Privacy policy
Last updated: June 2022
This Policy covers information Van Norman & Associates, Inc. collects in connection with our Recruitment Services, Consulting Services, and Products (collectively, the “Services”). This Policy also covers information collected through:
Web sites we operate from which you are accessing this Policy (the “Site”),
Software applications we make available for use on or through computers or mobile devices (“Apps”),
HTML-formatted email messages we send to you that link to this Policy (collectively, including the Site and Apps, or the “Online Systems”),
Non-electronic communications, including in-person discussions and telephone conversations.
Collecting Personal Information
Van Norman & Associates, Inc. collects information that identifies you as an individual or relates to an identifiable individual (“Personal Information”) to provide Services to you, our clients, and to operate our business. The type of Personal Information we collect about you depends on the situation.
We may collect your name, contact details and your preferred means of communication. We may also collect your responses to survey and assessment questions.
In the course of our Recruitment Services, we may collect the following types of information about you as a potential candidate: name, address, telephone number, e-mail address, resume information (employment history, education, professional credentials, memberships in professional organizations, skills, etc.), citizenship, information from former employers and other references, and additional information to the extent we have acquired or you have provided us with such information. We also use photos of you that you provide to us or that you make publicly available on the Internet (e.g., LinkedIn). As permitted by applicable laws, we obtain background verification information.
When you are utilizing our Online Systems, we may collect login user credentials like usernames, passwords, and password hints.
Where permitted by law, we may collect compensation and benefits information about you to consult with you or our clients on rewards and benefits.
In certain cases, we request sensitive Personal Information about you. We may use this information to ensure that our Services conform with legal requirements, including equal opportunity laws. Our assessments and surveys may include demographic survey questions like questions about gender, race, age, or country of origin. Except in these limited cases, we encourage you not to provide any other sensitive Personal Information to us, such as government identification numbers, payment card numbers, information related to racial or ethnic origin, political opinions, religious or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership.
Please do not provide us with any Personal Information if you do not agree with this Policy.
Personal Information About Others
If you submit any Personal Information about other people to us or to our service providers, you represent that you have the authority to do so and to permit us to use the information in accordance with this Policy.
Personal Information About You from Other Sources
Personal Information about you may come from our clients to whom we provide Services, or from other third parties.
When providing our Recruitment Services we may obtain Personal Information about you from referrals, networking activities, public databases, joint marketing partners, licensed databases, and social media platforms. The information we collect from these third parties includes information about the identity of potential candidates (e.g., an individual’s name, address, telephone number, e-mail address), information about their background and qualifications (employment history, education, professional credentials, memberships in professional organizations, skills, etc.), citizenship, information from former employers and other references. We also use photos of you that you provide to us or that you make publicly available on the Internet (e.g., LinkedIn). As permitted by applicable laws, we obtain background verification information.
How We Use Personal Information
Van Norman & Associates, Inc. uses your Personal Information to provide our Services to you and your clients.
We do this to fulfill our contractual relationships with you and our clients and where we have a legitimate, beneficial interest in using Personal Information to conduct our business.
In the course of delivering our Services, we may use Personal Information for business purposes including but not limited to:
Creating a profile about you. This profile may be used to identify professional opportunities that we think may be of interest to you. We may contact you from time to time regarding those opportunities.
Contacting individuals for referrals, confirming references, and conducting education and background checks as appropriate.
Researching potential candidates. We may solicit names of, or additional Personal Information regarding, potential candidates in connection with our Recruitment Services to understand the market and provide other advisory services to our clients.
Aggregating and disclosing diversity and other statistical information regarding our candidate and placement activities. We do so to manage our contractual relationship with you, with your consent, or because we have a legitimate business interest.
Responding to your inquiries, fulfilling your requests, verifying your information, or sharing information with you. If you contact us, we keep a record of your contact information and correspondence, and we use information you provide in your message to respond to your inquiry. We do so to manage our contractual relationship with you.
Verifying that the Personal Information we collected about you is accurate and current. We may contact you and use the Personal Information to manage our contractual relationship with you or to comply with a legal obligation.
Operating our business. We may use your Personal Information for our business purposes, such as audits, internal communication regarding candidates and clients, determining the effectiveness of our promotional activities, administering our Services, conducting surveys, maintaining and securing our infrastructure, and for procurement and financial transactions.
Managing our contractual relationship with you and our clients. We may use your Personal Information to comply with a legal obligation, and because we have a legitimate beneficial business interest.
Ensuring our Services are compliant with legal requirements like equal opportunity laws.
Conducting analytics and thought leadership materials. Any published product will refer only to larger, anonymized aggregations of individuals and will not identify you personally or include any results attributable to you. We may retain and use Personal Information about you for research, publication, development, benchmarking and norms, validation, longitudinal studies, trend analysis, to improve and enhance our Services or to develop and market new Services.
Sending you important updates and information, including changes to our terms, conditions, policies, or other administrative information.
How is Information Shared?
While providing our Services, we may disclose your Personal Information to clients who have engaged our services.
Through our Recruitment Services, we disclose Personal Information regarding candidates, including the results of assessments and related data, to prospective employers that have engaged Van Norman & Associates, Inc. to fulfill recruitment requests, or to reference sources.
Through our Coaching, Consulting, and Leadership Development Services, we disclose Personal Information to our clients. Our client may be your employer or an organization with whom you are seeking employment.
If you have completed an assessment or survey at our client’s request as part of our Services, we will not share your assessment results with other clients without obtaining the appropriate consent.
Third parties
Van Norman & Associates, Inc. discloses Personal Information to third parties who provide support for our Services or business operations. These services may include assessment services, including assessment validation services, website hosting and IT consulting services, data analysis, resume verification, background checking, payroll services, public relations services, marketing services, attorneys, accountants, and other administrative and back-up and security services.
As part of providing services, these third parties will be provided with access to Personal Information. In addition, our software development partners may use Personal Information to modify, improve, refine, and validate their technology, research and development.
Van Norman & Associates, Inc. may disclose or transfer all or part of your Personal Information in the event of a sale of our company. We may also disclose or transfer all or part of your Personal Information in the event of a merger or consolidation involving our company.
We cannot and do not assume any responsibility for the actions or omissions of third parties, such as clients, including the way they use Personal Information received either from Van Norman & Associates, Inc. or from other independent sources.
Retention and Deletion of Information
We retain your Personal Information for as long as needed or permitted considering the purpose(s) for which it was obtained.
The criteria used to determine our retention periods include:
The length of time we have an ongoing relationship with you or our client (e.g., for as long as you have an account with us or keep using the Services),
A period beyond the time of the ongoing relationship if we have a legitimate internal operations need, such as a need to retain such information for analysis, record-keeping and compliance with data retention schedules,
Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period before we can delete them), or
Whether retention is advisable considering our legal position (such as regarding applicable statutes of limitations, litigation or regulatory investigations).
Client Consent
By providing information to Van Norman & Associates, Inc. on the Site, software applications, or through any other electronic or non-electronic communications, you are providing consent to use your information as outlined in this Privacy Policy.
If you object, we will remove your profile from our databases, but this will also mean that you will not be considered for opportunities in the future. Refusing to provide required information may also result in our inability to provide Services.
If you have questions about Van Norman & Associates, Inc.’s policies and practices as it relates to handling your information, or if you’d like to withdraw consent, please contact us.