Privacy Notice: Employment

Introduction

This privacy notice tells you about the information we process about you while you are an employee of our organization and, in some cases, after you cease to be an employee. In collecting this information, we are acting as a data controller, and by law, we are required to provide you with information about us, why and how we use your data, and the rights you have over your data.

Who are we?

We are Revenue.io. Our address is 15000 Ventura Blvd, Suite 201, Los Angeles, CA 91403. United States of America; You can contact us by post at the above address, by email at privacy@revenue.io, or by telephone at 213-320-5068.

How do we use your data?

When you submit an inquiry to us, we ask you for your name, your email address, and a brief description of your inquiry.

• As a general part of your employment
• Making sure you get paid and pay the correct tax
• For your health and safety
• To review and assess your performance at work
• As part of training and development

As a general part of your employment

When you become an employee of Revenue.io, we need you to provide a variety of personal information, including your name, address, contact telephone number, date of birth, and next of kin. Without this information, we will be unable to employ you.

This information is collected to put in place and maintain our employment contract with you and to allow you to participate in the business activities for which you have been employed.

We are also required by law to confirm your permission to work in this country. Employees must submit documentation to prove their identity and work eligibility. Complete list of qualifying documents, please visit U.S. Citizenship and Immigration Services.

During your employment with us, we will generally collect additional information about you to allow us to meet further legal obligations in areas such as equal opportunity monitoring. This may include gender, racial origin, disability, and other affiliation details.

Information about your employment with us is stored and processed within a third-party Human Resources service provider (Trinet) in the United States and the Company via AWS and Google Workspace. The providers of these systems are contractually bound to provide appropriate safeguards over your data and we also ensure appropriate safeguards are in place regarding shared responsibility.

We will keep information about your employment with us for as long as you are an employee and for three years after your employment has ended unless we are required to retain specific information by law.

We do not use the information you provide to make automated decisions that might affect you. All data is shared with the aforementioned service providers.

Legal Basis for Processing

Where applicable data protection laws require us to process your personal data based on a specific lawful justification, we generally process your personal data under one of the following bases:

Compliance with a legal obligation to which Revenue.io is subject; Entering into at-will employment (for the US and Canada) or performance as a Contractor with Revenue.io; For Revenue.io's legitimate interests being those purposes described in the sections below.

Types of Personal Data we may collect

As described below, we collect several types of personal data from employees, such as the following:

• Identification data including your name, gender, photograph, date of birth, employee identification number, driver’s license, and language.
• Contact details including home address, telephone, email addresses, and emergency contact details.
• Employment details including job title, position, office location, hire date, employment contracts, performance and disciplinary records, grievance procedures, and sickness and holiday records.
• Educational and professional background data including academic and professional qualifications, education records, CV/résumé, reference letters, interview notes, and criminal records data (for vetting purposes, where permissible and per the applicable law).
• National identifiers, including national ID, passport, immigration status, documentation, visas, social security numbers (for the US only), and national insurance numbers. In Canada, Social Insurance numbers (SIN) would be a National identifier.
• Spouse, beneficiary, dependents information, and marital status.
• Financial data including banking details, tax information, payroll information, withholdings, salary, bonus, benefits, expenses, and company allowances.
• Health data including information about short or long-term disabilities or illnesses that you might share with your Manager and/or HR representative, particularly concerning any leave of absence you may need to take.
• IT data including information required to provide and monitor access to Revenue.io’s IT systems and networks, specifically including IP addresses, log files, login information, and software and hardware inventories
• Other You may share other data, such as hobbies, social preferences, or survey data that enable collection from Revenue.io

We may also collect specific demographic data that qualifies as sensitive personal data, such as race, ethnicity, sexual orientation, and disability, to help us understand the diversity of our workforce. When collected, this sensitive personal data is generally done on a voluntary consensual basis.

Most often, the personal data we collect from employees is collected from them directly. In some cases, we may collect personal data about employees from third parties; for example, when we perform background screening checks necessary for the employee's role to be completed. In most circumstances, we will get your permission before we collect personal data about you from a third party.

If we ask you to provide any other personal data not described above, then the personal information we will ask you to offer and the reasons why we ask you to provide, will be made clear to you at the point we collect. If we ask you to provide personal data that we consider mandatory to administer your employment relationship, we will inform you as such at the time of collection. In addition, we will also notify you of the consequences of not providing us with the mandatory personal data.

Making sure you get paid and pay the correct tax

As part of our employment contract with you, and to meet our legal obligations to tax authorities, we need to hold details of your salary or wage rate, terms, and conditions, benefits, hours worked, tax code, previous earnings, and if applicable, other information related to compensation.

Without this information, we will be unable to pay you.

This information is shared with a third-party payroll provider (TriNet) in the US and Canada. We have an agreement in place with them, based on California Consumer Protections Act (CCPA), California Privacy Rights Act (CPRA), General Data Protection Regulation (GDPR), and other global privacy legislations where applicable, which commits them to provide appropriate safeguards over your data.

We will keep information about your pay and benefits for as long as you are an employee and three years after your employment has ended unless we are required to retain specific information by law.

We do not use the information you provide to make automated decisions – only human-initiated decisions – that might affect you.

For your health and safety

To meet our legal obligations in health and safety, we hold information about your health, including details of occupational health reports, injuries, and sickness. This information is required by law.

This data is shared with a third-party U.S. federal occupational health agency (OSHA) and, when applicable shared with our third-party HR services provider TriNet.

Information about you in the area of health and safety will generally be retained for as long as you are an employee, except where we are legally required to keep it for a more extended period as specified within the relevant legislation.

We do not use the information you provide to make automated decisions – only human-initiated decisions – that might affect you.

To review and assess your performance at work

During your employment, information may be generated about your performance at work and, in some circumstances, regarding disciplinary action or warnings. We will use and retain this information in our legitimate interest, ensuring that work is completed to an acceptable standard in support of our business processes.

This information is held locally within the business and sometimes share with our service providers including TriNet and external legal counsel.

Performance and disciplinary information are held for as long as you continue to be an employee and for five year after the end of your employment unless it is necessary to defend a legal claim.

We do not use the information you provide to make automated decisions that might affect you.

As part of training and development

As part of training and employee development activities, we may keep records of training courses attended, and other learning opportunities, including the nature of the activity and the dates attended. We will use and retain this information in our legitimate interest, ensuring adequate training and that our employees are suitable to fulfill their roles within the business. This information is held locally within the business and is not shared with third parties.

Information about training and development is held for as long as you continue to be an employee and for five years after the end of your employment unless we are required to keep it for legal reasons.

We do not use the information you provide to make automated decisions – only human-initiated decisions – that might affect you.

Your rights over your information

By law, you can ask us what information we hold about you, request access to it, and ask us to correct it if it's inaccurate. If you believe we're not using your information lawfully, you can ask us to stop using it for a period of time.

Your Rights as a Data Subject

You have several legal rights concerning the personal data that we hold about you, and you can exercise your rights by contacting us using the details at the end of this document. These rights include:

• The right to obtain information regarding the processing of your data and access to the personal data which we hold about you
• The right to withdraw your consent to our data processing at any time. Please note, however, that we may still be entitled to process your data if we have another legitimate reason (other than consent) to do so
• In some circumstances, your personal data may not be in a structured, commonly used, and machine-readable format due to technical limitations. Please note that this right only applies to personal data that you have provided to us.
• The right to request that we correct your data if it is inaccurate or incomplete may not be possible if it was already erased. Please note that there may be circumstances where you ask us to erase your data, but we must retain it. In this case, we will provide a reason why we must retain the data under appropriate and applicable law
• The right to request that we restrict our processing of your data in certain circumstances. Again, there may be circumstances where you ask us to restrict our processing of your data, and we’re unable to comply due to lawful considerations.
• The right to complain with the applicable data protection regulator in the country where the relevant Revenue.io entity is located if you think that any of your rights have been infringed by us.

If you are unsure how Revenue.io uses your data or which is the relevant data protection regulator, feel free to contact us via the details provided at the end of this document.

When we are processing your data for legitimate interest purposes, you have the right to object to the processing and we must stop, unless we have an overriding reason which will be communicated to you.

Please exercise your rights with Revenue.io; email us at privacy@revenue.io or contact us via phone and leave a message at +1.213.320.5068. For a faster response, please click here for our DSAR (Data Subject Access Rights) form

Your right to complain.

Revenue.io General Inquiries & Complaints

To complain with Revenue.io, please click this link and submit your form. Or email privacy@revenue.io

California Residents

For more information on how to submit a complaint or exercise your rights as a California resident, please visit https://oag.ca.gov/contact/consumer-complaint-against-business-or-company

European Economic Area

If you have a complaint about our use of your information, you can contact the Data Protection Commission via their website atdata protectionor write to them at

Data Protection Commission

21 Fitzwilliam Square South, Dublin 2 D02 RD28- Ireland