, and we may decline your request as permitted under applicable law.

Right to Know: you may request information about the personal information that we collect, use, disclose, share and sell;

Right to Deletion: you may ask us to delete personal information associated with you that we have collected;

Right to Correct: you may ask us to correct inaccurate personal information that we maintain about you; and

Right to Be Free from Discrimination: Personnel may freely exercise these rights without fear of retaliation.

Updates to this Notice

This Notice may be updated periodically to reflect any necessary changes in our privacy practices. We encourage you to check back at this website periodically in order to be aware of the most recent version of this Notice.

Contact Details

Please address any questions or requests relating to this Notice to privacy@petvetcarecenters.com.

Personnel Privacy Policy