Privacy Notice for Job Applicants

At Patterson Pope, we are committed to protecting your personal information. During the recruitment process, we collect and process your data in accordance with federal and state privacy laws, including our obligations as a federal contractor. To learn more about how we handle your information, please review our Recruitment Privacy Policy. 

 

Patterson Pope ("Company", "we", "us", or "our") is committed to protecting the privacy and personal information of all job applicants. As a private employer and federal contractor, we comply with applicable federal and state laws governing the collection, use, and protection of applicant data in North Carolina, South Carolina, Georgia, Florida, Alabama, Arkansas, Kentucky, Ohio, Tennessee, and Virginia.
 

1. Scope

This Privacy Policy applies to all individuals who apply for employment with Patterson Pope, including applicants for full-time, part-time, temporary, and contract positions.
 

2. Information We Collect 

We may collect the following categories of personal information during the recruitment process:

  • Identification Data: Name, address, phone number, email, date of birth, Social Security number.
  • Employment and Education History: Resume/CV, references, transcripts, certifications.
  • Demographic Data: Voluntarily provided information such as race, gender, veteran status, and disability status (as required under federal contractor obligations).
  • Background Information: Results from background checks, drug testing (as permitted by law), and employment verification.
  • Digital Information: IP address, browser type, and usage data when applying through our online systems. 

3. Legal Basis for Processing

We collect and process applicant data based on:

  • - Consent (where required)
  • - Compliance with legal obligations, including:
  • - Section 503 of the Rehabilitation Act (affirmative action for individuals with disabilities)
  • - VEVRAA (Vietnam Era Veterans' Readjustment Assistance Act)
  • - Legitimate interest in evaluating candidates for employment 

4. Use of Information

We use applicant data to:

  • - Evaluate qualifications and suitability for employment
  • - Conduct interviews and assessments
  • - Perform background and reference checks
  • - Comply with federal contractor reporting and recordkeeping obligations
  • - Maintain records for legal and regulatory compliance 

5. Disclosure of Information

We may share applicant data with:

  • - Authorized personnel involved in the hiring process
  • - Third-party service providers (e.g., background check vendors)
  • - Government agencies, as required by law (e.g., OFCCP audits)
  • - Legal or regulatory authorities, if required. We do not sell applicant data to third parties.

6. Data Retention

Patterson Pope retains recruitment and applicant data in accordance with federal and state laws, including specific obligations applicable to federal contractors. Our data retention practices are as follows:
 

General Retention Periods

  • Applicants Not Hired: Records such as job applications, resumes, interview notes, and screening results are retained for at least two (2) years from the date of creation or the date of the hiring decision, whichever is later.
  • Applicants Hired: Recruitment records are retained for two (2) years from the date of termination of employment.
  • Federal Contractor Requirements
  • Affirmative Action Plan (AAP) Records: Retained for two (2) years, including workforce analysis, job group analysis, and internal audit documentation.
  • Outreach and Recruitment Activity Records (VEVRAA and Section 503): Retained for three (3) years, including documentation of good-faith efforts, benchmark data, and self-identification forms.
  • EEO-1 Reports and Self-Identification Forms: Retained for two (2) years.
  • Background Check and FCRA Compliance
  • Background check reports and related documents are retained for at least five (5) years, and securely destroyed thereafter in compliance with the Fair Credit Reporting Act (FCRA) and best practices.
  • I-9 Forms
  • Retained for three (3) years after the date of hire or one (1) year after termination, whichever is later. (a) Secure Disposal. (b) Upon expiration of the retention period, applicant data is securely destroyed using methods such as shredding, degaussing, or permanent deletion of electronic files to prevent unauthorized access or reconstruction.

7. Applicant Rights

Under federal and state law, applicants may:

  • Request access to their personal information
  • Request correction of inaccurate data
  • File a complaint if they believe their privacy rights have been violated. To exercise these rights, contact us at: HR@pattersonpope.com

8. Security Measures

We implement reasonable administrative, technical, and physical safeguards to protect applicant data from unauthorized access, disclosure, or misuse.
 

9. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on our careers page with the updated effective date.
 

10. Contact Us

If you have questions about this Privacy Policy or our recruitment practices, please contact:

Patterson Pope 

110 East Blvd., Suite 1220 Charlotte, NC 28203 

(704) 716-3967 

HR@pattersonpope.com


 

Effective Date: July 7th, 2025

Last Updated: July 7th, 2025