Notice of Privacy Practices for Job Applicants

Last Updated: January 1, 2024

This Notice of Privacy Practices for Job Applicants (“Applicant Notice”) describes how Paylocity Corporation and its subsidiaries and affiliates (“Paylocity,” “we,” or “us”) process information in connection with our recruiting activities.

Please Note: Where a job applicant uses certain Services, including our websites, other terms may also be applicable to any information collected about the job applicants.

1. Information We Collect

When you apply for a job with us, we may collect certain information from and about you in order to evaluate and process that application. This information may include:

Contact information, such as name, telephone number, fax number, physical address, email, and username;
Previous work experience, compensation, education, degrees, language, and other skills and employment-related information;
Professional and other work-related licenses, permits, and certifications;
Awards and professional memberships;
Information regarding your use of our website, as described in the Cookie Notice.
Work authorization status;
Information relating to references;
Information from social media sites if you choose to link your application to a social media; and
Any other information you elect to provide to us (e.g., employment preferences, willingness to relocate, and desired salary).

Sensitive Personal Information

Certain types of information are considered sensitive personal information in certain jurisdictions. This includes the following: information on race, religion, ethnicity, nationality or national origin, age, gender identity, sex, life or sexual orientation, criminal convictions and offenses, marital status, medical or health information (including disability status), genetic or biometric information, religious or philosophical beliefs, political party or trade union membership, background check information, and veteran status.

Under the California Consumer Privacy Act of 2018 (“CCPA”), as amended by the California Privacy Rights Act of 2020 (“CPRA”), the following information are also defined as sensitive personal information: precise geolocation, social security number; driver's license number, state identification card number, passport number, account log-in/financial account/debit card/credit card number in combination with any required security or access code, password, or credentials allowing access to an account, and the contents of a consumer's mall, email and text messages, unless the business is the intended recipient of the communication.

Depending on the stage of an application, in addition to the information you provide to us, we may obtain information about you from other third parties, such as platforms used to collect application information, recruiters, references, former employers, and law enforcement agencies.

2. How We Use Information

The information that you submit during a job application process may be used for personnel recruitment, management, and planning purposes including the following:

Analyze your qualifications for the job you applied for or future jobs that may match your profile;
Communicate with you regarding your job application, your inquiries and requests, other job openings, or important notices;
Conduct criminal history, background, and employment checks, if we offer you a position;
Support our efforts to maintain a diverse workforce; and
Comply with or monitor our compliance with any applicable law or regulation.

We may use and share information in an aggregated or de-identified manner data at our discretion, including for research, analysis, modeling, marketing, and improvement of our Services.

3. Accuracy of Information You Provide

You are responsible for the information you provide to Paylocity and that it is honest, truthful, accurate, and not misleading in any way.

4. How We Share Your Information

We may share your information in the following circumstances:

Vendors and Service Providers. We may share your information with vendors and service providers that we believe need the information to perform a technology, business, or other professional function for us, including providing products or Services to you or our clients on our behalf, creating or maintaining our databases, researching and analyzing the people who request information from us, preparing and distributing communications, or responding to inquiries.
Affiliates. We may share your information with companies that we own or control, that are owned or controlled by us, or that are under common ownership or control.
Business Transition. If Paylocity, or any portion of our assets, are acquired by, merged with, transferred to, or invested in by another company, we may share your personal information with that company or other third parties involved in the business transition. We cannot promise that an acquiring party or the merged entity will have the same privacy practices or treat your information the same as described in this Notice.
Legal. We share information where necessary to comply with applicable law, to respond to requests from law enforcement agencies or other government authorities or third parties, as permitted by law, and without your consent when it is necessary to protect our customers, employees, or property; in emergency situations; or to enforce our rights under our terms of service and policies.

5. Cookies and Other Tracking Technologies

We may use various cookies, technologies, and other automated means to collect certain information about your use of our Services. For more information regarding our use of cookies, please see our Cookie Notice.

6. Retention & Disposal

We retain information as long as necessary to fulfill the purposes for which we collected it, for legitimate business reasons, or as required by law. We may need to keep your data for longer than our specified retention periods to honor your requests, including to continue keeping you opted out of marketing emails, or to comply with legal or other obligations. When we dispose of information, we use secure means, such as either physically or electronically erasing information or making it anonymous in a non-recoverable manner.

7. Security

We implement the appropriate organizational, technical, and physical security measures and controls to protect the confidentiality, integrity, and availability of the personal information entrusted to us. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you might have with us has been compromised), please immediately notify us of the problem by contacting us at privacy@paylocity.com.

To learn about our security controls, visit our Security page found here.

8. California Notice at Collection

Under the California Consumer Privacy Act of 2018 (“CCPA”), as amended by the California Privacy Rights Act of 2020 (“CPRA”), you are entitled to be informed about the following, at or before the point of collection of your personal information:

The categories of personal information we will collect, the purposes for which those categories of personal information will be collected or used and whether such information will be sold or shared;
The categories of sensitive personal information to be collected and the purposes for which those categories of sensitive personal information will be collected or used and whether such information is sold or shared; and
The length of time we intend to retain each category of personal information, including sensitive personal information, or the criteria used to determine such period;

To the extent that we collect your personal information that is subject to the CPRA, that information and our practices are described below. The categories we use to describe the information are those enumerated in the CPRA; categories not listed are not collected. Certain personal information may fall into multiple categories.

Category	Required Information
Identifiers	Name, email address, phone number, and contact address, username, password. Source: Directly from you Purpose of collection and use: All purposes listed in Section 2 of the Notice above Categories of Parties With Whom PI is Shared: Affiliates; Service Providers
Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e))	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. Source: Directly from you; generated in the course of your use of the Services Purpose of collection and use: All purposes listed in Section 2 of the Notice above. Categories of Parties With Whom PI is Shared: Affiliates; Service Providers
Protected classification characteristics under California or federal law	Age (40 years or older), national origin, marital status, gender, veteran or military status Source: Directly from you Purpose of collection and use: All purposes listed in Section 2 of the Notice above.  Categories of Parties With Whom PI is Shared: Affiliates; Service Providers.
Internet or other similar network activity	Device ID, browsing history, search history, and information regarding your interaction with an internet website, application, or advertisement. Source: Automatically generated when you use the Services. Purpose of collection and use: All purposes listed in Section 2 of the Notice above. Categories of Parties With Whom PI is Shared: Affiliates; Service Providers.
Education information	Institutions attended, degrees obtained, and courses taken Source: Directly from you Purpose of collection and use: All purposes listed in Section 2 of the Notice above. Categories of Parties With Whom PI is Shared: Affiliates; Service Providers.
Inferences drawn from other information	Profile reflecting a person's preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes Source: We do not actively create profiles of the preferences or interests of our employees; however, certain of this information may be collected incidentally about you over the course of your employment, either directly from you or from the individuals you interact with at Paylocity, for instance in performance evaluations Purpose of collection and use: All purposes listed in Section 2 of the Notice above. Categories of Parties With Whom PI is Shared: Affiliates; Service Providers.

For more information about your rights as a California resident, see the Special Notice for Residents of California.

9. International Data Transfers

Paylocity is an organization established in the United States of America (USA). For individuals located outside the United States, your personal information will likely be transferred to, stored, and processed in the USA or other countries outside of where you live. When we conduct such transfers, we rely on various legal bases to lawfully transfer personal information. See Special Notices for Residents of the EEA, UK and Switzerland for more details about our transfer mechanisms.

10. Changes to our Job Applicant Notices

We reserve the right to modify, alter, or update the terms and conditions of this Notice from time to time without prior notice. We will post those changes on this page in addition to updating the “Last Updated” at the top of this webpage. Modifications shall become effective immediately upon being posted.

11. Contact Us

If you have any questions about this Notice or our information handling practices, please contact us at: privacy@paylocity.com.