1) Overview
This Applicant Privacy Notice explains how we collect, use, disclose, retain, and protect personal information in connection with recruiting, hiring, and pre-employment screening. This notice applies to information processed through our careers site, application forms, applicant tracking system (“ATS”), recruiting communications (including email, phone, and text), interviews, and related hiring activities.
2) Personal Information We Collect
Depending on the role and stage of the process, we may collect the following categories of information:
A. Identifiers and contact details
Name, email address, phone number, mailing address, and similar contact information.
B. Professional and application information
Resume/CV, employment and work history, education, skills, training, certifications and licenses (including trade credentials), professional memberships, references, and information you provide in interviews or communications.
C. Recruiting process information
Interview notes, scheduling details, assessments or work samples you submit, communications with you, and information about your candidacy status.
D. Background screening and verification information (where permitted/required)
Criminal background checks, motor vehicle record (MVR) checks (especially for driving roles), employment/education verification, reference checks, and similar screening results. We typically obtain these through authorized service providers and/or with your consent where required.
E. Eligibility and compliance information
Information needed to evaluate eligibility to work and comply with legal obligations (for example, work authorization information after an offer, where applicable).
F. Sensitive information (handled with heightened care)
Certain information may be considered sensitive by nature, such as government identification numbers (e.g., Social Security number), driver’s license number, drug testing results, or medical/disability-related information (e.g., accommodation requests). We limit collection of this information to what is necessary and appropriate for lawful hiring and onboarding purposes.
G. Equal employment opportunity (EEO) information (if voluntarily provided or required)
Voluntary demographic data (such as gender, race/ethnicity, veteran status, or disability status) may be collected for EEO reporting and compliance purposes. This information is used in an aggregated/administrative manner and is not used to make hiring decisions except as permitted by law.
3) Sources of Personal Information
We may collect personal information from:
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You (applications, resumes, forms, interviews, communications);
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References you provide;
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Public sources (e.g., professional networking sites, trade credential verification sources) as permitted by law;
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Recruiting platforms and job boards you use to apply;
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Our service providers (ATS, scheduling, assessments, background check/MVR, drug testing, and verification providers);
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In limited cases, staffing agencies or recruiting partners.
4) How We Use Personal Information
We use personal information for legitimate recruiting and hiring purposes, including to:
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Process and evaluate your application and qualifications;
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Communicate with you and schedule interviews;
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Conduct interviews and assess skills, work samples, and role fit;
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Verify information you provide and perform background checks/MVR checks/drug testing where relevant and legally permitted;
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Make hiring decisions and prepare offer and onboarding steps;
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Provide accommodations during the application/interview process;
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Improve our recruiting operations, including internal analytics (e.g., time-to-fill, source effectiveness);
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Protect the security and integrity of our systems and prevent fraud or misuse;
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Comply with applicable laws, regulations, and legal processes, and to establish, exercise, or defend legal claims.
5) Disclosures of Personal Information
We may disclose applicant personal information to the following categories of recipients, as needed for recruiting and hiring:
A. Service providers and processors
Vendors who provide services such as applicant tracking, recruiting workflow tools, interview scheduling, communications (including SMS where used), assessments, background checks/MVR checks, drug testing, credential verification, and IT/security support. These providers are contractually required to protect personal information and use it only for providing services to us.
B. Affiliates and internal stakeholders
Authorized Company personnel involved in recruiting and hiring, including HR, hiring managers, interviewers, and (where appropriate) operations leadership. Access is limited based on role and need-to-know.
C. Legal and compliance recipients
Professional advisors (e.g., lawyers, auditors, insurers) and government authorities or other parties when required by law or necessary to respond to legal process, protect rights/safety, or investigate suspected misconduct or security incidents.
No sale of applicant personal information. We do not sell applicant personal information in exchange for money. We also do not disclose applicant personal information for cross-context behavioral advertising purposes.
6) Background Checks, Drug Testing, and Screening
Certain roles may require additional screening (e.g., criminal background checks, MVR checks, credential verification, or drug testing) based on job duties and legal requirements. When a third-party consumer reporting agency is used, you will receive any required notices and authorizations under applicable law (including the Fair Credit Reporting Act) and any required pre-adverse/adverse action notices if screening information may affect an employment decision.
7) Automated Decision-Making and AI laceholder
We may use tools that help manage recruiting workflows (such as resume intake, scheduling, and organizing candidate information). Hiring decisions are not made solely by automated means without human review. If we use assessment or ranking tools, we use them to support—not replace—human evaluation.
8) Data Retention
We retain applicant personal information for as long as reasonably necessary to:
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Conduct the recruiting process and document hiring decisions;
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Comply with recordkeeping and legal obligations;
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Maintain appropriate business records and defend or respond to legal claims.
Retention periods vary based on the role, the type of information, and applicable legal requirements. We may retain certain information longer when required by law or when a legal hold is in place.
9) Security
We maintain reasonable administrative, technical, and physical safeguards designed to protect applicant personal information against unauthorized access, disclosure, alteration, or destruction. No security measures are perfect, and we cannot guarantee absolute security.
10) Your Choices and Requests
We maintain reasonable administrative, technical, and physical safeguards designed to protect applicant personal information against unauthorized access, disclosure, alteration, or destruction. No security measuYou may request access to, correction of, or updates to certain applicant information by contacting us at the address below. We will respond consistent with applicable law and legitimate business needs (for example, we may retain certain information for compliance and legal defense purposes even if you request deletion).
If you need a reasonable accommodation to apply or interview, please contact us using the accommodation contact below. res are perfect, and we cannot guarantee absolute security.
11) Contact Us
If you have any questions about this Applicant Privacy Policy, You can contact us:
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Privacy Contact: dataprivacy@mooremech.net
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Recruiting/HR Contact: mooremechanical@mooremech.net
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Accommodation Requests: mooremechanical@mooremech.net or (800) 504-1058
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Mailing Address: 101 Gunn St, Cadillac, MI, 49601
12) Updates to This Notice
We may update this Applicant Privacy Notice from time to time. We will post the updated version on our website with a revised “Effective Date.”
