Notice at Collection and Privacy Policy for California Job Applicants

Gypsum Management & Supply, Inc. and its subsidiaries and affiliated companies (“Company”) takes your privacy seriously.  We want you to know how we collect, use, and disclose, your personal information.  

Company collects the personal information identified in Section 1 for the purposes identified in Section 3 and retains it for the period described in Section 5.  We do not sell your personal information or disclose it for cross-context behavioral advertising (“sharing”).  We also do not collect or process sensitive personal information for the purpose of inferring characteristics about you. 

Company is an equal employment opportunity employer.  Company’s policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, national origin, age, disability, or any other consideration made unlawful by applicable federal, state, or local laws.  Company also prohibits harassment of applicants and employees based on any protected category, characteristic or status. It is also Company’s policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions.

Company complies with the ADA, the ADAAA and applicable state law and considers reasonable accommodation measures that may be necessary for qualified applicants/employees to perform the essential functions of the job. Hire may be contingent upon a post-offer medical examination, and to skill and agility tests, as appropriate for the position.

Alternative formats of this Privacy Policy are available to individuals with a disability.  Please contact AccessibilityWebsiteInquiries@gms.com for assistance.

1. The categories of personal information we collect about you
2. The categories of sources from which we collect your personal information
3. The purposes for which we use your personal information 
4. How we may disclose your personal information
5. How long we keep your personal information
6. Your rights and how to exercise them
7. Changes to this Privacy Policy

This Privacy Policy applies to the personal information of California residents in their role as job applicants to Company (“Applicants”).

“Personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular Applicant.

“Personal information” does not include:

• Information publicly available from government records or made publicly available by you or with your permission;
• Deidentified or aggregated information;
• Information excluded from the CPRA’s scope, such as:
  • protected health information covered by the Health Insurance Portability and Accountability Act (“HIPAA”) or the Health Information Technology for Economic and Clinical Health Act (“HITECH”) or medical information covered by California Confidentiality of Medical Information Act (“CMIA”); or
  • personal information covered by certain sector-specific privacy laws, including the Fair Credit Reporting Act (“FCRA”), the Gramm-Leach-Bliley Act (“GLBA”), or the California Financial Information Privacy Act (“FIPA”).

• Identifiers, for example: real name, title, telephone number, postal address, e-mail address, date of birth.
• Professional or Employment-Related Information, for example: educational institutions attended, level of education, degrees and certifications, licenses, work experience and previous employers, and professional memberships and affiliations.
• Non-public educational information, for example: academic transcripts.
• Sensory or Surveillance Data, for example: voice-mails, audio/visual recordings footage from video surveillance cameras.
• § 1798.80: personal information described under Cal. Civ. Code § 1798.80 to the extent not already included in other categories in this section, such as a photograph. 
• Other details, for example, hobbies and leisure activities or membership in voluntary/charitable/public organizations, for example, as stated on the Applicant’s resume.
• Characteristics of Protected Classifications Under California or Federal Law for Applicants, collected on a purely voluntary basis, except where collection is required by law, and used only in compliance with applicable laws and regulations, for diversity and inclusion reporting and related purposes.
• Login credentials, for example: login credentials to an online account owned or subscribed-to by Company.

Note on inferring characteristics: Company does not collect or process sensitive personal information or characteristics of protected classifications for the purpose of inferring characteristics about the Applicant.

• You, for example, in your job application, forms you fill out for us, assessments you complete, surveys you complete, and any information you provide us during the course of your application and interview process.
• Vendors and service providers, for example, recruiters.
• Third parties, for example, job references, affiliated companies, professional employer organizations or staffing agencies.
• Public internet sources, for example, social media, job boards, public profiles, and other public online sources
• Public records, for example, court records.
• Automated technologies on Company’s electronic resources, for example, to track logins and activity on Company’s careers page.
• Surveillance/recording technologies installed by Company, for example, video surveillance in common areas of Company facilities, voicemail technologies, webcams, and audio/video recording technologies with consent to the extent required by law
• Government or administrative agencies, for example, law enforcement or public health authorities. 
• Acquired company, if Company acquired your employer, Company might collect personal information from that employer.

Note: This Privacy Policy does not cover background screening conducted by third-party background check vendors subject to the federal Fair Credit Reporting Act.  Company provides a separate disclosure for such screening.

A. Generally Applicable Purposes:

Unless stated otherwise in section 3.B, below, we may use Applicants’ personal information for the following purposes

Recruiting:

• To evaluate Applicants’ qualifications or suitability for employment with Company
• To communicate with Applicants
• To conduct a pre-employment or criminal history background check
• For identification purposes
• For diversity and inclusion purposes
• To create a talent pool for future job openings
• For recordkeeping purposes
• To demonstrate Applicants’ agreement to, or acceptance of, documents presented to them, e.g., acknowledgment of employment application, offer letter
• To evaluate and improve the recruiting process
• To promote Company as a place to work

Monitoring, Security, and Compliance:

• To monitor use of Company information systems and other electronic resources or information systems
• To conduct internal audits
• To conduct internal investigations
• To protect the safety and security of Company’s facilities          
• To report suspected criminal conduct to law enforcement and cooperate in investigations
• To control access to secure facilities
• To monitor compliance with Company policies
• To exercise Company’s rights under applicable law and to support any claim, defense, or declaration in a case or before a jurisdictional and/or administrative authority, arbitration, or mediation panel

Conducting Our Business:

• For training purposes or quality assurance with respect to Company employees conducting the interviews or otherwise assisting with the recruiting and hiring process

Miscellaneous Other Purposes:

• To manage and operate information technology and communications systems, risk management and insurance functions, budgeting, financial management and reporting, strategic planning
• To manage litigation involving Company, and other legal disputes and inquiries and to meet legal and regulatory requirements
• In connection with a corporate transaction, sale, or assignment of assets, merger, divestiture, or other changes of control or financial status of Company or any of its subsidiaries or affiliates
• To protect the rights, property, or safety of Company, HR Individuals, customers or others.

B.  Purposes Specific To Certain Categories Of Personal Information:

We may use the categories of Applicants’ personal information listed in this Section 3.B for the purposes stated below: 

Purposes For Using Applicants’ Protected Categories Of Information:

Company collects information about race, age, national origin, disability, sex, and veteran status as necessary to comply with legal obligations, including the reporting requirements of the federal Equal Employment Opportunity Act, the federal Office of Contracting Compliance Programs (applicable to government contractors), and California’s Fair Employment and Housing Act, and for purposes of diversity analytics. 

Company also uses this personal information for purposes including: (a) with respect to disability and/or medical condition, as necessary, to comply with federal and California law related to accommodation; and (b) with respect to age, incidentally to the use of birth date for identity verification.

Deidentified Information

At times, Company converts personal information into deidentified information using reasonable measures to ensure that the deidentified information cannot be associated with the individual (“Deidentified Information”).  Company maintains Deidentified Information in a deidentified form and does not attempt to reidentify it, except that Company may attempt to reidentify the information solely for the purpose of determining whether its deidentification processes ensure that the information cannot be associated with the individual.  Company prohibits vendors, by contract, from attempting to reidentify Company’s Deidentified Information. 

Company generally maintains information related to Applicants as confidential.  However, from time to time, Company may have a legitimate business need to disclose Applicants’ personal information.  In that event, Company discloses your personal information listed in Section 1, above, only to the minimum extent necessary to achieve the purpose of the disclosure and only if the disclosure is permitted by the CPRA and other applicable laws.

A. Disclosures for Business Purposes

Company may disclose each of the categories of personal information listed in Section 1, above, to the third parties listed below for the following “business purposes” as that term is defined under the CPRA.

• Service providers:  Company may disclose to service providers any of the categories of personal information listed in Section 1, above, for the business purpose of performing services on Company’s behalf and, in particular, for the specific purposes described in Section 3, above.
• Auditors, lawyers, consultants, and accountants engaged by Company:  Company may disclose the categories of personal information listed in Section 1, above, to these services providers or contractors for the business purpose of auditing compliance with policies and applicable laws, in addition to performing services on the Company’s behalf.
• Affiliated companies:  Company may disclose any of the categories of personal information listed in Section 1, above, to other companies within the GMS family of companies for the business purposes of (a) auditing compliance with policies and applicable laws, (b) helping to ensure security and integrity, (c) debugging, (d) short-term transient use, (e) internal research, and (f) activities to maintain or improve the quality or safety of a service or device.

B. No Sales or Sharing

Company does not sell or “share” (disclose for cross-context behavioral advertising) your personal information in connection with the application process.  In addition, we have no actual knowledge that we sell or share the personal information of individuals of any age in connection with the application process, including the personal information of children under 16.

C. Disclosures to Others

Company may disclose personal information to the following additional categories of third parties although these disclosures may be for purposes in Section 3, above, other than a business or commercial purpose as defined by the CPRA

• Your direction: We may disclose your personal information to third parties at your direction.
• Service providers and contractors: Company discloses your personal information to service providers and contractors for the purposes above to assist us in our recruiting efforts and in meeting our business needs and legal obligations.
• Affiliated companies: Other companies within the GMS family of companies.
• Government or administrative agencies: These may include, for example:

  • Equal Employment Opportunity Commission as required for reporting.

  • California Department of Fair Employment and Housing as required to respond to employment claims and charges.

  • Law enforcement in the event of criminal investigations.
• Required Disclosures: We may be required to disclose personal information in a court proceeding, in response to a court order, subpoena, civil discovery request, other legal process, or as otherwise required by law.
• Legal Compliance and Protections: We may disclose personal information when we believe disclosure is necessary to comply with the law or to protect the rights, property, or safety of Company, our users, or others.

If Company hires you, the information collected about your during the job application process may become part of your personnel file and may be used to administer the employment relationship and for related reporting and recordkeeping purposes.  Company will retain this application information for the entire duration of your employment relationship with Company and for as long thereafter as permitted or required by applicable law.  Company makes its document retention schedule available to employees for review.

Company will retain information of applicants who are not hired for four (4) years after the record is collected.  These records will be retained for our internal recordkeeping and reporting purposes in compliance with California Government Code § 12946.  During that time, we may use your information to consider you for positions in addition to the position(s) for which you initially applied.

a. Your California Privacy Rights

Subject to applicable law, Applicants have the following rights:

• Right to know: You have the right to submit a verifiable request for copies of specific pieces of your personal information collected in the preceding 12 months and for information about the Company’s collection, use, and disclosure of your personal information during that same 12-month time period. 
• Please note that the CPRA’s right to obtain copies does not grant a right to the whole of any document that contains personal information, but only to copies of “specific pieces” of personal information.  Moreover, HR Individuals have a right to know categories of sources of personal information and categories of external recipients to which personal information is disclosed, but not the individual sources or recipients.  Company does not always track individualized sources or recipients.
• Right to Delete: You have the right to submit a verifiable request for the deletion of personal information that you have provided to Company. 
• Right to Correct: You have the right to submit a verifiable request for the correction of inaccurate personal information maintained by Company, taking into account the nature of the personal information and the purposes of processing the personal information.

b. How to Exercise Your Rights

Company will respond to requests know, delete, and correct in accordance with applicable law if it can verify the identity of the individual submitting the request. You can exercise these rights in the following ways:

• Call: 1-855-275-5787
• Email: privacyinquiries@gms.com

c. How We Will Verify Your Request:

We match personal information that you provide us against personal information we maintain in our files.  The more risk entailed by the request (e.g., a request for specific pieces of personal information), the more items of personal information we may request to verify your identity.   If we cannot verify your identity to a sufficient level of certainty to respond securely to your request, we will let you know promptly and explain why we cannot verify your identity.

d. Authorized Agents

If an authorized agent submits a request to know, correct or delete on your behalf, the authorized agent must submit a document signed by you that authorizes the authorized agent to submit the request on your behalf.  In addition, we may ask you or your authorized agent to follow the applicable process described above for verifying your identity. You can obtain “Authorized Agent Designation” form by contacting us at privacyinquiries@gms.com. This provision does not apply if you have provided a power of attorney compliant with the California Probate Code.

e. Company’s Non-Discrimination and Non-Retaliation Policy 

Company will not unlawfully discriminate or retaliate against you for exercising your privacy rights under the California Privacy Rights Act.

If we change this Privacy Policy, we will post those changes on this page and update the Privacy Policy modification date above. If we materially change this Privacy Policy in a way that affects how we use or disclose your personal information, we will provide a prominent notice of such changes and the effective date of the changes before making them.

For questions or concerns about Company’s privacy policies and practices, please contact us at privacyinquiries@gms.com.