Effective Date: January 1, 2023

Internal Data Resources, Inc., IDR Healthcare, LLC, and their respective subsidiaries (collectively, “IDR”) respect your privacy and recognize your expectation of privacy regarding any personal information we collect from you. IDR complies with all applicable U.S. federal and state privacy laws and has established procedures to meet these requirements.

This Privacy Policy reflects our commitment to privacy and explains how we collect, store, and use personal information from individuals who use our websites, apply for or are employed or assigned by IDR, communicate with us, or act as representatives of our customers (including prospective customers), service providers, and suppliers.

We encourage you to review this policy to understand how your personal information is handled. If we make any significant changes to this Privacy Policy—such as the types of information we collect, how we use it, or the reasons for its use—we will notify you as required by law and post the updated policy on our website.

If you have any questions, please contact our Compliance Director at:

Compliance Department 
IDR
1120 Sanctuary Parkway
Suite 150
Alpharetta, GA 30009

EQUAL EMPLOYMENT OPPORTUNITY

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

INFORMATION WE COLLECT

IDR collects, stores, and uses personal information to provide our recruiting, employment, outsourcing and related professional services. We collect personal information about individuals who:

• visit our websites,
• are employed, assigned, or placed by IDR,
• apply for or are considered for employment, assignment, or placement with IDR, and
• are representatives of our customers (including prospective customers), service providers, and suppliers.  

We may collect, store, and use the following categories of personal information:

1. Information we collect as part of the registration process, recruitment or job-matching services whether provided online, in-person, or by telephone.  

• Contact Information – Name, postal address, email address, and telephone number.
• Professional Information – Job title, department, or job responsibilities.
• Resume Information – Employment and education history, language proficiencies, security clearance information, and other work-related skills, awards, and honors, membership in clubs and organizations, personal interests and activities, and information regarding your career interests and other qualifications for or desires regarding future employment opportunities, including information regarding desired compensation and benefits.
• Information you provide about others – Referrals, references or information regarding your emergency contacts.
• Job-related social media data – Information from and related to publicly published profiles you’ve created on job-related social media platforms and job boards (such as LinkedIn, Monster, or CareerBuilder).

2. Information we collect as part of the hiring and on-going employment processes.

• Contact Information – Name, postal address, email address, and telephone number.
• Identification Data – Social security number and/or driver’s license, passport, or State/Province ID number and contents.
• Screening Data – Drug, alcohol, and criminal background checks.
• Financial and Benefits Data – Tax identification number, social security number, financial or bank account information, tax-related information, next-of-kin or emergency contact information, and benefits selections.
• Information you provide about others – Referrals, references or information regarding your emergency contacts.
• Demographic Information – Date of birth, citizenship and work authorization status, and any other identification provided to IDR for application or employment purposes.
• Additional demographic information – Gender, race, ethnicity, disability, veteran information, ideological views or activities, or membership in trade unions.

3. Information we collect from individuals representing organizations.

• Contact Information – Name, postal address, email address, website and telephone number.

4. Information we collect through your use of our website.

• Credentials – User ID, log-in credentials, password, and/or PIN.
• Location data – Your location, such as Global Navigation Satellite System (GNSS) data (e.g., GPS), data identifying nearby cellular towers and Wi-Fi hotspots.
• Cookies and similar data – Cookies, web beacons, and other similar technologies.

5. Information when you communicate with us whether in person, through our website or via e-mail, over the phone, through social media, or via any other medium.

• Contact Information – Name, postal address, email address, telephone number or social media account details (depending on how you choose to communicate with us).
• Communications – Details of communications with us (including when it was sent, when it was received and where it was sent from (such as our website, post, telephone, e-mail, or social media)), as well as messages to you (including information that you may post on our social media platforms).

6. Information that we collect from third party partners and our customers, as allowed by applicable law.

• Credit Data – Credit information (i.e. credit report, credit score, etc.).
• Background Data – Background screening information (i.e. address history, criminal records, MVR, etc.).
• Identification Data – Identity verification (i.e. government issued identification, social security number, etc.).

7. Information that we collect incidentally from other sources or public sources.

• Public Information – We may obtain certain information about you from publicly available sources to support our recruitment and verification processes. This typically includes professional details found on public profiles on job-focused platforms such as LinkedIn or Indeed, as well as information accessible through public records and security screening systems relevant to employment.

HOW WE USE THE INFORMATION WE COLLECT  

1. Information we collect as part of the registration process, recruitment or job-matching services whether provided online, in-person, or by telephone.  We use this information to

• create, manage, and administer an individual’s relationship with us;
• assess an individual’s suitability for employment and employ individuals;
• match candidates with potential positions;
• offer candidates placement at our customers;
• refer an individual for employment to one of our customers;
• provide general work-seeking services to individuals;
• meet our obligations when acting as an employer in connection with the contract of employment and other obligations which apply to us under applicable employment laws;
• manage the employment relationship with an individual, including for human resources management (for example career development, training, talent management, performance management, appraisals, and disciplinary and grievance management);
• meet our obligations to an individual in respect of our contract with the individual when we act as an employment agency, recruiter, hirer, outsourcing or related professional services agency;
• contact individuals via regular mail, e-mail, phone, text messages, and online communication platforms about our company or job openings that match the individual’s stated preferences, qualifications, and/or profile. These communications may be sent manually or through automated systems but will only come directly from IDR or authorized agents working on behalf of IDR;
• maintain appropriate records for potential and/or actual litigation or investigations concerning us or any affiliated company or its officers; and
• personalize and deliver content about our services to individuals. For example, where individuals share geolocation data with us, this will allow the individual to search for jobs or create job alerts within that geographic area.

2. Information we collect as part of the hiring and on-going employment processes.  We use this information to: 

• meet our obligations when acting as an employer in connection with the contract of employment and other obligations which apply to us under applicable employment laws;
• manage the employment relationship with an individual, including for human resources management (for example career development, training, talent management, performance management, appraisals, and disciplinary and grievance management);
• detect or prevent any inappropriate behavior or breach of our policies, including protecting our intellectual property, confidential information, and assets;
• make contact in an emergency;
• ensure that our (or any of our affiliated companies) systems are used primarily for business purposes, have sufficient capacity for the needs of the business, and are protected against cybersecurity threats such as malware;
• meet our obligations to an individual in respect of our contract with the individual when we act as an employment agency, recruiter, hirer, outsourcing or related professional services agency;
• contact individuals via regular mail, e-mail, phone, text messages, and online communication platforms about our company or job openings that match the individual’s stated preferences, qualifications, and/or profile. These communications may be sent manually or through automated systems but will only come directly from IDR or authorized agents working on behalf of IDR;
• to maintain appropriate records for potential and/ or actual litigation or investigations concerning us or any affiliated company or its officers; and
• personalize and deliver content about our services to individuals. For example, where individuals share geolocation data with us, this will allow the individual to search for jobs or create job alerts within that geographic area. In some jurisdictions, we must process this personal data in order to comply with statutes, rules, and regulations pertaining to equal employment opportunities or to assist IDR in compiling data for its equal opportunity practices and reporting; we may also ask you to provide additional information. The provision of this type of information will be voluntary, unless it is required by law. 

We also collect and use Screening Data and Demographic Information when consistent with a legal basis and only as authorized under applicable law. Voluntary self-identification of race and ethnicity will be kept confidential and will only be used in accordance with the provisions of applicable federal laws, executive orders, and regulations, including those which require the information to be summarized and reported to the Federal Government for civil rights enforcement purposes.

We also collect and use Financial and Benefits Data to administer payments to you, provide employment-related health and retirement services, and other benefits applicable to your employment.

We also use information relating to leaves of absence to comply with employment, social security, social protection and other laws, and to record and administer sickness and maternity leave.

We may use information about your physical or mental health to ensure your health and safety in the workplace and to assess your fitness to work subject to appropriate confidentiality safeguards and to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.  

3. Information we collect from individuals representing organizations.  We use this information to:

• provide and manage staffing placement, consultancy, outsourcing, and vendor management services;
• develop and maintain staffing and outsourcing relationships with our customers, suppliers, and service providers. We use the information, including delivering event and marketing communications, through e-mail, telephone, text messaging, direct mail, and online communication platforms. These notifications will provide instructions on how to opt out of receiving similar e-mails or communications from the service; and
• improve our services and develop new services based on the preferences and behaviors of these individuals.

4. Information we collect through your use of our website.  We use this information to:

• identify issues with the website or application and user’s experience of the website or application;
• manage and administer our IT systems; and
• monitor the way our website is used (including locations it is accessed from, devices it is accessed from, understanding peak usage times, and analyzing what functionality and information is most and least accessed).

Instead of manually entering your personal information, some features on our website may allow you to use third-party authentication tools such as LinkedIn, Indeed, Facebook, and Google to automatically populate certain fields. By authenticating through one of these third-party platforms, you consent to our receiving your personal and other information accessible through these tools. This information may be incorporated into your profile to help streamline your application process. We encourage you to review the privacy policies and terms of service of any third-party platform you choose to use.

5. Information when you communicate with us whether in person, through our website or via e-mail, over the phone, through social media, or via any other medium.  We use this information to:

• answer any issues or concerns;
• monitor communications for quality and training purposes;
• develop new services which is based on the information you provide;
• improve our services based on the information and feedback you provide and the information and feedback provided by others;
• personalize our service to you to take account of the information and feedback you have provided; and
• make necessary disclosures in response requests which we are legally required to comply with, to law enforcement or regulatory authority, body or agency, or in the defense of legal claims.
• We may use personal information to permit you to participate in live social media feeds. If you choose to participate, your public username may be displayed on the sites along with your post, including, but not limited to, comments, images, and video. We may provide you with access to third-party functionality that allows you to post content to your social media account(s). Any information that you provide through use of this functionality is governed by the applicable third party’s privacy policy, and not by this Privacy Policy.

6. Information that we collect from third party partners and our customers.  We use this information to:

• ensure that individuals are genuine and to verify the information provided to guard against fraud and other criminal activities;
• provide, manage, and administer our services to individuals and our customers;
• manage and administer our IT systems;
• personalize our service to you by complementing your behaviors and preferences;
• perform statistical analysis and research into the individuals using our services so that we can better understand our users and develop and improve our services to meet the needs and preferences of our users and our customers; and
• combine this information with other types of information mentioned above to create holistic profiles of our customers which allows us to make our services more personal and tailored to each customer’s preferences and habits.  

7. Information that we collect incidentally from other sources or public sources.  We use this information to:

• maintain market awareness;
• build and maintain social media presence and branding; and
• provide security to our premises.  

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  

LEGITIMATE INTERESTS

We may use your personal information where it is necessary for our legitimate interests (or those of a third party). This includes where use of your personal information is necessary to:

• ensure effective administration and management of your employment or engagement (including your potential employment or engagement), benefits, management of the business, and business continuity;
• ensure our assets are protected, kept confidential, and not used for inappropriate or unlawful purposes;
• prevent, detect, or investigate unauthorized use of our systems and ensure we comply with law and our policies;
• ensure we can contact you or your family in the case of an emergency;
• check you are legally entitled to work, manage performance, discipline, and promotion processes;
• manage training and development requirements;
• maintain product development and enhancement, along with effective marketing through analytics and profiling for business intelligence;
• deal with disputes and accidents and take legal or other professional advice;
• prevent fraud and financial crime; and
• ensure network and information security.

FAILURE TO PROVIDE INFORMATION WHERE REQUIRED

Where we are requesting information from you in order to employ or engage you, or in order to place or job-match you, if you do not provide the information that we have identified as required we may be unable to properly assist with your request for employment, placement, or job-matching to be performed by IDR.

RETAINING YOUR INFORMATION

We will retain your personal information for as long as is necessary to provide you with the services requested, or for other necessary purposes such as compliance with a law, regulation, or other legal authority, or as is otherwise permitted to be maintained for other legal purposes, such as audit, security, fraud prevention, or preserving and defending IDR’s legal rights.
Due to our various obligations for retaining records, retention periods may vary. For example, we will retain a copy of your contact details if you object or opt-out of receiving direct marketing communications from us. We will add your details to our suppression list to attempt to comply with your request not to receive any future marketing communications from us. Also, we will not delete personal information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.  We use the following criteria to determine retention periods:  

• how long the data is needed to provide staffing and managed services and operate our business;
• whether there are contractual or legal obligations that exist that require us to retain the data for period of time;
• whether any law, statute, or regulation allows for a specific retention period;
• whether an individual has agreed to a longer retention period;
• whether the data is considered to be sensitive data, and
• what the expectation for retention was at the time the data was provided to us.

In all cases, we will continue to protect your personal information in accordance with the terms of this Privacy Policy.   

INFORMATION WE SHARE AND DATA SUBJECT’S RIGHTS

IDR holds its employees, agents, and suppliers accountable for maintaining the trust you place in us with your personal information. We share only the personal data necessary to perform our staffing, placement, employment, outsourcing, and related professional services with other IDR entities, customers, suppliers, and service providers who assist us in these processes. All third parties engaged to handle your information are bound by contractual obligations that limit their use of your data to purposes directed by IDR and require appropriate administrative and technical safeguards to protect your information from unauthorized use or disclosure.

Personal information may be shared with:

• Our customers or suppliers for potential placement, employment, or related professional services opportunities;
• The company to which you have been assigned for integration with their employment processes;
• Managed service providers administering contingent workforce programs for our customers;
• Service providers or technology systems performing outsourced administrative services, such as applicant tracking systems, payroll processors, and benefit administrators;
• Information technology vendors for data storage, hosting, business continuity, and disaster recovery;
• Tax authorities, credit reference agencies, anti-fraud databases, and screening agencies, with your consent or as required to provide services.

IDR operates exclusively in the United States and only hires individuals located within the U.S. While IDR itself does not store personal data outside the U.S., some third-party service providers (including applicant tracking and onboarding systems) may process or store personal information internationally. These providers are required to maintain appropriate safeguards to protect your data consistent with applicable laws.

Your personal data may also be transferred to third parties in certain circumstances, including:

• During discussions or transactions involving the sale or transfer of part or all of our business;
• In the event of reorganization or sale of the company;
• When required by law, regulation, or a public authority; or
• In connection with legal proceedings or the defense of legal claims.

We comply with all applicable U.S. data protection laws relevant to our operations. The amount of personal information you are asked to provide aligns with IDR’s legitimate interests in delivering our services. In most cases, processing of contact, payroll, and benefits information is a contractual or statutory requirement, and failure to provide such information may affect your eligibility for employment or services.

You have certain rights regarding your personal information, including access, correction, deletion, or objection to processing, where applicable. The availability of these rights and instructions for exercising them are outlined in detail below.

CALIFORNIA PRIVACY RIGHTS

For individuals located in the State of California, IDR complies with the data protection laws in your state, and if applicable, you have the following rights:

• To know what personal information is being collected about you.
• To know whether your personal information is sold or disclosed and to whom.
• To say no to the sale of personal information.
• To access your personal information.
• To request the deletion of any personal information.
• To equal service and price, even if you exercise your privacy rights.

OTHER PRIVACY RIGHTS

Under the laws of some jurisdictions you may have the right to request additional information about the personal information we collect, request access to the personal information we process, correct an error or omission, delete personal information, or object or limit further processing. IDR adheres to applicable data protection laws and will respect individual rights requests under those laws.  Because processing your information is necessary to the performance of recruitment, placement, and employment, outsourcing and related professional services that IDR provides to you, a request to exercise certain rights may result in IDR being unable to continue providing its services such as recruitment, placement, employment, outsourcing or related professional services. Subject to applicable law, IDR also may limit or deny requests or charge reasonable fees. 

CHATBOT TECHNOLOGY

We use chatbots to help provide customer service and support on our website.  A chatbot is a software application that mimics human conversations in text or voice interactions on our website.  If you use our chatbot service, we will collect any personal information you provide to use.  We will also create and store a transcript of your chat interaction with us which will be shared with and stored by our third-party service provider.  We use these transcripts and the information you provide for quality control, customer service, fraud prevention and security.

DIRECT MARKETING AND USE OF A VIRTUAL RECRUITER

IDR and its affiliates and contracted partners may periodically use your contact information to send you updates via phone and e-mail to alert you on new opportunities or services relevant to your interactions with us, such as jobs you have applied for through IDR’s sites or jobs in our database that match your selected criteria. By applying with, registering with, signing up to receive communications from, or otherwise interacting with IDR, you acknowledge and consent to being contacted by a virtual recruiter as part of our communication process. A virtual recruiter is a software application that mimics human conversations in text or voice interactions.  You can opt-out of receiving such communications from us at any time by replying STOP to cancel. Each marketing communication will provide instructions on how to opt out of receiving similar messages from the registered service or resource. You can reply HELP for assistance. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. If you use our virtual recruiter, we will collect any personal information you provide to us.  We will also create and store a transcript of your chat interaction with us which will be shared with and stored by our third-party service provider.  We use these transcripts and the information you provide for quality control, customer service, fraud prevention and security. Information obtained will not be shared with third parties/affiliates for marketing/promotional purposes.

HOW WE PROTECT YOUR INFORMATION

IDR takes care to secure your personal information.  We regularly monitor industry standards for securing information and review our physical, technical, and organizational security practices in order to determine how best to prevent the loss, misuse, alteration, unauthorized access, destruction, or disclosure of your personal information.  

Note, any personal information sent to us, either in writing or e-mail, may be insecure in transit and we cannot guarantee its delivery. 

You should keep your passwords confidential and not disclose them to a third party. IDR will not ask you for your password.

COOKIES

As you visit our web site, the site uses its cookies to differentiate you from others.  In some cases, we also use cookies to prevent you from seeing unnecessary advertisements or to requiring you to log in more than is necessary for security.  Cookies, in conjunction with our web server’s log files, allow us to calculate the aggregate number of people visiting our web site and which parts of the site are most popular. This helps us gather feedback in order to constantly improve our web site and better serve our customers. Cookies do not allow us to gather any personal information about you and we do not generally store any personal information that you provided to us in your cookies.

OTHER WEBSITES LINKED TO OUR WEBSITE

We are not responsible for the practices employed by websites linked to or from our website nor the information or content contained therein. Often links to other websites are provided solely as pointers to information on topics that may be useful to the users of our web site. Please remember that when you use a link to go from our website to another website, our Privacy Policy is no longer in effect. Your browsing and interaction on any other website, including websites that have a link on our web site, is subject to that website’s own rules and policies. Please read over those rules and policies before proceeding.

YOUR CONSENT

By using our web site or providing personal information to IDR you consent to our collection and use of your personal information as described in this Privacy Policy.

NOTIFICATION OF CHANGES

We may update this Privacy Policy from time to time. If we make any material changes, we will notify you as required by applicable law and post the revised policy on our website. We encourage you to review the policy periodically to stay informed about how we protect your information. The “Last Updated” date at the top of this policy reflects the most recent changes. Updates take effect once the revised policy is published on our site.