Personal information protection policy
Salient Hotel is committed to protecting the personal information entrusted to us by our employees. It is our mandate to maintain your personal information in regards to the US personal information Act and other regulations. The policy describes the requirements and activities we follow in safeguarding your information. The policy also describes the information we collect or about you, whom we disclose it to and how we use it.
This policy implies to Salient Hotel and to any individual who is working on our behalf. A copy of the policy is given to any person upon making a request.
Personal information according to the organization
Person information is described as information about a person which can be regarded as private. It consists of an employee’s name, phone numbers, age, sex, marriage information, financial information, educational information, home address, etc.
The personal information collected
We only get information that we require for security purposes and also knowing our employees. The information collected is;
- Applications and Resumes
- Letter of offer and acceptance of employment
- Wage and benefit information
- Important policy acknowledgment sign-off sheets
As an overall rule, Salient gets information directly from the person. In various situations where information about you is with a third party, the organization will request your authorization prior to getting the information from the sources (Moussa, 2015). For instance, such permissions could be provided indirectly or directly.
However, where allowed or needed by law or relevant authorities, we may get information without your consent.
The performance of employees, either in paperwork, computer database or any storage locations belongs to us, and that output and the tools used to do the work are subject to evaluation and checking by the organization.
During business hours, we may check to evaluate employee operations, the premises, and property. For instance, some areas within our premises are fitted with surveillance cameras. The cameras are mostly in risky areas for the purposes of security and monitoring. The surveillance cameras are present to protect employees and any third parties against theft and damage of properties (Chang, Liu & Lin, 2015). However, captured continuously images are always damaged and not shared with a third person unless there is a suspicion of illegal activity then they are turned over to the police or relevant authorities.
This part does not suggest that all employees will be checked and evaluated or rather their actions to constant surveillance. The organization does not have a role to monitor but this is only meant to bring to your attention aspects such as monitory can take place and may lead to the collection of important information from the employees especially through the use of our equipment. Through this, employees should not anticipate privacy with regards to the use of Salient’s resources.
The organization will provide phones, computers, and other accessories to the marketing department for use either within or in the fields. The phones will be charged with every requirement to allow the team to make calls, send SMS and also use the internet to communicate with the customers. However, it is important to note that these materials are subject to monitoring to find out whether they are used for business purposes. It is the mandate of the organization to ensure that the employees mean business when in the fields doing marketing or within the organization (Holland, Cooper & Hecker, 2015). For instance, the usability of the call airtime will be monitored through our service providers for certainty. We want to assure you that no personal information will be released to the third party because this checks will only take place during working hours.
When do the organization disclose your personal information?
The organization may share information about you with our employees, contractors, who may need such information to help us in creating or terminating our employment contract with you. They include parties who give products or services to us. For instance, such parties may also offer some information technology and operational data services to us to allow us to operate effectively. Moreover, we may also disclose your personal information upon the request from legal bodies or authorities such as police, courts, etc. Upon the release of your personal information to the relevant authorities, we will not be liable for any information leaked to the public domain.
In addition, employee’s personal information may also be disclosed or transferred to a third party in the event of a change of ownership such as mergers, acquisitions, etc. Based on this, personal information of the employees will be transferred to the database of the next management to continue with the contract. However, the organization may fail to transfer the information to the new management upon the request of the employee to seek a different job.
Furthermore, your personal information may be disclosed:
- To safeguard the rights and property of Salient
- With your consent where required by law
- In an emergency situation or where relevant to protect the safety of an individual or group
Notification and consent
The organization does not have any obligation to request for your consent unless the stated otherwise by the law or regulations. It is important to understand that your personal information remains with us and its disclosure depends on the weight of the issue seeking its disclosure (Wang, Duong & Chen, 2016). In cases where the organization wants to terminate or create an employment contract, they have a duty to share your information with relevant parties. For instance, they can outsource for an organization to help clarify of the information an employee provided. Therefore, your information can be released to a third party without your consent.
However, where your consent is needed, the organization will make an initiative to seek your opinion of the same. Based on this, the organization will only carry on with the process after your approval or consent. In this case, if the organization proceeded with the operation without your consent, then you serve the right to sue or to request for a reason as to why that happened.
How your information secured
Salient Hotel tends to keep physical, and process security that is relevant to the sensitivity of the information. The protections developed to protect your personal information from loss and unauthorized access, copying, disclosure or modification.
The duration for retaining personal information
Unless permitted by applicable laws, our organization tends to keep your information for as long as it is believed to meet the role for which it was obtained such as the role of attaining any legal, accounting or other recording needs (Solove & Schwartz, 2014). However, rather than destroying the personal information, we may opt to make it anonymous.
Updates of your personal information
It is significant that the information in our database is accurate and up to date. In case you happen to change the information you gave to us in the course of your employment, kindly keep us informed of the changes to allow us to make an update. In some cases, we may disagree with your request to modify your information and will preferably provide an alternative way to record.
Personal information accessibility
An employee can request to see personal information that is held about him or her. In case the person wants to review, verify or correct, it is important to contact a privacy officer through the contact information provided. Kindly note that such communications must be in writing.
Upon requesting to access your information, we may ask for particular information from you to allow us to conform to your right to access and search for and give you the information the organization has about you. The organization may charge a small fee to allow you to see your information but we will advise you on any charges prior to this date. In case you need assistance in making your request, kindly contact or visit the privacy department.
The right to access your information we have about you is not guaranteed. There are situations where the law or regulations wants us to deny such requests. Moreover, the information can be destroyed or made anonymous based on our record keeping practices and duties.
In case we are unable to offer you with access to your information, the organization will inform you the reason as to why in regards to the legal requirement.
Chang, S. E., Liu, A. Y., & Lin, S. (2015). Exploring privacy and trust for employee monitoring. Industrial Management & Data Systems, 115(1), 88-106.
Holland, P. J., Cooper, B., & Hecker, R. (2015). Electronic monitoring and surveillance in the workplace: The effects on trust in management, and the moderating role of occupational type. Personnel Review, 44(1), 161-175.
Moussa, M. (2015). Monitoring employee behavior through the use of technology and issues of employee privacy in America. Sage Open, 5(2), 2158244015580168.
Solove, D. J., & Schwartz, P. (2014). Information privacy law. Wolters Kluwer Law & Business.
Wang, T., Duong, T. D., & Chen, C. C. (2016). Intention to disclose personal information via mobile applications: A privacy calculus perspective. International Journal of Information Management, 36(4), 531-542.