Privacy Policy—Personnel
Our policy
This policy explains how and why we collect, use, and share information to facilitate the employment relationship or administer benefits. It applies to current and former Nixon Peabody personnel, as well as prospective employees and partners. Further information for current employees about your privacy when you use firm technology resources is available in the firm’s Responsible Use of Technology policy. Information provided to the firm outside of the employment relationship is governed by the general Nixon Peabody Privacy Policy.
A downloadable copy of this policy is available here.
Information we collect
When you apply for a position at the firm, we collect contact information and information about your education, background, and professional experience(s) from you.
When you are offered a job with the firm, we collect a wide range of personal information, including sensitive information, directly from you and from third-party sources, in order to perform background screening and conflicts checks.
When you work at the firm, we collect additional personal information directly from you and third parties, in order to administer benefit programs, pay our personnel, review and pay for expenses, foster professional development, and for other firm administrative and operational purposes.
When you visit our offices, or offsite events hosted by the firm, we may collect personal information and ask you to sign visitor logs for security purposes, and we may ask you for information about health symptoms, vaccination status, and recent travel and related medical information for public health screening purposes.
Where we get personal information
Directly from you, such as when you fill out an online form or share information with human resources, employee benefits or finance personnel.
Indirectly from you, when you browse our website, access and use other firm technology resources.
From Nixon Peabody vendors that support operations and administration, such as background screening services, payroll and benefits administrators, and from databases that provide publicly available information.
How we use personal information
Nixon Peabody may use and disclose your personal information to further its legitimate business purposes (e.g., for operational and administrative uses) and/or with your consent. These uses will vary depending on the nature of our relationship with you, but include:
- To administer employee benefits and payroll
- To facilitate professional development
- To track billing and expenses
- To provide you with technology resources
- To provide alerts and corporate communications (e.g., workplace emergencies, updated benefits information)
- To operate, troubleshoot, analyze, and improve the firm’s technology resources (e.g., email, document management, intranet)
- As reasonably necessary and appropriate, to detect or prevent fraud, to comply with legal obligations, or protect your, our, or others’ rights
- As reasonably necessary to protect public health
- To allow Nixon Peabody to pursue remedies or limit liabilities if a dispute arises
- To fulfill other purposes permitted or required by law
- For other uses disclosed to you, or with your consent
When we share personal information
We share information with third parties for operational and administrative purposes, when we have your consent, or when required by law.
When required or appropriate and feasible, we obtain written assurances from third parties that access personal information that their privacy and security practices are in accord with applicable legal requirements.
Nixon Peabody may share personal information with its affiliates and subsidiaries for the purposes set out in this policy. However, under no circumstances does Nixon Peabody sell, trade, barter, or exchange the information. We may also disclose your personal information to third parties where we sell or merge any or all of our business and/or our assets to a third party, or where we are legally required to disclose your information.
Links to other third parties
Our website and NP Connect may link to third-party sites and services that we do not control. Our website and NP Connect may include integrated content or links to third parties (e.g., for recruiting purposes, social media platforms, employee benefits providers, meal-delivery services, video conferencing, and webinars). This personnel privacy policy does not address the privacy, security, or other practices of these third-party service providers, where you are sharing information directly with them. Please review the privacy policies of such third-party providers before submitting personal information to them.
Data Collection Details
The chart below provides more detailed information about the information we collect, the reason we collect it, and with whom it may be shared (e.g., the categories of third parties with whom your information may be shared). The chart further notes whether that information has been collected or disclosed in the past 12 months.
Legal Rights for European residents
Under the European Union’s (EU’s) General Data Protection Regulation (GDPR), transfers of personal information from the European Economic Area (EEA) may be made to jurisdictions that provide adequate protections to the rights of data subjects in the EU. The United States has not been deemed to provide such protection; therefore, we more generally rely on the following lawful bases for cross-border transfers from the EEA: standard contractual clauses, and the derogations available for contracts and consent.
In addition, residents of the EU, whose personal information, has been provided to the firm, may have additional rights under the GDPR, including, among other things, the right to see a copy of your personal information, the right to correct inaccurate information, the right to object to or restrict use of your information, and the right to have your personal information erased. If you would like to discuss or exercise these rights or have additional questions about our compliance with the GDPR, please contact compliance@nixonpeabody.com.
Nixon Peabody International LLP, which is based in London, is the firm’s representative with respect to the GDPR. Nixon Peabody International LLP can be reached at 17 Hanover Square, London W1S1BN, United Kingdom or +44 (0) 20 7096 6600.
Data security
Nixon Peabody secures data through a mix of technical and administrative safeguards that are audited annually by third-party information security experts. The firm’s Rochester, New York, data center has been certified as compliant with ISO 270001, a globally recognized standard for information security. Nixon Peabody also has policies and procedures designed to promote commercially reasonable security practices in accordance with U.S. and international requirements. Nonetheless, the transmission of information via the Internet is not completely secure, and we cannot guarantee the security of data sent to us electronically over cellular and wireless networks that we do not control.
Changes to this privacy policy
The effective date of this policy is January 1, 2020, and it was last reviewed and updated on November 1, 2021. It will be reviewed at least annually and updated in accordance with evolving privacy practices and requirements. We encourage you to periodically review this page. If we make any material changes in the way we collect, use, and/or share the personal information that you have provided, we will notify you.
Contact
If you have any questions or comments about this policy or the ways in which Nixon Peabody collects and uses your information, please do not hesitate to contact Compliance Officer Sarah Ragland at 617.345.1037; email compliance@nixonpeabody.com or sragland@nixonpeabody.com.
Postal Address
Nixon Peabody LLP
Exchange Place
53 State Street
Boston, MA 02109
Attn: Sarah Ragland, Compliance Officer