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California Residents - Consumer Privacy Act Information

California Consumer Privacy Act (CCPA)

This policy outlines the personal information collected, used, and retained by Forvis Mazars, LLP (hereafter the Firm) and applies to job applicants, independent contractors, and employees who reside in the state of California. This disclosure is to comply with the California Privacy Rights Act (CPRA) which is an amendment to the California Consumer Privacy Act of 2018 (CCPA).

Personal Information Collected

The personal information collected, used, and retained by the Firm includes, but is not limited to, the following categories.

Sensitive personal information

Name
Contact information such as address, telephone number, and email address
Date of birth
Social Security Number
Driver’s license or state/federal government identification number(s)
Financial bank account information
Family, dependents, and/or emergency contacts
Neural data that is generated by measuring the activity of a consumer’s central or peripheral nervous system, and that is not inferred from nonneural information
Other contact information and identifiers including protected classifications under federal and California state law

Internet or other electronic network activity information

Internet browsing and search history that includes geo-location
Intranet activity
Email communications
Firm related social media postings
Stored documents
Network usernames and passwords
Phone calls, call logs, and voicemails
Instant message chat logs
Employee’s use of company-issued software applications and devices

Professional and employment related information

Data submitted with employment applications including salary history, employment history, employment recommendations, etc.
Background check and criminal history
Education information including education history
Work authorization
Fitness for duty data and reports
Performance and disciplinary records
Salary and bonus data
Benefit plan enrollment, participation, beneficiary, and claims information
Leave of absence or accommodation information including religious and family obligations, physical and mental health data concerning employee/applicant and family members

Obtaining Personal Information

Several different methods may be used in obtaining personal information by the Firm.

Directly – Information that is entered or provided by applicants, employees, or independent contractors in person, online, by email, by phone, by document upload, etc.

Directly or Indirectly – Information automatically collected by the Firm based upon website browsing history or network usage by applicants, employees, and independent contractors.

Vendors or Clients – Information shared with third-party vendors or clients based upon interactions by employees and independent contractors at the Firm related to business needs.

Use of Personal Information

The Firm may share personal information with third parties, such as background vendors, third-party human resources and information technology vendors, outside legal counsel, and state or federal governmental agencies. The Firm reserves the right to add/remove the categories of personal information it collects and uses related to this policy at any time. Use of personal information may include:

Collect and process employment applications, including confirming eligibility for employment, background related checks, checks regarding fitness for duty, onboarding, and related recruiting efforts
Evaluate an individual’s appropriateness for a particular position at the Firm, or promotion to a new position
Processing payroll and employee benefit plan and program design and administration including enrollment and claims handling, and leave of absence administration
Maintaining personnel records and record retention requirement
Communicating with employees/applicants and/or employee’s emergency contacts and plan beneficiaries
Complying with applicable state and federal labor, employment, tax, benefits, workers compensation, disability, equal employment opportunity, workplace safety, and related laws, guidance, or recommendations
Preventing unauthorized access to, use, or disclosure/removal of the Firm’s property, including the Firm’s information systems, electronic devices, network, and data ensuring and enhancing employee productivity and adherence to the Firm’s policies
Investigating complaints, grievances, and suspected violations of Firm policy
Design, implement, and promote the Firm’s diversity and inclusion programs
Ensure compliance and secure use of the Firm’s information system resources
Physical formats, including paper documents, printed images, vinyl records, or video tapes
Digital formats, including text, image, audio, or video files
Abstract digital formats, including compressed or encrypted files, metadata, or artificial intelligence (AI) systems that are capable of outputting personal information
Improve safety of employees, applicants, customers, and the public with regard to use of Firm property and equipment
Improve accuracy of time management systems
Client engagement and other legitimate business purposes

Rights Under the CCPA

Individuals may exercise their rights based upon the guidance outlined under the CCPA.

Right to Know

You have the right to request about the Firm’s collection, use, and disclosure of your personal information. Once the Firm receives and verifies your request, unless an exemption applies, we will disclose to you the categories and sources of how personal information was collected and shared.

Right to Delete
You have the right to request that we delete any of your personal information that we collected and retained. Once we receive and verify your request, we will delete, de-identify, or aggregate your personal information. In the event an exception applies, the Firm may deem it necessary to deny the request based upon business or legal obligation.

Right to Correct
You have the right to request that we correct your personal information if it is inaccurate. Once we verify your identity and confirm that your personal information is inaccurate, we will correct your personal information.

Right to Limit the Use of Sensitive Personal Information
You have the right to direct or limit the use of your sensitive personal information to uses which are necessary to perform the services reasonably expected. However, the Firm only uses sensitive personal information for employment related purposes.

Right to Opt Out
If applicable, you have the right to opt out of the 1) sale of personal information, 2) sharing of your personal information, and 3) use of personal information in automated decision-making technology in connection with decisions about the consumer’s work performance, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements. 4) sharing consumer personal information with another business as an asset, as a part of a merger, acquisition, bankruptcy, or other transaction.

The Firm does not share personal information for the purpose of cross-contextual behavioral advertising or process your personal information with automated decision-making.

Right to Non-Discrimination
The Firm prohibits discrimination and retaliation against individuals who exercise their rights under the CCPA.

Submitting a Request Under CCPA Rights

For personal information requests, we may ask for verification of your identity before processing your request. This includes, but not limited to, your full name, contact information, and your relationship with the Firm. If you are submitting a request on behalf of someone else, written authorization may be needed as proof for acting on behalf of someone else including a valid power of attorney. Depending on the nature of the request, the Firm may ask you to provide additional information. Once the Firm receives this information, the request will be reviewed, and a response will be determined.

If you need to submit a request under CCPA Rights, contact:

Compliance Officer

4350 Congress Street, Suite 900

Charlotte, NC 28209

704-367-7030

Email: privacy.notice@us.forvismazars.com

Response Time & Delivery Method Under CCPA Rights

The Firm will acknowledge a request within 10 business days of its receipt under the CCPA. The Firm will respond to a request within 45 days of its receipt. If more time is required to respond (up to 45 additional days for a total of 90 days from receipt of the request), we will inform you of the reason and extension period in writing. We will deliver our written response by mail or electronically. The response provided may also explain the reasons we cannot comply with a request, if applicable.

Questions

If you have any questions regarding the CCPA, contact:

Compliance Officer

4350 Congress Street, Suite 900

Charlotte, NC 28209

704-367-7030

Email: privacy.notice@us.forvismazars.com

I acknowledge

By selecting "I acknowledge" from the checkbox below, I acknowledge that I have read the Privacy Policy and hereby consent to the terms described therein. California residents acknowledge that I have read and consent to the California Consumer Privacy Act Policy.

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Job Applicant Privacy Notice

FORVIS Global Advisory (UK) Ltd. (“FORVIS UK”/”we”/”us”) is a data controller aware of its obligations under the General Data Protection Regulation (GDPR), Data Protection Act 2018 and current data protection legislation. We are committed to processing your data securely and transparently. This privacy notice sets out, in line with data protection obligations, the types of data that we collect and hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

FORVIS UK, whose registered office is 107 Cheapside, London, EC2V 6DN, is registered with the Information Commissioner’s Officer (reference number: ZA730725).

1. Data protection principles

In relation to your personal data, we will:

Process it fairly, lawfully and in a clear, transparent way.
Collect your data only for reasons that we find proper for your application and (if your application is successful) in the course of your employment in ways that have been explained to you.
Only use it in the way that we have told you about.
Ensure it is correct and up to date.
Keep your data for only as long as we need it.
Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.

2. Types of data we process

We may hold many types of data about you, including:

Your personal details including your name, address, date of birth, email address, phone numbers.
Gender.
Information included on your CV and application form including references, education history, qualifications and employment history.
Any information you provide to us during an interview.
Documentation relating to your right to work in the UK.

We may also collect, store and use the following types of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
Information about your health, including any medical condition, health and sickness records.
Information about criminal convictions and offences (please see below for further information).

3. How we collect your data

We collect data about you in a variety of ways including the information you would normally include in a CV or a job application, or notes made by our recruiting team

during a recruitment interview. Further information will be collected directly from you when your complete forms at the start of your employment, for example,

your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving license, passport or other right to work evidence.
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies. Personal data is kept in personnel files or within the Company’s HR and IT systems.

4. Why we process your data

The law on data protection allows us to process your data for certain reasons only:

In order to perform the employment contract that we are party to.
In order to carry out legally required duties.
In order for us to carry out our legitimate interests.
To protect your interests.
In limited circumstances, with your consent and where something is done in the public interest.

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data.
We need to collect your data to ensure we are complying with legal requirements such as:

Carrying out checks in relation to your right to work in the UK.
Making reasonable adjustments for disabled employees.

We also collect data so that we can carry out activities which are in the legitimate interests of FORVIS UK.
We have set these out below:

Making decisions about who to offer employment to.
Making decisions about salary and other benefits.
Assessing training needs.
Dealing with legal claims made against us.

If you are unsuccessful in obtaining employment, we will seek your consent to retaining your data in case other suitable job vacancies arise within FORVIS UK for which we think you may wish to apply. You are free to withhold your consent to this and there will be no consequences for withholding consent.

5. Special categories of data

Special categories of data are data relating to your:

Health
Sex life
Sexual orientation
Race
Ethnic origin
Political opinion
Religion
Trade union membership and
Genetic and biometric data.

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

You have given explicit consent to the processing.
We must process the data in order to carry out our legal obligations.
We must process data for reasons of substantial public interest.
You have already made the data public.

We will use your special category data:

For the purposes of equal opportunities monitoring
Where information is provided about your disability status, to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

6. Criminal Conviction Data

We may only use information relating to criminal convictions where the law allows us, and we have a legitimate reason, to do so. For some roles there is a regulatory requirement or expectation that criminal record checks will be conducted, and for all roles appropriate checks are considered necessary to protect our business and its systems and to ensure we maintain the trust of clients. It is also a requirement of some of our clients. Our legitimate interests are pursued by ensuring that, as far as practicable, we have trustworthy staff who can be relied up on to operate within the law and the checks are necessary to enable us to perform or exercise our employment law rights and obligations. In all cases we will ask you to authorise our third party screening provider to obtain a basic criminal record disclosure from the Disclosure and Barring Service (DBS) as part of our background screening checks. Our Basic Checks will not include in any criminal record disclosures information on spent convictions. For regulated professions (including accountants), a Standard Check may be required, which will reveal details of convictions (both spent and unspent), cautions (both spent and unspent) and police reprimands and warnings. This data will usually be collected at the recruitment stage, however, may also be collected during your employment should you be successful in obtaining employment.

7. Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

8. If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with (as appropriate), your application.

9. Sharing your data

Your data will be shared with colleagues within FORVIS UK where it is necessary for them to undertake their duties with regard to recruitment. This includes, for example, the HR department, those in the department where the vacancy is who responsible for screening your application and interviewing you, the IT department where you require access to our systems to undertake any assessments requiring IT equipment. In some cases, we will collect data about you from third parties, such as employment agencies. Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data in order to:

Obtain employment references as part of the recruitment process.
Obtain a criminal records check.
Obtain financial credit check.
Obtain right to work check in the UK.

We share your data with bodies outside of the European Economic Area. These countries are the US and the reason for sharing with these countries is the USA is FORVIS UK’s Head Office location. We have put the following measures in place to ensure that your data is transferred securely and that the bodies who receive the data that we have transferred process it in a way required by EU and UK data protection laws:

FORVIS UK has an intra-group data transfer agreement in place which regulates cross-border transfers of your personal information within the group. FORVIS UK is also self-certified for data transfers from the EU to the US under the EU-US Privacy Shield.

10. Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with data protection requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

11. How long we keep your data for

In line with the data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in obtaining employment with us. If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise end so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent manner. If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for 12 months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent. If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you.

12. Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we
hold on you. These are:

The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below)
The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
The right to portability. You may transfer the data that we hold on you for your own purposes.
The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our (or a third party’s) legitimate interests. You also have the right to object where we are processing your personal information for direct marketing purposes.
The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so. If you wish to exercise any of the rights explained above, please contact the recruitment team in the first instance, who will refer to the Director of IT Risk and Compliance.

13. Data Privacy Manager

While we are not obliged to appoint a Data Protection Officer, we have appointed a data privacy manager to oversee compliance with this privacy notice. This is the Director of IT Risk and Compliance. If you have any questions about this privacy notice or how we handle your personal information, please contact the data privacy manager at Andrew.Thayil@forvis.com.

14. Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner’s Office (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

You must indicate that you have read the privacy notice and consent to the processing of your personal data before you can continue.

I accept.

Application Process