Privacy Policy & Electronic Consent

Effective date: February 19, 2026

1. Scope

This policy describes how Synergy Labor Source ("Synergy," "we," "our," or "us") collects, uses, stores, discloses, and protects applicant and employee information submitted through employment application, onboarding, and related employment systems.

2. Categories of Information We Collect

• Identity and contact data: name, date of birth, home address, phone number, email.
• Sensitive identifiers: Social Security number, work-authorization and eligibility data.
• Uploaded documents: government ID images, SSN card images, and work-authorization documents.
• Employment application data: job eligibility responses, driver license status, and related declarations.
• Electronic records and signature data: signature image/data, timestamp, IP address, and confirmation code.
• Operational and security metadata: access logs, authentication events, and document access history.

3. Purposes for Collection and Use

• Evaluate applications and manage hiring and onboarding workflows.
• Verify identity, work authorization, and legal employment eligibility.
• Administer payroll, tax reporting, and benefits-related operations.
• Maintain legal and regulatory compliance, including recordkeeping obligations.
• Protect systems, detect fraud or misuse, and investigate security incidents.
• Support litigation, audits, dispute resolution, and legal process where applicable.

4. Sharing and Disclosure

• Payroll and tax processors, benefits providers, and onboarding technology vendors.
• Background-check and identity-verification providers when applicable and authorized.
• Professional advisors, auditors, insurers, and legal counsel on a need-to-know basis.
• Government agencies, law enforcement, courts, and regulators where required by law.
• Business successors in merger, acquisition, or restructuring scenarios, subject to lawful safeguards.

5. Data Retention and Recordkeeping

• I-9 and associated eligibility records: generally 3 years from hire or 1 year after termination, whichever is later.
• Employment tax records: generally at least 4 years after applicable filing periods.
• Payroll records: generally at least 3 years; wage-computation support records generally at least 2 years.
• Personnel and employment records: retained according to EEOC and other employment-law requirements.
• Where legal holds, claims, investigations, or audits apply, records may be retained longer.

6. Security Controls

• Encryption in transit and at rest.
• Role-based access controls and least-privilege permissions.
• Separation of read/upload/presign duties for sensitive document workflows.
• Audit logging and monitoring for key security events and artifact access.
• Incident response procedures for unauthorized access, misuse, or data compromise.

7. Electronic Records and Signature Consent (E-SIGN/UETA)

• You consent to receive and sign employment-related records electronically.
• You agree that checking boxes, submitting forms, typing, or drawing your signature constitutes your legal signature.
• You may request a copy of signed records and may withdraw electronic consent by contacting support.
• Withdrawal of consent may delay or limit digital onboarding and related services.
• You must maintain access to a compatible browser, internet, and ability to download/print records.
• Electronic records are retained in a manner intended to preserve accuracy, accessibility, and reproducibility.

8. Breach Notification and Legal Compliance

If a data security incident affects personal information, Synergy provides notifications in accordance with applicable state and federal breach-notification requirements, including required timelines and disclosures.

9. Your Rights and Requests

Subject to applicable law, you may request access, correction, or additional information regarding personal data processing by contacting the company. Certain records may be exempt from deletion or modification due to legal retention obligations.

10. Policy Updates

We may update this policy from time to time to reflect legal, operational, or security changes. Updated versions are posted with an updated effective date.

11. Contact

For privacy or records requests, contact your Synergy representative.

This policy is provided for operational transparency and does not constitute legal advice. Consult qualified counsel to confirm jurisdiction-specific legal requirements.