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    1. Home
    2. Data Collection Notice—Personnel

      Home

    Data Collection Notice—Personnel

    /Overview

    This notice provides an overview of the kinds of personal information we may collect from you online, on the phone, or at the office. This notice applies to current and former Nixon Peabody personnel and job applicants for data collected as part of the employment relationship.

    We collect, use, and share personal information solely to support the provision and marketing of legal and professional services, and for other operational and administrative purposes. We do not sell personal information.

    More information about the firm’s privacy and data-handling practices can be found in the firm’s NP Privacy Policy – Personnel or on NPConnect.

    A downloadable copy of this policy is available by clicking 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).

    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 from 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 firm 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.

    /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, with your consent

    /Data Collection Details

    • Business purpose(s)

      The firm collects common personal identifiers for the following uses:

      • Legal recruiting
      • Background screening
      • Administration of employee benefits, payroll and for tax purposes
      • Corporate communications and marketing
      • Operation of technology resources
      • Management of firm operations
      • Public health screening and protection
      • Physical (office building) security
      • Travel and hospitality services
    • Business purpose(s)

      The firm collects personal identifiers regulated under various California statutes for the following uses:

      • Legal recruiting
      • Background screening
      • Administration of employee benefits, payroll and for tax purposes
      • Operation of technology resources
      • Management of firm operations
      • Public health screening and protection
      • Physical (office building) security
      • Travel and hospitality services
    • Business purpose(s)

      The firm collects personal identifiers protected under California and federal statutes for the following uses:

      • Background screening
      • Administration of employee benefits and payroll
      • Operation of technology resources
      • Management of firm operations
      • Public health screening and protection
      • Physical (office building) security
      • Immigration-related services
    • Business purpose(s)

      This information may be collected from publicly available sources or third-party vendors for screening prospective employees and partners.

    • Business purpose(s)

      Personnel may choose to use a fingerprint or faceprint ID to secure a firm-provided or firm-supported laptop or other mobile devices. However, this information is not stored on firm servers or accessible to other firm personnel. For public health and safety purposes, the firm may require information about physical symptoms or exposure to communicable diseases.

    • Business purpose(s)

      The firm has the ability to track and audit users’ access and use of firm-provided technology resources for IT security and compliance purposes.

    • Business purpose(s)

      This information may be collected when firm personnel submit information collected from ride-sharing or similar sites for expense reports, and when enabled on firm-connected mobile devices and laptops. The firm may collect information about your recent travel for public health purposes.

    • Business purpose(s)

      The firm may make audio and visual records of events or meetings; photos may be used for internal and external websites and for security purposes. For public health and safety purposes, the firm may conduct scans to assess the body temperature of people entering firm offices.

    • Business purpose(s)

      This information is collected from job applicants on a third-party site accessible from NixonPeabody.com; the firm maintains personnel files on current and former personnel as may be required by law or the rules of professional responsibility.

    • Business purpose(s)

      This information is collected from job applicants on a third-party site accessible from NixonPeabody.com; the firm maintains personnel files on current and former personnel as may be required by law or the rules of professional responsibility.

    • Business purpose(s)

      The firm collects information, generally on an anonymous basis, about employee satisfaction and other employment-related matters. Certain professional development activities (e.g., online training activities) may create profile data.

    • Business purpose(s)

      Nixon Peabody collects communicable disease detection and prevention information to meet legal and contractual requirements and/or to protect public health.

    /More information

    For additional information about the firm’s privacy practices, contact Compliance Officer Sarah Ragland at sragland@nixonpeabody.com or compliance@nixonpeabody.com.

    EFFECTIVE DATE: June 25, 2020
    Last Reviewed and Updated: June 13, 2021

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