BackCheck Privacy Policy and Governing Guidelines
BackCheck acknowledges and respects the sensitivity of the nature of its business in the background screening industry and upholds strict compliance with the Fair Credit Reporting Act (the FCRA), the Fair and Accurate Credit Transactions Act (the FACT Act), State legislation, and other privacy laws at all times. BackCheck has also taken extreme measures to ensure the quality of our data security to ensure that the data belonging to our clients, their employees, and job applicants is only disclosed to authorized individuals for authorized purposes.
This privacy policy covers BackCheck’s website and the internal procedures BackCheck follows for handling any personal information provided to us through interaction with our clients, their employees, and job applicants, for the purposes of completing services requested by our clients. Additionally, this privacy policy also includes information provided by potential clients or individuals that have provided personal or business information via the BackCheck website, telephone, facsimile, email, or regular mail. BackCheck has established this Privacy Policy to also address questions and inquiries of the level of care with which we manage personal information, including information regarding our clients and potential clients.
1. Personal Information:
Personal information includes any information that can be used to identify an individual which includes, but is not limited to, a first name, middle name, last name, physical characteristics (including height, weight, eye color, and hair color), date of birth, Social Security Number (SSN), Driver’s License number, a home or physical address, email address, telephone number, facsimile number or other contact information. Due to the sensitive nature of our business, BackCheck receives personal information from clients, potential clients, employees of our clients, job applicants, volunteers, and vendors that have applied for employment, volunteer opportunities, or contract positions with our clients. Personal information provided to BackCheck is only disclosed to third parties that require such information to assist in completing services requested by clients of BackCheck. All third parties that receive any personal information from BackCheck are bound by contract and law to uphold the confidentiality of the personal information they may have received, and are also obligated by BackCheck to certify their adherence to this privacy measure before conducting any piece of business with BackCheck.
In general, any individual that views BackCheck’s website remains anonymous. BackCheck does not require any individual that views our website to phone, email, or fax any personal information unless provided voluntarily. BackCheck does not sell or otherwise release any personal information of any kind with any third party mailing list, electronic mailing list, or other mass marketing schemes in any way.
2. Cookies:
The BackCheck client website uses "cookies" to collect information about how our clients use our BackCheck client website, and to also facilitate ease of use of the website. Only BackCheck clients are provided access to our client website, and can only access the website using a secure password and coded identification.
A cookie is a small data file that is transferred to our client’s hard drive and used for record-keeping purposes. A cookie file may contain information such as the Uniform Resource Locator (URL) from which the client came, their Internet Protocol Address (IP Address) and domain type (e.g. “.com” or “.org”, etc.), their browser type, the country, state or other regional jurisdiction, and telephone area code where their server is located, the pages of our site that were viewed during a visit, and any search terms that our client entered on our website. This information is used for internal purposes only, and we do not link our client’s URL or IP address to any personal information unless they have logged into our website with secure password and coded identification.
If the client would prefer not to receive cookies, they can alter the configuration of their browser to refuse cookies, although it is possible that some areas of our website will not function properly if they do so. In particular, a client may be required to accept cookies in order to complete certain actions on BackCheck’s client website.
This site uses ClickTale web analytics service. ClickTale may record mouse clicks, mouse movements, scrolling activity as well as any text you type in this website. ClickTale does not collect personally identifiable information that you do not voluntarily enter in this website. ClickTale does not track your browsing habits across web sites which do not use ClickTale services. For more information see Privacy Policy for Information Collected by the ClickTale Web Analytics Service. We are using the information collected by ClickTale service to evaluate improvements to this website. You can choose to disable the Service at http://www.clicktale.net/disable.html.
3. Service Inquiries:
BackCheck receives service inquiries via our website and other means of contact. If any individual voluntarily chooses to provide BackCheck with personal information via the BackCheck website, email, telephone, or other form of contact, for the purposes of inquiring about any service within BackCheck’s suite of services, BackCheck will hold all personal information confidential, except to qualify the legitimacy of the inquiry to BackCheck.
4. Accountability:
BackCheck assumes entire responsibility for information that is provided by our client to BackCheck. We employ a dedicated compliance officer for the purposes of ensuring BackCheck’s compliance with the principles declared within this Privacy Policy. BackCheck requires that all of our clients agree with and authorize our Privacy and Terms of Service Agreement, which identifies the importance of strict privacy and accountability standards. BackCheck collects information from job applicants, volunteers and vendors for the purposes that are clearly laid out in consent forms, which are provided to our client. BackCheck does not complete any services requested for the purposes of checking a job applicant, volunteer or vendor’s background without the written consent, authorized by the job applicant, volunteer, or vendor submitted to BackCheck. BackCheck also requires that all clients certify that the information BackCheck provides about job applicants, volunteers and vendors is only requested for employment, volunteer or vendor purposes, and no other purposes. In general, BackCheck is classified by the FCRA as a “Nationwide Specialty Consumer Reporting Agency” and as such, we do not conduct “Private Investigations” to satisfy personal motives or to prosecute any individual.
BackCheck continuously updates and trains staff with regards to the importance of protecting personal information. Each BackCheck employee has been thoroughly background screened and has signed a confidentiality agreement. Additionally, BackCheck has signed contractual agreements with third parties organizations who may process information during the course of a background check, and monitors all third parties’ compliance with the FCRA, the FACT Act, the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (the PATRIOT Act), and other relevant privacy legislation, including individual state legislation.
5. Information Retention:
BackCheck only provides background information about individuals for approved clients who have been deemed corporations or businesses in good standing. BackCheck does not release personal information to individuals other than those who are clearly designated by our client. For some services that BackCheck provides, proof of consent documents signed by a job applicant, volunteer or vendor and subsequent background check results are kept on file for a period of seven (7) years for audit and possible legal process. At the end of the 7 year period, BackCheck destroys all personal information and background check results collected about a job applicant, volunteer or vendor both physically and electronically, unless directed by the job applicant, volunteer or vendor or an authorized Government Agency.
BackCheck maintains personal information in strict confidence and does not utilize personal information for reasons other than those that are clearly defined in consent forms as signed by the applicant. BackCheck reserves the right to utilize information that is non-identifiable to specific individuals for statistical purposes. BackCheck requires all clients to maintain strict protocol with respect to access to, storage of, and destruction of information collected during the background checking process. BackCheck also reserves the right to disclose personal information in the event BackCheck sells its business or merges with another company. Should such an event arise, BackCheck will notify interested parties via a clearly noticeable message posted on our website.
6. Safeguards:
Personal information collected by BackCheck is protected by security safeguards appropriate to the sensitivity of the information. BackCheck has advanced security in place to safeguard personal information about our clients and their employees or applicants. Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information. BackCheck has a strict policy for release of personal information to individuals upon inquiry, including identity verification measures. All BackCheck employees have been thoroughly screened, and access to information within our office is restricted to that which is required for designated purposes. The third parties who may provide information to complete components of a background check have been thoroughly screened. BackCheck requires that these organizations also have privacy policies in place to ensure compliance with these principles and conduct business with BackCheck.
7. Access to Personal Information by an Applicant:
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
BackCheck provides access for individuals to view, challenge and if duly warranted amend information as appropriate. BackCheck has a strict protocol in place for the identification of individuals who are requesting access to information we have on file.
BackCheck makes readily available to applicants specific information about our policy and practice relating to the management of their personal information. This policy and practice information is available online for employers, employees and job applicants to view in the section of BackCheck’s website entitled “Applicant Services”.
8. California Privacy Rights:
For information on Your California Privacy Rights, see California Notice of Information-Sharing Disclosure
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