HR Individuals Notice and Privacy Policy

The U.S. Sumitomo Electric Group companies (“Company” or “SEG”) takes your privacy seriously. We want you to know how we collect, use, and disclose your personal information.

Assistance For The Disabled

Alternative formats of this Privacy Policy are available to individuals with a disability. Please contact seuho.cpra@sumitomo.com for assistance.

California Notice at Collection for California Residents

Company collects the personal information identified in Section 1 for the purposes identified in Section 3 and retains it for the period described in Section 5. We do not sell your personal information or disclose it for cross-context behavioral advertising (“sharing”). We also do not collect or process sensitive personal information for the purpose of inferring characteristics about you.

This Privacy Policy explains:

The categories of personal information we collect about you
The categories of sources from which we collect your personal information
The purposes for which we use your personal information
How we may disclose your personal information
How long we keep your personal information
Additional Information for HR Individuals who are California residents
Changes to this Privacy Policy

Scope:

This Privacy Policy applies to the personal information of individuals who are (a) employees, (b) independent contractors, interns, board members, and other individuals who perform work for Company (collectively “Non-Employee Workers”), or (c) employees’ and Non-Employee Workers dependents, emergency contacts, and beneficiaries (“Related Contacts”), (all collectively, “HR Individuals”) in their role as HR Individuals. This Privacy Policy informs HR Individuals about the categories of personal information Company has collected about them in the preceding twelve months as well as the categories of personal information that the Comply will collect about HR individuals in the future.

Except where the Privacy Policy refers only to a specific category of HR Individuals, e.g., employees, this Privacy Policy refers to all categories of HR Individuals collectively.

“Personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular HR Individual.

1 – THE CATEGORIES OF PERSONAL INFORMATION WE COLLECT ABOUT YOU

We may collect the following categories of personal information. Not all categories may be collected about every HR Individual.

A. Employees

Identifiers, for example: real name, alias, telephone number, postal address, e-mail address, signature, bank account name and number for direct deposits, Social Security number for example for tax purposes, driver’s license number, and photographs.
Professional or Employment-Related Information, for example: educational institutions attended, degrees and certifications, licenses, work experience and previous employers, professional memberships and affiliations, seniority, training, employment start and ending dates, and job title.
Compensation and benefits information for employees, for example: salary, bonus and commission, equity compensation information, hours and overtime, leave information, bank details (for payroll and reimbursement purposes only), benefits in which you may be enrolled, and identifying information for dependents and beneficiaries.
Non-public educational information, for example: academic transcripts.
Commercial Information, for example: business travel and expense records.
Internet or Other Electronic Network Activity Information, for example: Internet browsing and search history while using Company’s network, log in/out and activity on Company’s electronic resources, interactions with Company’s Internet web site, application, or advertisement, and publicly available social media activity.
Sensory or Surveillance Data, for example: voice-mails, recordings of meetings or video-conferences, and footage from video surveillance cameras.
§ 1798.80: personal information described under Cal. Civ. Code § 1798.80 to the extent not already included in other categories here, such as benefit information to administer short- and long-term disability benefits as well as other benefit plans or health information in a health emergency or to conduct pre-employment physical examinations
Preferences, for example, hobbies and leisure activities, membership in voluntary/charitable/public organizations, and preferences regarding work tools, travel, hours, food for company events, etc.
Inferences, for example, Company might infer characteristics from a personality assessment completed by employees. The Company does not collect, process or infer characteristics from any sensitive personal information.
Characteristics of Protected Classifications Under California or Federal Law for employees, for example: race, age, national origin, disability, sex, and veteran status as necessary to comply with legal obligations and to support diversity and inclusion programs; disability, medical condition, and pregnancy, childbirth, breastfeeding, and related medical conditions, as necessary to comply with Federal and California law related to leaves of absence and accommodation; and marital and familial status as necessary to provide benefits to employees and for tax purposes.
Biometric information, for example, a unique identifier derived by a biometric timeclock from the distance between points on a fingerprint for a biometric timeclock. The biometric timeclock does not store an image of the fingerprint.
Geolocation data, for example: GPS tracking on Company vehicles.

B. Non-Employee Workers

Company collects the categories of personal information listed in Section 1.A, above, excluding the following categories: (a) Compensation and benefits information for employees; and (b) Characteristics of protected classifications under California or federal law for employees.

In addition, Company collects the following personal information regarding Non-Employee Workers:

Compensation: Amounts paid to Non-Employee Workers for services rendered;

C. Related Contacts

Company only collects contact information about emergency contacts.
Company may collect the following categories of personal information about spouses or domestic partners, dependents, and beneficiaries: (a) Identifiers; (b) Commercial Information if, for example, Company arranges travel for a dependent to attend a Company event; (c) Internet Activity Information if the individual uses Company electronic resources and web sites; (d) Sensory or Surveillance Data if the individual enters Company facilities; (e) § 1798.80 personal information, such as insurance policy numbers if the individual is covered by Company insurance or health information, for example, infectious disease testing when a Related Contact attends a Company event; and (f) Protected Categories of Personal Information, for example, childbirth to administer parental leave, marital status to pay taxes, and familial status to administer benefits.

2 – THE CATEGORIES OF SOURCES FROM WHICH WE COLLECT YOUR PERSONAL INFORMATION

We collect personal information from the following categories of sources. Not all categories apply to every HR Individual.

You, for example, in your job application, forms you fill out for us, assessments you complete, surveys you submit, and any information you provide us during the course of your relationship with us.
Your spouse or dependent with respect to their own personal information.
Vendors and service providers, for example, law firms.
Affiliated companies, for example, when an employee works on a cross-enterprise team, participates in cross-enterprise activities or is transferred from another affiliate company.
Third parties, for example, job references, business partners, professional employer organizations or staffing agencies, insurance companies.
Automated technologies on Company’s electronic resources, for example, to track logins and activity across Company network.
Surveillance/recording technologies installed by Company, for example, video surveillance in common areas of Company facilities, global positioning system (“GPS”) technologies, voicemail technologies, webcams, audio recording technologies, and blue-tooth technologies, any of these with consent to the extent required by law.
Government or administrative agencies, for example, law enforcement, public health authorities, California Department of Industrial Relations, Employment Development Department.
Acquired company, if Company acquired your employer, Company might collect personal information from that employer.

Note: This Privacy Policy does not cover background screening conducted by third-party background check vendors subject to the federal Fair Credit Reporting Act. Company provides separate notices for such screening.

3 – THE PURPOSES FOR WHICH WE USE YOUR PERSONAL INFORMATION

A. General Purposes

We may use the personal information we collect for one or more of the following purposes:

Fulfilling the purpose for which you provided the information or at your direction. For example, if you share your name and contact information to apply for a job or become an employee, we will use that personal information in connection with your employment or potential employment.
Administering the employment relationship including, but not limited to, human resources administration, payroll processing, benefits administration, leave programs, corporate travel and other business expenses, timekeeping, managing work supplies, grievance or disciplinary matters, diversity and inclusion, ascertaining your fitness to work, drug and alcohol screening, worker’s compensation administration, occupational health surveillance, direct threat analysis, and facilitating employee communication and collaboration.
Managing and/or analyzing all aspects of employee performance including, but not limited to, talent management, periodic reviews, performance tracking, promotions, retention, discipline, education, training and development, and data analytics.
Administering the relationship with Non-Employee Workers, including, but not limited to, evaluating the Non-Employee Worker’s qualifications, negotiating and executing work contracts, orientation and familiarization with Company’s working environment, administering the contractual relationship including payments, timekeeping, facilitating communications, and workforce satisfaction.
Administering the relationship with Related Contacts, including, but not limited to, communications, managing and administering benefits, and managing participation in Company events.
Promoting Company and creating a positive environment in the workplace, including, but not limited to, planning and running Company events, conducting surveys, supporting mentorship programs, facilitating engagement activities, running contests, and supporting diversity, equity, and inclusion.
Ensuring compliance with Company policies and applicable laws and regulations, including, but not limited to, developing and enforcing policies and procedures, authenticating your identity, conducting internal audits and investigations, administering Company’s whistleblower hotline, and preparing reports.
Protecting health and safety of HR Individuals, visitors, customers, and the public, including, but not limited to, responding to medical emergencies, reducing the risk of exposure to infectious disease and preventing its spread in compliance with applicable laws and regulations, and protecting the safety and security of Company’s facilities.
Managing the security and integrity of our information and electronic resources including, but not limited to, monitoring use of our electronic resources, preventing unauthorized access to our electronic resources, preventing malicious software distribution, debugging, audits, disaster recovery, business continuity, and cyber security.
Running our business, including, but not limited to, customer service, project management, research, data analysis, and development, quality assurance and improvement, managing licenses, permits, and authorizations applicable to Company’s business operations, maintaining records, and efficiently managing and operating administrative, information technology, and communications systems, risk management and insurance functions, budgeting, financial management and reporting, and strategic planning.
Providing, supporting, personalizing, and improving our website and online services relating to your prospective, current, or former employment or engagement.
Protecting the rights or property of Company, including, but not limited to, detecting and prevent fraud or other types of wrongdoing, managing litigation involving Company, and other legal disputes and inquiries, crisis management, dispute resolution, reporting suspected criminal conduct to law enforcement and cooperating in investigations, short-term transient use of personal information, responding to requests or orders from governmental agencies, exercising Company’s rights under applicable law, and supporting any claim, defense, or declaration involving Company in a case or before a jurisdictional and/or administrative authority, arbitration, or mediation panel.
Corporate transactions: In connection with a corporate transaction, transfer, or assignment of assets, merger, divestiture, or other changes of control or our financial status or any of related subsidiaries or affiliates.

B. Purposes Specific To Certain Categories Of Employees’ Personal Information

We may use the categories of employees’ personal information listed in this Section 3.B for the purposes stated below:

Purposes For Using Employees’ Health Information:

To the extent necessary to comply with Company’s legal obligations, such as to accommodate disabilities
To conduct a direct threat analysis in accordance with the Americans with Disabilities Act and state law
For workers’ compensation purposes
For occupational health surveillance
For occupational health and safety compliance and record-keeping
To conduct fitness-for-duty examinations
To administer leaves of absence and sick time
To provide a wellness program
To respond to an employee’s medical emergency

Note: This Privacy Policy does not cover health information governed by the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH Act), or California’s Confidentiality of Medical Information Act (CMIA) because these laws have their own disclosure requirements.

Purposes For Using Employees’ Protected Categories Of Information:

Company collects information about race, age, national origin, disability, sex, and veteran status as necessary to comply with legal obligations, including the reporting requirements of the federal Equal Employment Opportunity Act, The Office of Federal Contracting Compliance Programs (applicable to government contractors), and state laws, where applicable, such as the California’s Fair Employment and Housing Act. Company also collects information about disability status to the extent an employee may need special assistance during emergencies from Company or from first responders.

Company also collects the following characteristics (in addition to those listed above) for its diversity and inclusion programs (including analytics): (a) religion, (b) sex, (c) gender, (d) pregnancy, (e) childbirth, (f) breastfeeding, or related medical conditions, (g) sexual orientation, (h) disability, (i) gender identity, (j) gender expression, (k) marital status, (l) age, (m) familial status, or (n) ancestry.

Company also uses this personal information for purposes including:

with respect to disability, medical condition, familial status, marital status, and pregnancy, childbirth, breastfeeding, and related medical conditions: as necessary to comply with Federal and California law related to leaves of absence and accommodation;
with respect to military and veteran status: as necessary to comply with leave requirements under applicable law and for tax purposes;
with respect to age: incidentally to the use of birth date for birthday celebrations and identity verification;
with respect to religion and pregnancy, childbirth, breastfeeding, and related medical conditions: as necessary for accommodations under applicable law;
with respect to protected classifications, such as national origin: to the extent this information is contained in documents that you provide in I-9 documentation; and
with respect to marital status and familial status: for Company events and as necessary to provide benefits and for tax purposes.

Company collects personal information about membership in protected categories on a purely voluntary basis, except where required by law, and uses the information only in compliance with applicable laws and regulations.

4 – HOW WE MAY DISCLOSE YOUR PERSONAL INFORMATION

Company generally maintains personal information related to HR Individuals as confidential. However, from time to time, Company may have a legitimate business need to disclose personal information for one of the purposes listed in Section 3, above, to one or more of the categories of external recipients listed below. In that event, Company discloses your personal information only to the minimum extent necessary to achieve the purpose of the disclosure and only if the disclosure is permitted by applicable laws.

Your direction: We may disclose your personal information to third parties at your direction.
Service providers and contractors: Company discloses your personal information to service providers and contractors to assist us in meeting our business needs and contractual and legal obligations.
- Service providers and contractors include auditors, administrative service providers, law firms, travel agencies, benefits providers, and any other entity providing services to Company.
Affiliated companies: Other companies within the SEG family of companies.
Customers: This may include, for example, disclosing a sales representative’s contact information with customers or providing relevant personal information where an employee will work on-site at a customer location.
Business partners: For example, Company might disclose your business contact information to a co-developer of a new product or service with which you will be working.
Government or administrative agencies: These may include, for example, the Internal Revenue Service to pay taxes or the California Department of Industrial Relations as required to resolve workers’ compensation claims.
Public: Company may disclose your personal information to the public as part of a press release, for example, to announce promotions or awards. If you do not want your personal information in press releases, please contact seuho.cpra@sumitomo.com. Company does not disclose sensitive personal information to the public.
Required Disclosures: We may be required to disclose personal information (a) in a court proceeding, (b) in response to a court order, subpoena, civil discovery request, other legal process, or (c) as otherwise required by law.
Legal Compliance and Protections: We may disclose personal information when we believe disclosure is necessary to comply with the law or to protect the rights, property, or safety of Company, HR Individuals, or others.
Corporate Transactions: We may disclose your personal information in connection with a corporate merger, consolidation, bankruptcy, the sale of all, or substantially all, of our membership interests and/or assets or other corporate change, including to any prospective purchasers.

5 – HOW LONG WE KEEP YOUR PERSONAL INFORMATION

Company keeps your personal information no longer than necessary for the purposes described in Section 3 above and in accordance with our HR Record Retention schedule, available from your Human Resources department, unless Company is required to retain your personal information longer by applicable law or regulation, by administrative needs, by legal process, or to exercise or defend legal claims.

6 – ADDITIONAL INFORMATION FOR HR INDIVIDUALS WHO ARE CALIFORNIA RESIDENTS

This Section 6 applies only to HR Individuals who are residents of the state of California.

A. Additional Information Regarding Disclosures of Personal Information

The California Privacy Rights Act (CPRA) requires that we provide you with the following information about sales and “sharing” and disclosures of your personal information to third parties for “business purposes”, as those terms are defined in the CPRA:

Service providers: Company may disclose to service providers any of the categories of personal information listed in Section 1, above, for the business purpose of performing services on Company’s behalf and, in particular, for the specific purposes described in Section 3, above.
Auditors, lawyers, consultants, and accountants engaged by Company: Company may disclose the categories of personal information listed in Section 1, above, to these services providers or contractors for the business purpose of auditing compliance with policies and applicable laws, in addition to performing services on Company’s behalf.
Affiliated companies: Company may disclose any of the categories of personal information listed in Section 1, above, to other companies within the SEG family of companies for the business purposes of (a) auditing compliance with policies and applicable laws, (b) helping to ensure security and integrity, (c) debugging, (d) short-term transient use, (e) internal research, (f) conducting cross-enterprise activities and programs and (g) activities to maintain or improve the quality or safety of a service or device.

No sales or sharing

Company does not sell or “share” (disclose for cross-context behavioral advertising) your personal information in connection with the HR relationship. In addition, we have no actual knowledge that we sell or share the personal information of individuals of any age in connection with the HR relationship, including the personal information of children under 16.

B. Your California Privacy Rights

Subject to applicable law, HR Individuals have the following rights:

Right to Know: You have the right to submit a verifiable request up to twice in a 12-month period for specific pieces of your personal information obtained from you and for information about Company’s collection, use, and disclosure of your personal information.

- Please note that the CPRA’s right to obtain “specific pieces” does not grant a right to the whole of any document that contains personal information, but only to discrete items of personal information. Moreover, HR Individuals have a right to know categories of sources of personal information and categories of external recipients to which personal information is disclosed, but not the individual sources or recipients.

Right to Delete: You have the right to submit a verifiable request for the deletion of personal information that you have provided to Company.

Right to Correct: You have the right to submit a verifiable request for the correction of inaccurate personal information maintained by Company, taking into account the nature of the personal information and the purposes of processing the personal information.

Right to Restrict Use and Disclosure of Sensitive Personal Information: You have the right to restrict Company’s use and disclosure of your sensitive personal information to purposes permitted under the CPRA, such as security, quality control, uses required by law, and disclosures to vendors in support of the permitted purposes. This right only applies to sensitive personal information collected or processed by Company for the purpose inferring characteristics about you.

Note on inferring characteristics: Company does not collect or process sensitive personal information or characteristics of protected classifications for the purpose of inferring characteristics about the HR Individual.

Note on Deidentified Information

At times, Company converts personal information into deidentified information using reasonable measures to ensure that the deidentified information cannot be associated with the individual (“Deidentified Information”). Company maintains Deidentified Information in a deidentified form and does not attempt to reidentify it, except that Company may attempt to reidentify the information solely for the purpose of determining whether its deidentification processes ensure that the information cannot be associated with the individual.

C. How to Exercise Your Rights

Company will respond to requests to know, delete, and correct in accordance with applicable law if it can verify the identity of the individual submitting the request. You can exercise these rights in the following ways:

Call toll free: 1-855-244-5760
Email seuho.cpra@sumitomo.com
Complete the request form for Personal Data Inquiry, available here: https://sumitomoelectric.com/contact-us

D. How We Will Verify Your Request:

We match personal information that you provide us against personal information we maintain in our files. The more risk entailed by the request (e.g., a request for specific pieces of personal information), the more items of personal information we may request to verify your identity. If we cannot verify your identity to a sufficient level of certainty to respond securely to your request, we will let you know promptly and explain why we cannot verify your identity.

E. Authorized Agents

You may designate an authorized agent to exercise your right to know, to correct, or to delete. If an authorized agent submits a request on your behalf, the authorized agent must submit with the request a document signed by you that authorizes the authorized agent to submit the request on your behalf. In addition, we may ask you or your authorized agent to follow the applicable process described above for verifying your identity. You can obtain our “Authorized Agent Designation” form by contacting us at seuho.cpra@sumitomo.com

In the alternative, you can provide a power of attorney compliant with the California Probate Code.

F. Company’s Non-Discrimination and Non-Retaliation Policy

Company will not unlawfully discriminate or retaliate against you for exercising your rights under the California Privacy Rights Act.

7 – CHANGES TO THIS PRIVACY POLICY

If we change this Privacy Policy, we will post those changes on this page and update the Privacy Policy modification date below. If we materially change this Privacy Policy in a way that affects how we use or disclose your personal information, we will provide a prominent notice of such changes and the effective date of the changes before making them.

For More Information

For questions or concerns about Company’s privacy policies and practices, please contact us at seuho.cpra@sumitomo.com

Last Updated: 08/10/2023