General Privacy Policy 

Purpose 

This privacy policy establishes guidelines for protecting the privacy and personal data of employees, clients, stakeholders, and other individuals who interact with the organization. It aims to ensure compliance with applicable data protection laws, safeguard sensitive information, and promote transparency in how data is handled. 

 

Scope 

This policy applies to all employees, contractors, and partners who collect, access, use, or process personal or sensitive data in the course of their work for the organization. It covers all communication methods, devices, and platforms, including but not limited to email, SMS, internal messaging systems, and other data storage or transmission channels. 

 

Policy Guidelines 

  1. Data Collection 
  • The organization will collect only the minimum amount of personal data necessary to fulfill legitimate business purposes or comply with legal obligations. 
  • Data collection must be transparent, and individuals must be informed of the purpose, scope, and use of their data at the time of collection. 
  • For California residents, the organization will disclose the categories of personal information collected and the purposes for which the information is used in accordance with the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). 
  1. Consent Requirements 
  • Explicit consent must be obtained from individuals before collecting, using, or sharing their personal data, unless otherwise permitted by applicable laws. 
  • For California residents, individuals must be informed of their right to opt out of the sale or sharing of their personal information, if applicable. 
  • Individuals must be provided with a clear and easy way to withdraw their consent at any time. 
  1. Use of Data 
  • Personal data will only be used for the purpose for which it was collected or as explicitly agreed upon by the individual. 
  • Data must not be used for unauthorized purposes, such as unsolicited marketing, personal gain, or any illegal activities. 
  • For California residents, the organization will not discriminate against individuals who exercise their privacy rights, including their right to opt out of data sales. 
  1. Data Access and Sharing 
  • Access to personal data is restricted to authorized personnel who require it to perform their duties. 
  • Personal data will only be shared with third parties if necessary for business operations, with appropriate safeguards in place, and in compliance with data protection laws. 
  • For California residents, the organization will provide a detailed disclosure of the categories of personal information shared with third parties upon request. 
  1. Data Security 
  • The organization will implement robust technical and organizational measures to protect personal data from unauthorized access, loss, or misuse. 
  • All devices and systems used for storing or transmitting data must be secured with encryption, regular updates, and access controls. 
  1. Record Retention and Deletion 
  • Personal data will be retained only as long as necessary to fulfill the purposes for which it was collected or as required by law. 
  • Outdated or unnecessary data will be securely deleted or anonymized. 
  • For California residents, individuals have the right to request the deletion of their personal information, subject to certain legal exceptions. 
  1. Compliance with Applicable Laws 
  • The organization will comply with all applicable data protection and privacy laws, such as GDPR, HIPAA, CCPA, and CPRA, depending on the jurisdiction. 
  • Regular audits will be conducted to ensure compliance and address any gaps or issues. 
  1. Breach Reporting 
  • Any actual or suspected data breaches must be reported immediately to the organization’s designated privacy officer or IT department. 
  • The organization will take prompt action to investigate, mitigate, and notify affected individuals and authorities as required. 
  1. Individual Rights 
  • Individuals have the right to access, correct, delete, or restrict the processing of their personal data. 
  • For California residents, additional rights include: 
  • The right to know what personal information is collected, used, shared, or sold. 
  • The right to opt out of the sale of personal information. 
  • The right to request corrections to inaccurate personal information. 
  • Requests to exercise these rights will be processed promptly and in accordance with legal requirements. 

 

Responsibilities 

  • Employees 
  • Protect personal data by following this policy and completing any required privacy training. 
  • Report any concerns, breaches, or non-compliance to the appropriate authority within the organization. 
  • Managers and Supervisors 
  • Ensure team members are aware of and adhere to this privacy policy. 
  • IT and Privacy Teams 
  • Provide secure systems, tools, and training to protect personal data. 
  • Conduct regular audits and update the policy to address new risks and regulatory changes. 

 

Approval and Review 

This policy was approved by Nation’s Finest Leadership Team on 1/31/2025. It will be reviewed annually or as needed to reflect changes in legal requirements, technology, or organizational processes. 

Effective Date: 1/23/2025
Next Review Date: 1/23/2026