Notice of Privacy Policy – Effective March 4, 2011

 

Introduction

Servant HR respects your privacy. We have created this privacy policy (“Privacy Policy”) to demonstrate our firm commitment to online privacy. This “Notice of Privacy Policy” discloses the information gathering and dissemination practices for certain of Servant HR’s Web Sites, which include www.servanthr.com and our password-protected links (collectively referred to as the “Servant HR Web Sites”), which are available primarily to us, our clients, our employees and their families.  Except as noted above, this Privacy Policy applies to all information that you provide to Servant HR and that Servant HR maintains electronically, whether you provide the information through the Servant HR Web Sites or through other means. Additionally, this Privacy Policy applies to any personal information obtained from your use (and, if applicable, your family’s use) of the Servant HR Web Sites. This Privacy Policy does not apply to any information that you may provide to third parties; for example, other sites linked to the Servant HR Web Sites. You should contact such third parties directly to determine their respective privacy policies. As used herein, the terms “Servant HR,” “we,” “our” and “its” when referring to Servant HR, Inc. and its related companies are used only for convenience and are not intended to be an accurate description of ownership, operation or corporate/legal relationships.

What information does Servant HR collect?

If you are an employee or client of Servant HR, we collect and maintain a variety of personal information about you and, if applicable, your company and employees. This information may be collected through the Servant HR Web Sites or through paper forms submitted by you. For employees, the information we maintain includes, among other things:

  • your name, phone number and address (street and e-mail)
  • age, marital status and occupation
  • information about your job history and employment status
  • information about your salary and benefits, including health benefits, your time off, your retirement plans, your Social Security or taxpayer identification number
  • information about your family members such as their names, addresses and Social Security numbers

We may make some or all of this information available for your or your worksite employer’s legitimate business use on the password protected links. For clients, examples of this information include:

  • your location
  • your number of worksite employees
  • the gross payroll of worksite employees assigned to your location
  • information about insurance and other benefit plans

Depending on the use that you make of the Servant HR Web Sites, we may also collect your Internet Protocol (IP) address (which is the unique address of your computer), information about your interests and preferences, and, if you decide to send us your resume, information included in your resume. From time to time, we may conduct surveys or offer contests or other promotional events, and gather additional personal information from you in connection with those events. Servant HR may store and analyze log files from user sessions.

What is this information used for?

We use your personal information in the course of your employment or client relationship with Servant HR. Among other things, we use this information to provide you with the services available on the password protected links. For example, we allow you to download forms that have been pre-populated with your personal information. We also use your information for other things, which may include but is not limited to the following:

  • Contacting You

Servant HR uses your personally identifiable information to communicate with you in the course of your employment or client relationship. We may also contact you to tell you about products and services provided by Servant HR’s strategic alliances and other third-party organizations. While we must be able to contact you for matters relating to your employment or your client relationship, if you do not wish to receive e-mail communications from Servant HR regarding strategic alliance offers or other third-party products and services, you may opt out of receiving such communications by following the procedure set forth in such e-mail.    Servant HR will continue to contact you for matters relating to your employment or your client relationship.

  • Use of IP Address

IP addresses are numbers that are automatically assigned to your computer, and if associated with other individually identifiable information, could be considered personal information. We use your IP address to help diagnose problems with our server and to administer and improve the Servant HR Web Sites. Your IP address is also used to help identify you and to gather broad demographic information, some of which we aggregate and then share with our strategic alliances or potential strategic alliance companies. We also use your IP address to keep track of the information you have seen on our sites.

  • Use of Cookies

Cookies are a standard technology used by commercial Web services to store small pieces of information on your hard drive by sending a small string of text to your browser. They make your use of the Servant HR Web Sites more pleasing and efficient by, for example, “personalizing” your user interface or identifying which parts of a site you have previously visited. They also enable us to pre-populate, or automatically fill out, forms and schedules. They enable us to tailor the information you receive and to assist third-party organizations with whom we have strategic alliances by identifying you as an Servant HR client, employee or user of the Servant HR Web Sites. Most Web browsers automatically accept cookies, unless you have configured yours not to accept them. In order for us to provide you with services on the Employee Service Center, your browser must accept cookies, as they are essential for site administration and security. Servant HR does not use cookies either to collect individually identifiable information or to collect non-individually identifiable information using a cookie that is combined with a personal identifier.

  • Other General Information

If you send us your resume, we use that information to assist you with job placement. Servant HR may also collect the name of the domain from which you access the Internet (e.g., aol.com); the date and time you access the Servant HR Web Sites, the Internet address of any Web site from which you link directly to the Servant HR Web Sites as well as collecting and storing other information in a user’s log file. A user’s log file tells Servant HR where a user comes from when entering the Servant HR Web Sites, which part of the Servant HR Web Sites the user visits as well as where the user goes when leaving the Servant HR Web Sites; and how much time the user spends in the Servant HR Web Sites. In addition, Servant HR may collect e-mail addresses and other personal information from persons who are not current employees or clients of Servant HR.

With whom is this information shared?

Servant HR shares personal information only as described below:

  • Other Servant HR Companies and Third-Party Contractors

We may share your information among related companies of Servant HR, even if the related company is not a party to your client service or employment agreement. In addition, we may from time to time transfer our database of employee information to third-party contractors who analyze such information on behalf of Servant HR for the purpose of, among other things, targeting e-mails to employees regarding strategic alliance offers, or who mail marketing materials to employees regarding strategic alliance offers. Additionally, we may from time to time transfer our database of employee information to a third-party contractor to whom we have outsourced certain of the services that Servant HR provides to its clients and/or employees. For example, Servant HR may outsource its employment verification services to a third-party vendor who performs such services on behalf of Servant HR. Such third-party contractors are contractually bound to hold all such information in confidence and not to share such information with any parties other than Servant HR.

  • Your Worksite Employer

If you are an employee, most of your personal information is also available to your individual worksite employer. However, Servant HR does not provide information regarding your physical and/or mental health to any third party for any purposes, unless compelled by a governmental or legal authority.

  • Governmental Authorities, Compliance with Law and Protection of Servant HR and Others
    We provide information to governmental authorities when required to do so by law (for example, we report information regarding your compensation and withholding to the U.S. Internal Revenue Service and state taxing authorities). Servant HR will also provide personally identifiable information to third parties if compelled to do so by an appropriately empowered governmental or legal authority, or, as necessary, to protect Servant HR’s rights or the rights of third parties.
  • Benefit Plan Providers

Servant HR will also provide personally identifiable information to its third-party benefit providers in conjunction with the administration of its benefit plans.

  • Medical Emergencies

If necessary to respond to an apparent medical emergency, Servant HR may disclose selected employee information.

What access do you have to information you provide?

You have access to much of your personal information through the Employee Service Center, where you can view and update most of the personal information we maintain.

Security measures

Servant HR makes access to your personally identifiable information subject to certain security measures, including technological controls such as “firewalls,” in accordance with industry standards. When the use of the Servant HR Web Sites involve the transmission of confidential information about you or Servant HR, we use Secure Socket Layer (SSL) technology to establish a secure connection between your PC and our server. SSL allows the transmission of encrypted information from your PC to our server and back again and is the industry standard for Internet platform security. No data transmission over the Internet can be guaranteed to be 100% secure, so while Servant HR strives to protect your personal information, we cannot ensure or warrant the security of any information that you transmit to Servant HR.

Disclaimer of responsibility for privacy policy and content at linked sites

The Servant HR Web Sites may provide you with links to other Web sites. We are not responsible for those sites and cannot control the use of information that you submit once you reach those sites, nor can we control the content of what is offered on those sites or on links from those sites. You should contact such third-party Web sites directly to determine their privacy policies.

Use of information from third parties

We may use information about you provided to us by third parties (such as credit reporting agencies or strategic alliances) in order to offer you their services and products, to improve our own services or to evaluate your eligibility for our services.

This is not a children’s Web site

Servant HR does not knowingly solicit data from children, and we do not knowingly market to children.

Applicable only to U.S. residents

The Servant HR Web Sites are designed for and intended only for the use of clients located in the United States and employees who are U.S. citizens or are residents of the United States If you are a client that is located outside of the United States, you are not authorized to access any of the Servant HR Web Sites.

Changes in these policies and practices

Servant HR reserves the right to change its privacy policies and practices periodically, without providing individual notice, by updating this Privacy Policy notice. This Privacy Policy was last updated on March 4, 2011. You agree that it is your responsibility to monitor such updates. Your continued use of any of the Servant HR Web Sites after such revisions have been made or your failure to object in writing to any notice of such change will constitute your full acceptance of such revised Privacy Policy.

More information

If you have any questions about this Privacy Policy, please write to:

Servant HR
Michael L. Yoder
Attn: Privacy Policy Inquiry
10412 Allisonville Road, Suite 206
Fishers, IN 46038
Fax: 317-585-1689

Telephone: 317-585-1688
Email address: [email protected] HR.com

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