Privacy Notice

VERSION DATE: January 27, 2024

INTRODUCTION:

Welcome to the ExponentHR website (“ExponentHR”). We share your concern regarding the privacy of personal information. Accordingly, this Privacy Policy sets forth our privacy principles and describes the practices we follow with respect to the privacy of ExponentHR users. From time to time, alterations to ExponentHR or other services offered by Exponent Technologies, Inc. (“Exponent Technologies” or “Us” or “We”) may necessitate changes to this Privacy Policy and you are advised to review it periodically. We will update and maintain the “VERSION DATE” at the top of this Privacy Policy when this policy is updated. Any updates will be effective as of the Version Date. By using the ExponentHR website, you consent to the collection and use of your personal information by Exponent Technologies.

WHY WE COLLECT PERSONAL DATA:

ExponentHR is a human capital management solution. We contract with employers to provide ExponentHR as a tool for employee and contractor self-service as well as to assist our clients with their administration of HR, benefits eligibility and enrollment, time keeping, payroll processing, employment taxation, etc. Providing these services requires the collection and use of personal data. We use personal data only for the purposes for which it was originally collected, to provide the services contracted for by employers and as otherwise required or allowed by laws, rules, and regulations.

HOW WE DO NOT USE YOUR PERSONAL INFORMATION:

We do not sell or rent personal information collected through this site. We do not share your personal information other than to provide the services contracted for or as otherwise directed by your employer or contractor.

HOW WE COLLECT PERSONAL DATA:

We may collect information about you from a variety of sources including:

Your employer via their direct access and use of ExponentHR, paper or electronic forms, or from access to other systems to which your employer grants Us access.
Directly or indirectly from third-parties authorized by your employer, for example time keeping systems, applicant tracking systems, etc.
From you and your access and use of ExponentHR including information you directly or indirectly provide. For example, directly supplied information may include when you update your personal information, punch or report time, request time off, etc. For more on indirectly collected personal data please see the below Indirect Data Collection section.

For any personal data provided to us by your employer or a third-party authorized by your employer, it is your employer or the third-party’s responsibility to provide any necessary notices and obtain any necessary consents for the collection and use of such information.

Indirect Data Collection:

We may indirectly collect additional information that could be used to identify you such as cookies, web beacons, IP addresses, web server logs, browser information, etc. This information is used to improve your ExponentHR experience, for authentication and security, for product improvement, for certain functionalities of the site such as restricting time punch capabilities, for site security, etc.

What are Cookies and Web Beacons and How We Use Them:

Like many other commercial web sites, We utilize a standard web technology called "cookies" to collect and store information about how our site is used. Cookies are small text strings sent to your browser. Cookies do not retrieve any other data from your hard drive or obtain your e-mail address. If you are simply browsing ExponentHR, a cookie may be used to identify your browser as one that has visited the site. Cookies help website operators determine that a particular user previously visited a website and allow operators to remember user preferences from prior sessions.

Web beacons are files associated with web pages that help recognize and count visitors. For example, a web beacon may allow Us to know that a page’s visitor received an email from Us and used a link in that email to help reach that page of our website.

Most browsers offer the ability to accept all cookies, notify you when a cookie is sent, or reject all cookies. Similarly, many email systems allow you to turn off HTML display and only show the text portions of emails. However, rejecting all cookies or limiting web beacons may reduce, limit, or prevent functionality within ExponentHR.

What is an IP Address and How We Use Them:

IP addresses are numbers that are automatically assigned to devices connected to the internet. If associated with other individually identifiable information, IP addresses could be considered personal information. We use your IP address to help diagnose problems with services, to administer and improve our websites, to help identify you and track the information you have seen on our sites, and, among other things, for security purposes.

TYPES OF PERSONAL INFORMATION WE COLLECT:

To better serve our clients and their users, We collect and maintain a variety of personal information in the employment context including, sensitive personal information. The categories of personal information We collect and some examples are listed in the following table:

DATA CATEGORY	DATA EXAMPLES
Personal Identifiers	name, address, national ID number (e.g. Social Security Number), user name, password, phone numbers, marital status, email addresses, certifications, banking information, etc.
Employment	job title, work location, FLSA status, EEO code, timekeeping data, wage data, performance reviews, geolocation data (if enabled on your mobile device), etc.
Benefit Enrollment Information	plan enrollment elections, dependent information, etc.
Internet and Device Information	IP address, network activity (e.g. browsing within ExponentHR), cookies, web beacons browser information, etc.

HOW WE USE AND SHARE YOUR PERSONAL INFORMATION:

Providing Services – The services Exponent Technologies provides to its clients require the use of personal information. Examples of such uses may include, among other things: calculating benefits eligibility, transmitting benefit enrollment information to benefit carriers, calculating time and wage data, remitting payroll taxes, filing tax returns, printing and mailing forms (e.g. forms W-2 or 1095-C), allowing your employer’s management personnel to generate reports, allowing you to access your data, personalizing your ExponentHR experience, and allowing Us or your employer to communicate with you. ExponentHR shares personal data with third-parties in limited instances to provide its services. For example, We use a third-party to print and mail certain forms as requested by or required for clients and their users. We may use an outside vendor to augment or manage aspects of the ExponentHR website and service offering. Any time personal information is shared with a third-party selected by Exponent Technologies (as opposed to your employer), We have agreements with those vendors to limit the use of that data consistent with our contractual services.

Maintaining and Improving Services – Exponent Technologies may use data to monitor and help optimize the performance of ExponentHR. We may also use data to recognize areas for enhancement or further development of ExponentHR.

Security – We may use personal information to help prevent, detect, and respond to security incidents, real or perceived in good-faith, such as fraud, theft, technical threats, or other issues that may harm Exponent Technologies, its clients, or others.

Legal and Regulatory – If a third-party such as a government authority, law enforcement agency, or civil litigant produces a valid legal request such as a warrant or subpoena from a third-party, data may be shared as necessary to comply with the request. ExponentHR may also retain data to comply with legal or regulatory requirements.

PRIVACY RIGHTS:

Depending upon where you live and subject to certain exceptions, you may have rights related to your personal data including some or all of those below listed. As a service provider, we will refer anyone making a verifiable consumer request related to an active client to that client.

Right to Know – The right to request information about what personal information we collect, how we use or disclose it, and why.

Right to Correct – The right to correct inaccurate information about you in ExponentHR.

Right to Request Deletion - The right to request that your data be deleted or de-identified subject to certain exceptions.

Right to Opt-Out of Sale of Personal Information and Targeted Advertising – As Exponent Technologies does not sell personal information or use targeted advertising, there is no need to make such requests to ExponentHR.

Right to Non-Discrimination Based on the Exercise of Privacy Rights - The right not to be discriminated against based upon your exercise of your privacy rights.

How to Exercise Your Rights or Make Other Privacy-Related Requests - To submit a request regarding your privacy rights, you may reach Exponent Technologies via email at privacy@exponenthr.com or via phone at (866) 612-3200. In some instances, you may also appoint an authorized agent to make a request on your behalf using either of the above methods.

HOW YOU CAN ACCESS AND UPDATE YOUR PERSONAL INFORMATION:

If you have access to ExponentHR, you may view and edit your personal information at any time using ExponentHR by navigating to My Info > Change My Information.

If you no longer have access to ExponentHR or believe there is information that needs to be updated which you cannot update through self-service, you may request to have your information updated by contacting your employer or former employer.

If your former employer is no longer able to update your personal information, please contact Us at privacy@exponenthr.com using our toll-free number (866) 612-3200.