VERSION DATE: January 27, 2024
INTRODUCTION:
Welcome to the ExponentHR
website (“ExponentHR”). We share your concern regarding the privacy of
personal information. Accordingly, this Privacy Policy sets forth our privacy
principles and describes the practices we follow with respect to the privacy
of ExponentHR users. From time to time, alterations to ExponentHR or other
services offered by Exponent Technologies, Inc. (“Exponent Technologies” or “Us”
or “We”) may necessitate changes to this Privacy Policy and you are advised
to review it periodically. We will update and maintain the “VERSION DATE” at
the top of this Privacy Policy when this policy is updated. Any updates will
be effective as of the Version Date. By using the ExponentHR website, you
consent to the collection and use of your personal information by Exponent
Technologies.
WHY WE COLLECT
PERSONAL DATA:
ExponentHR is a human
capital management solution. We contract with employers to provide ExponentHR
as a tool for employee and contractor self-service as well as to assist our
clients with their administration of HR, benefits eligibility and enrollment,
time keeping, payroll processing, employment taxation, etc. Providing these
services requires the collection and use of personal data. We use personal
data only for the purposes for which it was originally collected, to provide
the services contracted for by employers and as otherwise required or allowed
by laws, rules, and regulations.
HOW WE DO NOT USE YOUR
PERSONAL INFORMATION:
We do not sell or rent
personal information collected through this site. We do not share your personal
information other than to provide the services contracted for or as otherwise
directed by your employer or contractor.
HOW WE COLLECT PERSONAL DATA:
We may collect
information about you from a variety of sources including:
- Your employer via their
direct access and use of ExponentHR, paper or electronic forms, or from
access to other systems to which your employer grants Us access.
- Directly or indirectly from third-parties authorized by your employer, for
example time keeping systems, applicant tracking systems, etc.
- From you and your access and
use of ExponentHR including information you directly or indirectly provide.
For example, directly supplied information may include when you update
your personal information, punch or report time, request time off, etc. For
more on indirectly collected personal data please see the below Indirect
Data Collection section.
For any personal data
provided to us by your employer or a third-party authorized by your employer,
it is your employer or the third-party’s responsibility to provide any necessary
notices and obtain any necessary consents for the collection and use of such
information.
Indirect Data Collection:
We may indirectly collect
additional information that could be used to identify you such as cookies, web
beacons, IP addresses, web server logs, browser information, etc. This
information is used to improve your ExponentHR experience, for authentication
and security, for product improvement, for certain functionalities of the
site such as restricting time punch capabilities, for site security, etc.
What are Cookies and Web Beacons and How
We Use Them:
Like many other commercial web sites, We
utilize a standard web technology called "cookies" to collect and
store information about how our site is used. Cookies are small text strings sent
to your browser. Cookies do not retrieve any other data from your hard drive
or obtain your e-mail address. If you are simply browsing ExponentHR, a
cookie may be used to identify your browser as one that has visited the site.
Cookies help website operators determine that a particular user previously visited
a website and allow operators to remember user preferences from prior
sessions.
Web beacons are files associated with
web pages that help recognize and count visitors. For example, a web beacon
may allow Us to know that a page’s visitor received an email from Us and used
a link in that email to help reach that page of our
website.
Most browsers offer the ability to
accept all cookies, notify you when a cookie is sent, or reject all cookies.
Similarly, many email systems allow you to turn off HTML display and only
show the text portions of emails. However, rejecting all cookies or limiting
web beacons may reduce, limit, or prevent functionality within ExponentHR.
What is an IP Address and How We Use
Them:
IP addresses are numbers that are
automatically assigned to devices connected to the internet. If associated
with other individually identifiable information, IP addresses could be
considered personal information. We use your IP address to help diagnose
problems with services, to administer and improve our websites, to help identify
you and track the information you have seen on our sites, and, among other
things, for security purposes.
TYPES OF PERSONAL
INFORMATION WE COLLECT:
To better serve our
clients and their users, We collect and maintain a
variety of personal information in the employment context including, sensitive
personal information. The categories of personal information We collect and some examples are listed in the following
table:
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DATA CATEGORY
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DATA EXAMPLES
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Personal Identifiers
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name, address, national ID number (e.g. Social Security
Number), user name, password, phone numbers, marital
status, email addresses, certifications, banking information, etc.
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Employment
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job title, work location, FLSA status, EEO code, timekeeping
data, wage data, performance reviews, geolocation data (if enabled on your
mobile device), etc.
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Benefit Enrollment Information
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plan enrollment elections, dependent information, etc.
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Internet and Device Information
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IP address, network activity (e.g. browsing within
ExponentHR), cookies, web beacons browser information, etc.
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HOW WE USE AND SHARE YOUR
PERSONAL INFORMATION:
Providing Services – The services Exponent Technologies provides to
its clients require the use of personal information. Examples of such uses may
include, among other things: calculating benefits eligibility, transmitting
benefit enrollment information to benefit carriers, calculating time and wage
data, remitting payroll taxes, filing tax returns, printing and mailing forms
(e.g. forms W-2 or 1095-C), allowing your employer’s management personnel to
generate reports, allowing you to access your data, personalizing your
ExponentHR experience, and allowing Us or your employer to communicate with
you. ExponentHR shares personal data with third-parties
in limited instances to provide its services. For example, We
use a third-party to print and mail certain forms as requested by or required
for clients and their users. We may use an outside vendor to augment or
manage aspects of the ExponentHR website and service offering. Any time
personal information is shared with a third-party selected by Exponent
Technologies (as opposed to your employer), We have agreements with those
vendors to limit the use of that data consistent with our contractual
services.
Maintaining and Improving Services – Exponent
Technologies may use data to monitor and help optimize the performance of
ExponentHR. We may also use data to recognize areas for enhancement or
further development of ExponentHR.
Security – We may use personal
information to help prevent, detect, and respond to security incidents, real
or perceived in good-faith, such as fraud, theft, technical threats, or other
issues that may harm Exponent Technologies, its clients, or others.
Legal and Regulatory – If a third-party
such as a government authority, law enforcement agency, or civil litigant
produces a valid legal request such as a warrant or subpoena from a
third-party, data may be shared as necessary to comply with the request. ExponentHR
may also retain data to comply with legal or regulatory requirements.
PRIVACY RIGHTS:
Depending upon where
you live and subject to certain exceptions, you may have rights related to
your personal data including some or all of those below listed. As a service
provider, we will refer anyone making a verifiable consumer request related
to an active client to that client.
Right
to Know – The right to request information about what personal
information we collect, how we use or disclose it, and why.
Right to Correct – The right to
correct inaccurate information about you in ExponentHR.
Right to Request Deletion - The right to
request that your data be deleted or de-identified subject to certain
exceptions.
Right to Opt-Out of Sale of Personal Information
and Targeted Advertising – As Exponent Technologies does not sell
personal information or use targeted advertising, there is no need to make
such requests to ExponentHR.
Right to Non-Discrimination Based on
the Exercise of Privacy Rights - The right not to be discriminated
against based upon your exercise of your privacy rights.
How to Exercise Your Rights or Make
Other Privacy-Related Requests - To submit a request regarding your privacy rights, you may
reach Exponent Technologies via email at privacy@exponenthr.com or via phone at (866)
612-3200. In some instances, you may also appoint an authorized agent to make
a request on your behalf using either of the above methods.
HOW YOU CAN ACCESS AND
UPDATE YOUR PERSONAL INFORMATION:
If you have access to
ExponentHR, you may view and edit your personal information at any time using
ExponentHR by navigating to My Info > Change My Information.
If you no longer have
access to ExponentHR or believe there is information that needs to be updated
which you cannot update through self-service, you may request to have your
information updated by contacting your employer or former employer.
If your former
employer is no longer able to update your personal information, please
contact Us at privacy@exponenthr.com using our toll-free
number (866) 612-3200.
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