Hire Well Now Privacy Policy
Your personal information is safe with us.
UPDATED: July, 18, 2024
Hire Well Now values your privacy, and is committed to providing exceptional client service and ease of mind that your business, financial and/or personal information is secure. We use reasonable care to protect your data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. We have created this privacy statement and notice (“Privacy Policy”) with your privacy and security in mind to help you understand what information we are collecting and how it is being used as we seek to deliver you exceptional service.
The following discloses the information gathering, use, and dissemination practices for
Hire Well Now, and all of its product lines.
DISCLAIMER
Hire Well Now believes all the statements and information provided in this Privacy Policy to be accurate and reliable, but presents them without guarantee, expressed or implied.
COLLECTION AND USE OF PERSONAL INFORMATION
Hire Well Now collects Personal Information from you or about you when:
- you, or a third party acting on your behalf and under your direction, visit our Website
- you are asked to register before entering a limited access site
- you request information or contact from Hire Well Now
- you voluntarily provide it via the Website
- you utilize a third party to access your account (Pinwheel)
- you sign up to receive alerts or notifications
- your current, prospective, or former employer or a similarly affiliated entity (referred to as “Employer”) provides it to Hire Well Now to facilitate the processing of benefits management, payroll services, tax compliance, scheduling and timekeeping, onboarding, related human resources related services, and data analytics, (collectively “Services”).
Personal Information collected may include:
- Name
- Gender
- Date of birth
- Street address
- Phone number
- E-mail address
- Employer names
- Employment history
- Job title
- Unique personal identification number (for example: Social Security Number)
- Direct deposit account number
- Contact information
- Profile photo and related photos
- Job application information
- Social networking information (if we are provided with access to your account on social network connection services)
- Correspondence or communication sent via the Website
- Preferred language and country information
- Username
- Password
- Device identification information
- Browser fingerprint
- Geolocation information
- IP address
- Other reasonably relevant information pertaining to your use of the Website, including without limitation, standard web log information and content provided to Hire Well Now or its designated third parties when contacted for assistance.
- Any other information you may voluntarily provide (“Personal Information”).
These categories of information may be disclosed to authorized third parties to facilitate
the provision of Services.
LAWFUL BASIS FOR PROCESSING PERSONAL INFORMATION AND ROLE OF EMPLOYERS
Hire Well Now only processes your Personal Information where a lawful basis exists and does so under a legal or contractual obligation, your consent, or for legitimate interests pertaining to Hire Well Now’s business and operations. In many instances, including for the purposes listed in the preceding paragraph, your Personal Information is collected, either directly or indirectly, as a result of your employment with an Employer. In such instances, your Employer is also a Hire Well Now customer and has contracted with us to assist with these Services. In such cases, your Employer may provide us the Personal Information necessary to provide the Services to you and we are merely processing this Personal Information on behalf of you and your Employer. Therefore, in addition to this Policy, you should also familiarize yourself with any policies your Employer may have regarding your Personal Information.
For more information regarding the disclosure of information with authorized third parties, see “Sharing of Information” below.
TEXT MESSAGING
You have an option to choose to receive text messages (SMS) from us to keep you informed of updates. This service is optional and does not require you to purchase goods or services from Hire Well Now or its affiliates. If you give us your mobile device number and opt into such text messaging as provided below, you hereby consent to the Hire Well Now’s use of your mobile device number in accordance with this Privacy Policy and any applicable terms of use until you withdraw such consent. You further consent to receive phone calls or pre-recorded messages, including those from automated dialing systems. Message and data rates may apply.
- To join Hire Well Now’s text messaging program, you can opt-in and configure your text-based notifications and security settings through the Website directly.
- To discontinue receiving SMS messages from Hire Well Now, you can optout of your text-based notifications and security settings through the Website.
This Text Messaging section is not applicable to the Recruiting application.
COOKIES AND OTHER AUTOMATED INFORMATION COLLECTION
Recording Use of the Website.
We partner with trusted third-party vendors to analyze performance and traffic of our Website. This may include things like buttons you click, mouse movements, other behavior on the Website, date and time of access, pages visited, web beacons, and cookie or pixel tag information. Please review the entirety of our Cookies and Other Automatic Information Collection section to learn more about cookies, pixels tags, and analytic technologies.
SHARING OF INFORMATION
We may share Personal Information with third parties under any of the following circumstances:
- In connection with a court order, subpoena, government investigation, or when otherwise required by law, rule or regulation.
- In response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
- In the event of a corporate sale, merger, acquisition, or similar event.
- Working with contracted third-party entities to support the Website’s operation and administration.
- Working with contracted third-party entities to perform certain businessrelated functions (e.g., mailing campaigns to customers, maintaining databases, providing products or services to you on our behalf, fulfilling or responding to your requests or purchases) to the extent needed for such third parties to perform their specific functions.
- In connection with providing aggregated anonymous information concerning member usage of the Services to third parties, such as for advertisers, for purposes that we deem appropriate for service administration.
We will not sell, rent, loan, transfer, or otherwise disclose any Personal Information to third parties except as set forth in this Privacy Policy, with your consent, or as otherwise disclosed to you at the time of Personal Information collection.
CHOICE AND PREFERENCES
We want to provide you with relevant information that you have requested. If we provide subscription-based services, such as email newsletters, we will allow you to make choices about what information you provide at the point of information collection or at any time after you have received a communication from us while you are subscribed. Any transactional or service-oriented messages are usually excluded from such preferences, as such messages are required to respond to your requests or to provide goods and services and are not intended for the purposes of marketing.
We will not intentionally send you email newsletters and marketing emails unless you consent to receive such marketing information. After you request to receive these emails, you may opt out of them at any time by selecting the “unsubscribe” link at the bottom of each email. Please note that by opting out or unsubscribing you may affect other services you have requested we provide to you, in which email communication is a requirement of the service provided. Any such communications you receive from us will be administered in accordance with your preferences and this Privacy Policy.
DATA PRIVACY FRAMEWORK
Hire Well Now complies with the EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. Data Privacy Framework, and the Swiss-U.S. Data Privacy Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries, the United Kingdom, and Switzerland transferred to the United States pursuant to the Data Privacy Framework. Registrant has certified that it adheres to the Data Privacy Framework Principles with respect to such data. If there is any conflict between the policies in this privacy policy and data subject rights under the Data Privacy Framework Principles, the Data Privacy Framework Principles shall govern.
Registrant retains the Personal Information of European Union, Swiss, and United Kingdom residents only for as long as it is necessary to fulfill the stated purposes or as legally required and thereafter appropriately disposes of such information. Hire Well Now has retention periods for the various records containing Personal Information. When Personal Information is no longer necessary or relevant for the identified purpose or to fulfill a legal or business requirement, it is securely destroyed. Hire Well Now will either physically or electronically erase the Personal Information or otherwise render it incapable of individually identifying you.
TRANSFERS OF DATA TO THE U.S.
Registrant is EU-U.S. and Swiss-U.S. Data Privacy Framework certified. Nonetheless, Registrant does not rely on such certifications in the absence of the authority to do so.
DATA PRIVACY FRAMEWORK PRINCIPLES
Registrant is committed to ensuring that your Personal Information is correct, up-todate, and as publicly available as you wish it be when displayed on the Website.
Registrant affirms the following in compliance with the Data Privacy Framework Principles:
- Registrant is subject to the jurisdiction and enforcement authority of the US Federal Trade Commission
- EU, Swiss, and UK individuals whose personal data has been transferred into the United States pursuant to the Data Privacy Framework have the right to access their data and to correct, amend or erase data that is incorrect or has not be processed in accordance with the Data Privacy Framework principles.
- If your Personal Information has been provided to Registrant by your Employer we may not have the authority to grant you access to that data. In that case we will either refer you back to your Employer or pass on your request to the appropriate party.
- Registrant may be required to release personal data in response to lawful requests by public authorities including to meet national security and law enforcement requirements.
- Registrant’s accountability for personal data that it receives in the United States under the Data Privacy Framework and subsequently transfers to a third party is described in the Data Privacy Framework Principles. In particular, Registrant remains responsible and liable under the Data Privacy Framework Principles if third-party agents that it engages to process personal data on its behalf do so in a manner inconsistent with the Principles, unless Registrant proves that it is not responsible for the event giving rise to the damage.
- Registrant does not transfer data to non-agent third parties, nor do we permit the use of such information for reasons other than those for which the data was originally provided. If this practice should change in the future, Registrant will update this policy accordingly and provide individuals with appropriate opt-in or opt-out choice prior to releasing that information.
- Registrant will provide an individual opt-out choice, or opt-in for sensitive data, before we use your data for a purpose other than which it was originally collected or subsequently authorized. To request to limit the use and disclosure of your personal information, please do so by emailing the Privacy Team in the contact below
INQUIRIES
In compliance with the Data Privacy Framework Principles, Registrant commits to resolve complaints about your privacy and our collection or use of your Personal Information. If you have inquiries or complaints regarding this Policy or would like to access your Personal Information, you should first contact Registrant via: (1) mail to Attn: Privacy Request, Hire Well Now Inc., 1 Court Square, Suite 210., West Plains, Mo 65775 or by (2) emailing [email protected].
Registrant has further committed to refer unresolved privacy complaints under the Data Privacy Framework Principles to an independent dispute resolution mechanism, the BBB EU DATA PRIVACY FRAMEWORK. If you are an individual in the European Union, Switzerland or United Kingdom and do not receive timely acknowledgment of your complaint, or if your complaint is not satisfactorily addressed, please visit https://bbbprograms.org/programs/all-programs/dpf-consumers/ProcessForConsumers for more information and to file a complaint. This service is provided free of charge to you. If your Data Privacy Framework complaint cannot be resolved through the above channels, under certain conditions, you may invoke binding arbitration for some residual claims not resolved by other redress mechanisms. See Data Privacy Framework Annex 1 at https://www.dataprivacyframework.gov/s/article/ANNEX-I-introduction-dpf?tabset-35584=2
ARTIFICIAL INTELLIGENCE & AUTOMATED DECISION-MAKING
Hire Well Now Services may utilize Artificial Intelligence (AI) for the synthesis of data to assist our customers by providing insights for their consideration. In no case does Hire Well Now use this information for automated decision-making or profiling. Employers, as the data controller, are responsible for any prior and subsequent use of data provided to Hire Well Now or through the Services and should provide notice to, collect consent from, and provide recourse mechanisms to individuals if required and as appropriate. Furthermore, Hire Well Now does not guarantee the accuracy of data produced via AI and encourages its clients to validate any information they receive.
NOTICE FOR RESIDENTS OF CALIFORNIA
If you are a California resident who is not a Hire Well Now Applicant, Employee, or Independent Contractor, The California Consumer Privacy Act (“CCPA”) grants California consumers the right to know what information an organization has collected about them (“Right To Know”). The Right To Know does not apply to service providers like Paycor which do not control the collection of information from California consumers. If you are a California consumer who would like to exercise your Right To Know, you may do so by contacting your Employer.
EXTERNAL LINKS
This site contains links to other sites. Hire Well Now is not responsible for the privacy practices or the content of such websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for their policies. Please check the individual policies before you submit any information to those websites.
SECURITY
This Website has security measures in place to protect the loss, misuse, and alteration of the information under our control. We take a number of security precautions to ensure the integrity and confidentiality of our data. These precautions can be categorized as internal security and external security. At Hire Well Now, we use these security categories to limit the individuals or groups authorized to access and/or change data in such categories. This prevents unauthorized individuals from accessing, copying, editing, or deleting data. We also implement an audit system that tracks access, both successful and unsuccessful, to confidential data. This audit information is used to constantly evaluate and refine our security measures and to identify individuals who might attempt to inappropriately access data and to take remedial action. Hire Well Now uses industry-standard technology to encrypt and authenticate transactions. As you know, however, the Internet is not a 100% secure environment, and as a result, we cannot ensure or warrant the security of any information that you transmit to us. There is no guarantee that information may not be accessed, disclosed, altered, or destroyed by breach of any of our administrative, technical, or physical safeguards. It is your responsibility to protect the security of your login information and computing device. Please help keep your account safe by using a strong, confidential password and utilizing multi-factor authentication. Depending on the situation, other you may want to implement security measures in addition to those provided by Hire Well Now.
UPDATING PERSONAL INFORMATION
You control the accuracy of your Personal Information. If your Personal Information changes, please have your Employer correct, update or delete it from our Website.
Outside of its legal obligations to your Employer, Hire Well Now has no obligation to maintain or provide any of your Personal Information and may, unless legally prohibited, delete all of your Personal Information in our systems or otherwise in our possession or under our control. We may also retain all or a subset of your Personal Information for business or legal purposes.
Hire Well Now responds to requests within the time limit set out by the applicable privacy legislation and, if applicable, provides the individual with an estimate of any cost associated with administering and responding to the request. Hire Well Now requires sufficient information to authenticate requests for access.
UPDATES TO THIS PRIVACY POLICY
It may be appropriate to update our Privacy Policy and other terms and conditions from time to time. We reserve the right to update this Privacy Policy at any time in our sole discretion, with or without advance notice, unless otherwise required by law or the Data Privacy Framework Principles. We will post any changes on the Privacy Policy page of the Website so you are always aware of any change. We encourage you to periodically review this Privacy Policy to stay informed about how we are helping to protect the Personal Information we receive from you.
If you have any questions about this privacy statement, the practices of this Website, or your dealings with this Website, you can contact our Data Protection Officer and privacy team through the following methods.
Send mail to:
Attn: Privacy Request
Hire Well Now
1 Court Square Suite 210
West Plains, Mo 65775
Call: 866.717.9808
Email: [email protected]
Contact Hire Well Now
Attract and keep the best talent with Hire Well Now.
Call 866-717-9808 or reach out online today.