Privacy and Security Policy for Talent PreCheck Platform

(A DBA of Unique ERP Inc.)

1. Introduction

Talent PreCheck, a DBA of Unique ERP Inc. (“we,” “us,” or “our”), is a secure, enterprise-grade platform designed exclusively for organizations to host and manage employee data for employment verification and moonlighting monitoring. Built on Zoho’s integrated infrastructure, our platform leverages advanced cloud technologies to deliver robust data privacy and security while ensuring seamless integration with your HR system. This Privacy and Security Policy outlines how we collect, use, store, and protect data in compliance with applicable U.S. state and federal laws.

2. Scope and Platform Use

• Organizational Use Only:
  Talent PreCheck is exclusively for organizations. It functions as an extension of your HR system for automating employment verifications and monitoring moonlighting activities. Individual access is prohibited.

• Data Consistency:
  The data hosted on Talent PreCheck mirrors the information maintained in your organization’s HR system. Any updates must be performed directly within your HR system.

3. Data Collection

We collect and process data provided by organizations, including:

3.1 Employee/Contractor Data

• Basic Information: Full name, job title, employment dates, and unique employee/contractor IDs.

• Employment Verification Data: Work history details, employment status, and verification records.

• Moonlighting Monitoring Data: Information relevant to tracking dual employment or contractual engagements.

3.2 Organizational Data

• Company Details: Legal name, registered address, contact details, and tax identification numbers.

• Authorized User Data: Information about HR administrators and authorized personnel who manage the platform.

3.3 Usage Data

• Technical Data: IP addresses, browser type, device information, and usage logs collected automatically to enhance performance and security.

4. Data Usage

Data shared on Talent PreCheck is used solely for:

• Employment Verification:
  Enabling authorized third parties (e.g., background verification companies) to confirm employment histories.

• Moonlighting Monitoring:
  Assisting organizations in tracking and managing dual employment activities in accordance with their internal policies.

• Platform Operations:
  Enhancing the functionality, performance, and security of the platform.

• Compliance and Reporting:
  Meeting legal, regulatory, and internal audit requirements.

5. Data Storage and Retention

• Zoho Integrated Infrastructure:
  Our platform is hosted on Zoho’s secure, cloud-based infrastructure, which complies with global standards such as SOC2, ISO 27001, and other relevant certifications.

• Data Consistency:
  All data stored on Talent PreCheck is synchronized with your HR system and updated as per your organizational policies.

• Retention Period:
  Data is retained only as long as necessary for employment verification, monitoring purposes, and compliance with applicable legal obligations.

6. Data Sharing and Third Parties

• Authorized Access:
  Only authorized personnel from your organization and verified third parties (e.g., background verification companies) may access data for legitimate business purposes.

• Legal Compliance:
  We may disclose data if required to comply with a valid subpoena, court order, or governmental request.

• Business Transfers:
  In the event of a merger, acquisition, or sale of assets, data may be transferred under strict confidentiality obligations.

7. Data Security Measures

Talent PreCheck employs robust security measures to protect your data:

• Encryption:
  All data is encrypted in transit and at rest using industry-standard protocols.

• Access Controls:
  Role-based access and multi-factor authentication (MFA) ensure that only authorized users can access the platform.

• Regular Audits:
  We conduct frequent security audits, vulnerability assessments, and penetration tests to identify and address potential risks.

• Monitoring:
  Continuous monitoring and logging of access and activity help detect and mitigate unauthorized access or anomalies.

8. Moonlighting Monitoring

• Policy Integration:
  Organizations using Talent PreCheck must incorporate a moonlighting clause in their employment or contractor agreements.

• Consent:
  By engaging with the platform, employees and contractors acknowledge that their data may be used for monitoring dual employment activities.

• Enforcement:
  Organizations may take appropriate action if unauthorized moonlighting is detected, following their internal policies and applicable legal guidelines.

9. Refund and Earnings Payout

• Refund Policy:
  Payments for services such as employment verifications are non-refundable unless a technical error occurs on the platform or as otherwise mandated by law. Refund requests will be processed within 14 business days upon review.

• Earnings Payout:
  Organizations contributing data may earn revenue based on verification transactions. Payouts are processed monthly, provided the earnings meet the minimum threshold, and are subject to applicable tax obligations.

10. User Rights

While Talent PreCheck is designed exclusively for organizational use, employees or contractors may exercise their rights indirectly through their organization's HR department, including:

• Access: Requesting a copy of the data maintained about them.

• Correction: Requesting updates to inaccurate data.

• Deletion: Seeking deletion of data where legally permissible.

• Opt-Out: Withdrawing consent for marketing communications where applicable.

11. Compliance with U.S. State Laws

Talent PreCheck adheres to privacy laws across all U.S. states, including:

• California Consumer Privacy Act (CCPA)

• Virginia Consumer Data Protection Act (VCDPA)

• Other applicable state and federal laws

For state-specific inquiries or rights, please contact us at the address below.

12. Data Usage for Service Purposes Only

The data provided to Talent PreCheck will be used solely to facilitate the services for which the platform is designed—namely, employment verification and moonlighting monitoring. Under no circumstances will the data be used for marketing, promotional, or any unrelated purposes without explicit consent.

13. No Direct Employee/Contractor Access and HR System Integration

• Data Consistency:
  The information hosted on Talent PreCheck is a mirror of the data in your organization’s HR system.

• No Direct Access:
  Employees or contractors do not have direct access to the platform. All modifications to their data must be performed within the organization’s HR system.

• Integration:
  Talent PreCheck serves as an extension of your HR system, automating employment verification and moonlighting monitoring while ensuring that the primary data remains managed within your secure HR environment.

14. Changes to This Policy

We reserve the right to update this Privacy and Security Policy as needed. Significant changes will be communicated via email or through notices on the platform. Continued use of Talent PreCheck after such changes constitutes acceptance of the updated policy.

15. Contact Information

For any questions or concerns regarding this policy, please contact us at:

• Email: privacy@talentprecheck.com

• Mailing Address: 5900 Balcones Drive # 23863, Austin, Texas 78731 United States

By using the Talent PreCheck platform, you acknowledge that you have read, understood, and agreed to this Privacy and Security Policy.

This policy is designed to provide comprehensive transparency and robust security assurance for organizations using Talent PreCheck. Please review it periodically for updates or modifications.