Human Resource Concepts, LLC (the “Company,” “us,” or “we”) respects your privacy and is committed to protecting it through our compliance with this privacy policy and any related addendums (collectively, the “Policy”). This Policy explains who we are, how we collect, use, and share personal information about you, and how you can exercise your privacy rights under applicable state laws. “Personal Information” is information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an individual consumer or household. Personal Information does not include publicly available information from government records, deidentified or aggregated consumer information, or Personal Information that may be governed by other state or federal laws.
This Policy applies to all individuals who access our website or related portals, engage with the Company as part of our delivery of third-party administration, human resources, payroll, and benefit consulting products and services (collectively, the “Services”), or who participate in our recruitment activities. We recommend that you read this Policy in full to ensure you are fully informed. By accessing or using our website or engaging with or receiving our Services, you agree to this Policy. This Policy may change from time to time (see Changes to Our Privacy Policy). Your continued use of our website, online portals, or your receipt of our Services after we make changes is deemed to be acceptance of those changes, so please check this Policy periodically for updates. You may find external links to third party websites on our website, and this Policy does not apply to your use of a third-party website.
Personal Information We May Collect About You
We may collect many types of Personal Information from you including:
- Your name, mailing address, email address(es), and telephone number;
- Job title, company, or organization;
- Your date of birth and social security number;
- The names of your dependents and their relationship to you;
- Cookies, web beacons, IP addresses, and similar identifiers related to your internet connection and the equipment that you use to access our website. “Cookies” are pieces of information that may be placed on your computer by a website for the purpose of facilitating and enhancing your communications and interaction with that website. The use of cookies is an industry-standard — you will find them at most major websites. Cookies, by themselves, do not tell us your email address or other personal information unless you choose to provide this information to us. However, once you choose to furnish our website with personal information, this information may be linked to the data stored in the cookie.;
- Details of your visits to our website, including traffic data, location data, logs, and other communication data and the resources that you access and use on our website;
- Usernames, passwords, and similar login information;
- Other Personal Information that is pertinent to providing our Services to you; and
- Any other personal information that you voluntarily choose to provide to us.
- Social Security Number, date of birth, etc.
Sources of Personal Information
We may collect Personal Information from you using a variety of sources including:
- Directly from you when you visit our website or login to one of our online portals;
- Directly from you when you contact us regarding our Services;
- Automatic data collection technologies from when you visit our website or login to one of our online portals.
- From your employer as part of our Services, such as when you enroll in your employer’s benefit, payroll, and administrative plans; and
- Directly from you when you provide it to us as part of our Services or when you apply for employment with us; and
- From your insurance carrier, healthcare provider, and payroll provider; and
- From your employer’s insurance broker
In particular, within the last twelve (12 months), we may have collected the following categories of Personal Information from our customers and the recipients of our Services:
|
Category |
Examples |
Collected |
|
Identifiers. |
A 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. |
YES |
|
California Customer Records Other Personal Information/Identifiers |
A 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. Some personal information included in this category may overlap with other categories. |
YES |
|
Protected classification characteristics under California or federal law. |
Age (40 years or older), race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, veteran or military status, genetic information (including familial genetic information).
|
YES |
|
Commercial information. |
Records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies. |
NO |
|
Biometric information. |
Genetic, physiological, behavioral, and biological characteristics, or activity patterns used to extract a template or other identifier or identifying information, such as, fingerprints, faceprints, and voiceprints, iris or retina scans, keystroke, gait, or other physical patterns, and sleep, health, or exercise data. |
NO |
|
Internet or other similar network activity. |
Browsing history, search history, information on a consumer’s interaction with a website, application, or advertisement. |
YES |
|
Geolocation data. |
Physical location or movements. |
NO |
|
Sensory data. |
Audio, electronic, visual, thermal, olfactory, or similar information. |
NO |
|
Professional or employment-related information. |
Current or past job history or performance evaluations. |
YES |
|
Non-public education information (per the Family Educational Rights and Privacy Act (20 U.S.C. Section 1232g, 34 C.F.R. Part 99)). |
Education records directly related to a student maintained by an educational institution or party acting on its behalf, such as grades, transcripts, class lists, student schedules, student identification codes, student financial information, or student disciplinary records. |
NO |
|
Inferences drawn from other personal information. |
Profile reflecting a person’s preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes. |
YES |
How We Use Your Personal Information
We may use or disclose the Personal Information we collect from you for one or more of the following purposes:
- To provide our Services to you and your employer.
- To provide, support, personalize, and develop our website, products, and Services.
- To create, maintain, customize, and secure any accounts that you maintain with us.
- To process your requests, purchases, transactions, and payments and prevent transactional fraud.
- To provide you with support and to respond to your inquiries, including to investigate and address your concerns and monitor and improve our responses.
- To help maintain the safety, security, and integrity of our website, products and Services, databases and other technology assets, and business.
- For testing, research, analysis, and product development, including developing and improving our website, products, and Services.
- To respond to law enforcement requests and as required by applicable law, court order, or governmental regulations.
- As otherwise described to you when we collect your Personal Information.
We will not collect additional categories of Personal Information or use the Personal Information we collected for materially different, unrelated, or incompatible purposes without providing you notice. We will store your Personal Information for as long as is reasonably necessary for the purposes for which it was collected, as explained in this Policy. In some circumstances, we may store your Personal Information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax or accounting requirements.
How We Disclose Your Personal Information
We may share your Personal Information by disclosing it to third parties for business purposes. In most circumstances, “service providers” refer to our vendors and third parties with whom we contract to provide our Services to you and/or your employer. In the last twelve (12) months, we may have disclosed the following categories of Personal Information for business purposes:
|
Personal Information Category |
Category of Third-Party Recipients |
|
|
Business Purpose Disclosures |
Sales |
|
|
A: Identifiers. |
Service Providers, Medicare/Medicaid |
None |
|
B: California Customer Records personal information categories. |
Service Providers, Medicare/Medicaid |
None |
|
C: Protected classification characteristics under California or federal law. |
Service Providers, Medicare/Medicaid |
None |
|
D: Commercial information. |
None |
None |
|
E: Biometric information. |
None |
None |
|
F: Internet or other similar network activity. |
Service Providers |
None |
|
G: Geolocation data. |
None |
None |
|
H: Sensory data. |
None |
None |
|
I: Professional or employment-related information. |
Service Providers |
None |
|
J: Non-public education information. |
None |
None |
|
K: Inferences drawn from other personal information. |
None |
None |
Sale and Sharing of Your Personal Information
We do not sell your personal information or share it for purposes of cross-contextual behavioral advertising. Accordingly, our website does not respond to opt-out signals transmitted by your browser.
Your Rights Regarding Your Personal Information
Applicable privacy laws afford you rights regarding your Personal Information:
Know & Access – You have the right to know what Personal Information we have collected about you, the sources from which we collected it, and to whom we disclose that information. You have the right to request that we disclose to you, in a readily usable format, specific information about our collection and use of your Personal Information over the past 12 months.
Correction – You have the right to correct inaccurate Personal Information that we have collected from you and retained.
Deletion – You have the right to request that we delete any of the Personal Information that we collected from you and retained, subject to certain exceptions. For example, we may retain your Personal Information if it is necessary to complete the transaction for which we collected the Personal Information, provide Services requested by you, comply with a legal obligation, detect security incidents, or troubleshoot to identify and repair errors in our network and internal systems.
Non-Discrimination – We will not discriminate against you for exercising any of your rights under applicable privacy laws, including the rights set forth in this section.
Sensitive Personal Information – California residents have the right to limit our use of “sensitive personal information” as defined under applicable California law. However, we do not use or disclose sensitive personal information for any purpose other than what is expressly permitted under California law.
Verifying Requests Regarding Your Personal Information
To exercise your rights regarding your Personal Information, please contact Customer Service at 1-603-647-1147, option 1. Only you, or someone legally authorized to act on your behalf, may make a request to know or delete related to your Personal Information. To designate an authorized agent, please complete our HIPAA Authorization Form and email the form to Customerservice@hrcts.com.
You may also make a request to know or delete on behalf of your child by contacting Customer Service at 1-603-647-1147, option 1. You may only submit a request to know twice within a 12-month period. Your request to know or delete must:
- Provide sufficient information that allows us to reasonably verify you are the person about whom we collected Personal Information or an authorized representative, which may include:
- Account holder’s First and Last Name
- Account holder’s Date of Birth
- Account holder’s Address
- Account holder’s Employer
- Last 4 of account holder’s SSN
- Describe your request with sufficient detail that allows us to properly understand, evaluate, and respond to it.
We cannot respond to your request or provide you with your Personal Information if we cannot verify your identity or authority to make the request and confirm that the Personal Information relates to you. You do not need to create an account with us to submit a request to know or delete. However, we do consider requests made through your password protected account sufficiently verified when the request relates to personal information associated with that specific account. We will only use the Personal Information provided in the request to verify the requestor’s identity or authority to make it.
Data which has retention criteria established by law cannot be deleted upon request.
Response Timing and Format
We will confirm receipt of your request within ten (10) business days. If you do not receive confirmation within the 10-day timeframe, please contact Customerservice@hrcts.com. We endeavor to substantively respond to a verifiable consumer request within forty-five (45) days of its receipt. If we require more time (up to another 45 days), we will inform you of the reason and extension period in writing. If you have an account with us, we will deliver our written response to that account. If you do not have an account with us, we will deliver our written response by mail or electronically, at your option. Any disclosures we provide will only cover the 12-month period preceding our receipt of your request. The response we provide will also explain the reasons we cannot comply with a request, if applicable. For data portability requests, we will select a format to provide your Personal Information that is readily useable and should allow you to transmit the information from one entity to another entity without hindrance. We do not charge a fee to process or respond to your verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.
Data Security
Our employees are required to protect the confidentiality of your Personal Information and to comply with our established policies and procedures. In addition, our employees may access Personal Information only when there is an appropriate reason to do so, such as providing our Services, including administering your account and/or processing claims on your behalf. We have implemented appropriate physical, electronic and procedural safeguards, which comply with all applicable federal standards to protect your Personal Information. These measures are designed to secure your Personal Information from accidental loss and from unauthorized access, use, alteration, and disclosure. However, the safety and security of your Personal Information also depends on you. Where we have given you (or where you have chosen) a password for access to your account or our online portals, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your Personal Information, we cannot guarantee the security of Personal Information transmitted to us over the internet. Any transmission of Personal Information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on our website or related portals.
Changes to Our Privacy Policy
We may amend this Privacy Policy at any time and without notice to you, and it is our policy to post any changes we make to our Privacy Policy on this page. Please regularly check our website for the latest version of this Privacy Policy. If we make material changes to how we treat your Personal Information, we will notify you by Our email to the primary email address specified in your account. You are responsible for ensuring we have an up-to-date active and deliverable email address for you. The date this Privacy Policy was last revised is identified at the top of the page.
Children Under the Age of 16
Our website and our Services are not intended for children under 16 years of age and we do not sell or share the Personal Information of children under age 16. No one under age 16 may provide any information to or on our website. However, as part of the delivery of our Services, we may receive personal information of dependent children under the age of 16. The Company will only collect such information after receiving verifiable parental consent. If we learn we have collected or received personal information from a child under 16 without verification of parental consent, we will delete that information.
Contact Information
CustomerService@hrcts.com
Effective Date: 8/24/2023
