Employee and Employee Applicant Privacy Notice

Overview

Fordham University is committed to protecting and respecting your privacy. Fordham wants to provide you with a summary of how the personal information that you provide is acquired, processed, shared, protected, retained, and destroyed. This Employee or Applicants for Employment Privacy Notice (Privacy Notice) contains relevant information regarding Fordham’s privacy practices and the options we offer our employees, independent contractors, and applicants concerning their personal information. If you have any questions regarding this Privacy Notice or any of our related privacy policies, contact [email protected]. This Privacy Notice may be amended without further notice. Any amendments to this Privacy Notice will be reflected on this page.  

The Basis for Processing Your Personal Information

We may process your personal information as necessary for the execution of a contract with you to achieve our legitimate interests and comply with our legal obligations. We may use your personal information to:

  • Interact with you before you are employed at Fordham University, as part of the hiring process (e.g., to send you information or answer your inquiries about the positions)
  • Provide you with the services as set out in any of our staff/faculty policies
  • Address any concerns or feedback you may have
  • Facilitate any other contractual purpose for which you provide us with your personal information
  • Maintain employment records
  • Assess your eligibility for employment and continued employment
  • Provide library, IT, media, and other operational information services
  • Provide support for our services and administrative functions
  • Provide ancillary health and other services (e.g., disability)
  • Monitor and promote equality and diversity throughout the University
  • Ensure your safety and security
  • Manage facilities on campus
  • Administer finances (e.g., payroll, W-2s, health and other insurance information)
  • Carry out research and statistical analysis
  • Conduct audits (i.e., to ensure compliance with our regulatory and legal obligations)
  • Promote our services (e.g., providing information about events happening on and off campus)
  • Address grievances, inquiries, and disciplinary actions
  • Monitor and evaluate the performance and effectiveness of the University, including training and monitoring staff performance
  • Maintain and improve the academic, corporate, financial, and human resource management of the University
  • Seek advice on our legal rights and obligations and to identify, contact, or bring legal action r to defend and protect Fordham against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, students, faculty, employees, visitors to the University, or anyone else who could be harmed by such activities
  • Fundraise and networking purposes
  • Perform our duties in carrying out our mission, vision, and values
  • Assist with investigations (including criminal investigations) carried out by law enforcement and other authorities
  • Assist in the facilitation or provision of emergency medical services
  • Protect your or another person’s vital interests, or 
  • When we have your specific or, where necessary, explicit consent to do so

This is not intended to be an exhaustive list, and Fordham reserves the right to collect additional personal information.

When Do We Collect Your Personal Information?

We may collect personal information from or about you when you:

  • Provide information to us when you first express an interest in employment at Fordham
  • Apply for employment at Fordham and complete the hiring/application forms through our hiring process and as you complete other hiring-related processes and procedures
  • Communicate with us in person, by telephone, email, or via our website
  •  Interact with us during your time as an employee at Fordham for the purposes set out in this Privacy Notice
  • Participate in disciplinary and grievance procedures, or 
  • Respond to surveys and feedback mechanisms

The Types of Personal Information We Collect

We may collect the following types of personal information about you:

  • Your name and contact information (e.g., address, email address, telephone number, date of birth, tax identification number, passport number or national identity card details, country of residence, nationality)
  • Information relating to your education and employment history
  •  Places where you have volunteered
  • Records related to your use of our facilities and services
  • Sensitive personal information, including, but not limited to: 
    • Information about criminal convictions and offenses
    • Information about your health and medical conditions (e.g., disability and dietary needs), or 
    • Information about your racial or national origin, religious or similar beliefs, or sexual orientation

Fordham may collect the following information about you from third parties:

  • Contact and demographic information, including publicly available information, which we collect from third parties who provide us with information about prospective employees who may be interested in working at Fordham
  • Background check process from government records, credit reporting companies, your previous employers, other academic institutions, and any criminal convictions or offenses (where permitted by applicable law)
  • Employment history and education during the application process or when taking an employment action, such as considering you for a new position
  • Confirm the information you have provided concerning your previous employers and the educational institutions you attended
  • Confirm the information you have provided about any professional certifications you might have from third parties that verify those certifications
  • Where permitted by applicable law, to provide you with benefits to which you are entitled, such as workers’ compensation and disability claims; or 
  • Governments and consulates may provide us with government identification, immigration information, or other information to confirm your eligibility to work in the United States or facilitate travel related to your employment at Fordham. The type of information provided may vary by country, depending on applicable reporting requirements.  

This is not intended to be an exhaustive list, and Fordham reserves the right to collect additional personal information.

Sharing Your Personal Information with Others

We may share your personal information with certain third parties. In some cases, you will be asked to opt-in to these data-sharing arrangements. In those cases, you should carefully consider the possible impact of opting out. Third-party recipients may include:
Our affiliates and contractors where there are legitimate reasons for their receiving the information, including:

  • Third parties who work with us to provide workplace accommodation, support services such as IT, security, and staffing, and 
  •  Internal and external auditors. 

Those with interest in tracking employee progress and attendance, including:

  • Current or potential education providers, 
  • Future employers to provide references and details of attendance, 
  •  Professional and regulatory bodies about the confirmation of qualifications, professional registration and conduct, and the accreditation of courses, 
  • Governmental departments and agencies where we have a legal obligation to provide information, 
  • Crime prevention or detection agencies, 
  • Next-of-kin (where there is a legitimate reason for disclosure), or 
  • Third-parties conducting surveys. 

Changes to your Personal Information

Contact Human Resources regarding any changes to your personal information.

How Long Do We Keep Your Personal Information?

We will retain your personal information in accordance with the Records Retention and Disposal Policy.

Your Rights Concerning Your Personal Information

The individual rights described below are not absolute. We reserve the right to refuse requests where certain exceptions apply. Absent any applicable exception, you have the right to:

  • Obtain access to the personal information that we hold about you
  • Object, on grounds relating to your particular situation, to our processing activities where you feel they have a disproportionate impact on your interests, rights, and freedoms
  • Request to review, revise, correct, or update any of the personal information we may have about you if you believe that the personal information that we possess is, or has become, incorrect or is incomplete
  •  Restrict the processing activities related to your personal information and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal
  • Have your personal information erased
  •  Have personal information, which you have voluntarily provided to us, produced in a structured, commonly used, including to transmit it to another party; and 
  • Opt-out of marketing communication

Please be advised that if you withdraw your consent, we may be unable to provide certain services, or if we are able to provide some aspect of the services, they may be limited. Where the provision of such services requires the processing of your data.

Data Privacy Protection

Fordham takes reasonable technical and physical measures to protect the confidentiality of your personal information, unauthorized access, and disclosure.

Privacy concern handling process

Fordham is committed to resolving complaints about your privacy and our processing of your personal information. If you have a question or complaint regarding this Privacy Notice, you should email [email protected].