This Employee / Applicant Privacy Notice explains what personal data we collect from you as an employee or employee applicant, what we use that personal data for, and to whom we disclose that data.
You should be aware that data privacy laws can vary in different jurisdictions where Outschool, Inc. (we, us, our, “Outschool”) has employees (mostly limited to hiring employees in the U.S. and Canada). If you are from outside those regions, we are not intending to solicit any information from you - you are submitting it completely voluntarily.
However, we do occasionally post roles for contractors. We may engage individual contractors through a third-party source - and if so, contractors should ask their managing organization about their privacy practices in addition to our practices. Outschool processes contractor data in many of the same ways as employee data.
Outschool collects and stores different types of personal data about employees and employee applicants such as:
Identification data – such as your name, gender, photograph, date of birth, employee identification number, languages.
Contact details – such as home address, telephone, email addresses, and emergency contact details.
Employment details – such as job title/position, office location, hire dates, employment contracts, performance and disciplinary records, grievance procedures, sickness/holiday records.
Educational and professional background – such as academic/professional qualifications, education, CV/résumé, reference letters and interview notes, criminal records data (for vetting purposes, where permissible and in accordance with applicable law).
National identifiers – such as national ID/passport, immigration status and documentation, visas, social security numbers (US only), national insurance numbers.
Spouse, beneficiary & dependents information, marital status.
Financial information – such as banking details, tax information, payroll information, withholdings, salary, benefits, expenses, company allowances, stock and equity grants.
IT information – information required to provide access to Outschool’s IT systems and networks such as IP addresses, log files, login information, software/hardware inventories. For further information about how we process IT information, see our “Monitoring” section below.
Health information – such as information about short- or long-term disabilities or illnesses that you might share with your HRBP or manager, particularly in relation to any leave of absence you may need to take.
Other information you choose to share with us – e.g. hobbies, social preferences, etc.
We may also collect certain 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. This information, when collected, is generally collected on a voluntary basis, and employee and employee applicants are not required to provide this information, unless it is necessary for us to collect such information to comply with our legal obligations. We will indicate where it is optional and where it is required.
Most often, the personal data we collect from employees and employee applicants is collected from them directly. In some cases, we may collect personal data about employees and employee applicants from third parties, for example, when we perform background checks that are necessary for the role to be performed by the employee. 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, we will clarify what data and why at the time it is collected.
Outschool uses and discloses the personal data that we collect primarily for the purposes of managing our employment relationship with you, along with other business purposes. Such uses include:
determining eligibility for hiring, including the verification of references and qualifications and, where permitted by law, administering background checks;
administering payroll and benefits as well as processing employee work-related claims (e.g., worker compensation, insurance claims, etc.) and leave of absence requests;
establishing training and/or development requirements;
reviewing work performance and determining performance requirements;
disciplinary actions or termination;
establishing emergency contacts and responding to emergencies;
complying with laws and regulations (e.g. labor and employment laws, health and safety, tax, anti-discrimination laws), under judicial authorization, or to exercise or defend legal rights;
compiling internal directories, such as employee directories;
to detect fraud or other types of wrongdoing;
IT security and administration; and
for other legitimate purposes reasonably required for day-to-day operations, such as accounting, financial reporting and business planning.
We may also use your personal data for other lawful purposes which we will tell you about, and provided that we get your consent to that use, if required by law to do so.
We take care to allow your personal data to be accessed only by those who need to in order to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it.
We may share your personal data with other employees, contractors, consultants and service providers who require the data to assist Outschool to establish, manage or terminate your employment with Outschool, including parties that provide products or services to us or on our behalf and parties that collaborate with us to provide services to you. For example, we engage third parties such as employee benefit plan providers, payroll support services and employee travel management services. In some cases, these parties may also provide certain IT and data processing services to us so that we can operate our business. When we share personal data with these parties we typically require that they use or disclose that personal data only as instructed by Outschool and in a manner consistent with this Privacy Notice. We also enter into contracts with these parties to make sure they respect the confidentiality of your personal data and have appropriate data security measures in place.
If we go through a corporate sale, merger, reorganization, dissolution or similar event, personal data we gather from you may be transferred in connection with such an event. Any acquirer or successor of Outschool may continue to use the data as described in this notice provided that the acquirer or successor is bound by appropriate agreements or obligations and may only use or disclose your personal data in a manner consistent with the use and disclosure provisions of this notice, or unless you consent otherwise.
We may also disclose your personal data to a third party under the following circumstances:
if we in good faith believe we are compelled by any applicable law, regulation, legal process or government authority;
where necessary to exercise, establish or defend legal rights, including to enforce our agreements and policies;
to protect Outschool’s rights or property;
in connection with regular reporting activities to other members of the Outschool corporate family;
to protect Outschool, our other customers, or the public from harm or illegal activities;
to respond to an emergency which we believe in good faith requires us to disclose data to prevent harm; or
with your consent.
Your personal data may be collected, used, processed, stored or disclosed by us and our service providers outside your home jurisdiction, including in the U.S. and Canada, and in some cases, other countries. In most cases, the transfer will be between the U.S. and Canada or in cases of communications and day-to-day duties of your role, to contractors or service providers in other countries. These countries may have data protection laws that are different from the laws of your country.
Outschool’s policy is to comply with local laws, including requirements in certain countries that Outschool notify its employees in that country of its personal data practices, and in some cases, obtain consent to those practices. Where local laws are stricter than the policies described in this notice, Outschool has adopted specific privacy practices in those locations to satisfy those stricter requirements. Where local laws are less strict than this policy, the protections described in this notice will apply.
We use appropriate technical and organizational security measures to protect the security of your personal data both online and offline including the implementation of access controls, implementation of firewalls, network intrusion detection and use of anti-virus software. Please note that no system is completely secure. So, while we strive to protect your data, we cannot guarantee that unauthorized access, hacking, data loss or a data breach will never occur.
It is important that the information contained in our records is both accurate and current. We offer various self-help tools that will allow you to update certain of your personal data in our records. If your personal data changes during the course of your employment, please use these self-help tools to update that data, where available, or let PeopleOps know of those changes.
Several of Outschool’s self-service tools allow you to see and/or update personal data that we hold. If we have personal data that you cannot access via these self-service systems, then you may make a request to PeopleOps. Please make this request in writing (email is fine). We may ask you for information to verify your identity and evaluate your right to access the personal data requested. You can also ask that we delete personal data that you believe is inaccurate or no longer relevant in this same way. Of course, we might need to refuse access to, or deletion of, personal information in certain cases, such as when providing access might infringe someone else’s privacy rights or impact our legal obligations.
In addition to being able to update, correct, and access your personal data, you may also have other data protection rights.
For example, if we have collected and processed your personal data with your consent, then you have the right to withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we carried out prior to your withdrawal, nor will it affect processing of your personal data carried out in reliance on other lawful grounds other than consent.
You can make any of these requests by using the contact details provided in the “Questions?” section below. We will respond to all requests in accordance with applicable data protection laws.
We will keep your personal data for as long as is needed to carry out the purposes we’ve described above, or as otherwise required by law. Generally, this means we will keep your personal data until the end of your employment with us, plus a reasonable period of time after that where necessary to respond to any employment inquiries, deal with legal, tax, accounting or administrative matters, or to provide you with ongoing pensions or other benefits. For applicants, this will be much shorter than for employees.
We may, from time to time, make updates or changes to this Privacy Notice because of changes in applicable laws or regulations or because of changes in our personal data practices. We will give you notice of any material changes that impact your personal data, and where consent is necessary to make a change apply to our practices with respect to your personal data, we will not apply the changes to your personal data until we have that consent.
Questions or inquiries about this notice can be directed to our PeopleOps department or to the privacy counsel firstname.lastname@example.org