Privacy Policy and Governing Guidelines

In order to accomplish daily client requests, R.O.G. Screening and Selection, LLC gathers personal information about individuals. We are committed to excellence and protection of the privacy of individuals and clients and complying with the Fair Credit Reporting Act (FCRA).

1. Accountability

An organization is responsible for personal information under its control and shall designate an individual or individuals who are accountable for the organization’s compliance with the following principles.

R.O.G. Screening and Selection, LLC assumes entire responsibility for information that is provided by our clients to us. R.O.G. Screening and Selection, LLC has assigned a privacy officer who is responsible for ensuring the organization’s compliance with these principles. R.O.G. Screening and Selection, LLC asks all of our clients to sign our Privacy and Terms of Service Agreement, which identifies the importance of strict privacy and accountability standards. R.O.G. Screening and Selection, LLC continuously updates and trains staff with regards to the importance of protecting personal information. Each R.O.G. Screening and Selection, LLC representative has been thoroughly screened and has signed a confidentiality agreement. R.O.G. Screening and Selection, LLC has signed contractual agreements with third party organizations who may process information during the course of a background check. R.O.G. Screening and Selection, LLC monitors all third parties’ compliance with FCRA principles.

 

2. Identifying Purposes

The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected.

R.O.G. Screening and Selection, LLC has developed consent forms that clearly identify the purpose for which personal information is being gathered. In general, the purpose of gathering personal information is to complete components of a background check during the hiring process. Only personal information that is required to complete the service(s) is collected prior to conducting any searches. Clear written disclosure of the reason for that request is mandatory.

3. Consent

The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except when inappropriate. R.O.G. Screening and Selection, LLC collects information from individuals for the purposes that are clearly laid out in consent forms, which are provided to our client. R.O.G. Screening and Selection, LLC does not complete any services without the written consent of a candidate having been viewed by our office. R.O.G. Screening and Selection, LLC has obtained legal opinion regarding the compliance of our consent forms with this principle, and can refer our clients to legal counsel for their further comfort. Background information subsequently collected is only disclosed to parties as specified on the consent form.

4. Limiting Collection

The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.

Personal information is collected on clearly laid out consent forms, or is verbally communicated to the extent that is required to complete R.O.G. Screening and Selection, LLC service components. R.O.G. Screening and Selection, LLC recommends that clients collect information

 

5. Limiting Use, Disclosure & Retention

Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by the law. Personal information shall be retained only as long as necessary for fulfillment of those purposes.

R.O.G. Screening and Selection, LLC does not use personal identification information for reasons other than those specified in consent forms that individuals sign during the employment process. R.O.G. Screening and Selection, LLC only provides background information about individuals for approved clients who have been deemed corporations in good standing. R.O.G. Screening and Selection, LLC does not release personal information to individuals other than those who are clearly designated by our client.

R.O.G. Screening and Selection, LLC 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. Information that is non-identifiable to specific individuals may be used for statistical purposes. R.O.G. Screening and Selection, LLC encourages all clients to maintain strict protocol with respect to access to, storage of, and destruction of information collected during the background checking process.

 

6. Accuracy

Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.  Information that is submitted by applicants and/or our clients to R.O.G. Screening and Selection, LLC is transferred into our secure database. When completing background check components, R.O.G. Screening and Selection, LLC upholds a high standard of accuracy and verification of accuracy of work completed.

 

7. Safeguards

Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.

R.O.G. Screening and Selection, LLC has advanced security in place to safeguard personal information about our clients and their employees or employment applicants.

Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information.

R.O.G. Screening and Selection, LLC has a strict policy for release of information to individuals upon inquiry, including identity verification.

All R.O.G. Screening and Selection, LLC employees have been thoroughly screened, and within our office, access to information 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. These organizations have privacy policies in place to ensure compliance with these principles.

8. Openness

An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.

This policy is available online for employers, employees, and employment applicants to view. A printed copy can be mailed to an individual as requested.

R.O.G. Screening and Selection, LLC does not provide information to any subsidiaries.

R.O.G. Screening and Selection, LLC may disclose personal information to other agencies for the purposes of completing components of a background check.

 

9. Individual Access

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.

R.O.G. Screening and Selection, LLC provides access for individuals to view, challenge, and if duly warranted, amend information as appropriate. R.O.G. Screening and Selection, LLC has a strict protocol in place for the identification of individuals who are requesting access to information we have on file.

10. Challenging Compliance

An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals for the organization’s compliance.

Should a challenge be enacted, any corrections or amendments that are made will be forwarded to the end-user who originally requested the background check. Should a challenge remain unresolved, the existence of an unresolved challenge will be documented and forwarded to the end-user.

R.O.G. Screening and Selection, LLC is available to receive verbal or written complaints and R.O.G. Screening and Selection, LLC will take all necessary action to resolve justified complaints.

For inquiries please email; support@rogscreening.net  If you have any questions regarding our privacy policy, please contact us.