Knowles Corporation – Employee Privacy Notice

This Notice is required by the California Consumer Privacy Act of 2018, as amended (the “CCPA”). 

The purpose of this Notice is to explain how we handle personal data relating to California-based permanent, temporary and prospective employees and any California-based third party personnel such as contractors and consultants in an employment context. In this Notice, we refer to this type of information as “Employment Data”.

“Knowles Corporation” means Knowles Corporation and any of its subsidiaries and affiliates, as existing from time to time. Knowles Corporation is also referred to in this Notice as “we”, “us” or “our”.

1. WHAT EMPLOYMENT DATA DO WE COLLECT?

We collect various types of Employment Data about you. This may include the following categories of information:

  • Contact details, such as your address, telephone number and email address, etc. and contact details of others that you provide, such as whom to contact in the event of an emergency, details of your dependents, life insurance beneficiaries, etc.
  • Financial information relating to your compensation, benefits, deferred compensation and 401(k) arrangements, such as details of your salary and any deductions, bank account, tax codes, corporate credit card usage, employment benefits, travel expenses, stock option awards, etc.
  • Recruitment information, such as your CV/resume, notes of interviews, application forms, decisions to offer employment, background information and third party references (if recorded), criminal records check file (if applicable), and psychometric test results (if applicable) etc.
  • Employment Administration and Career information, such as employment and career history, photograph, termination details, absence and attendance records, health and safety records, sickness records, accident reports, performance information (including any appraisals, performance reviews, or other internal communication regarding performance), disciplinary records, skills and experience records, training records, records of projects you have worked on, etc.
  • Location Information (where such information is legally permitted to be collected), such as where recorded by electronic card access systems.
  • Asset use information, such as information about your use of our computers and phones, etc. (where such information is legally permitted to be collected).
  • Information that may reveal race or ethnic origin, religious or philosophical beliefs, or information that concerns health, for example to identify or keep under review the existence or absence of diversity and inclusion.
  • Other information which you voluntarily provide in the course of employment that it is necessary to hold or use for our business purposes. For example, where you register an interest in a particular sport or activity we run for our staff.


2. HOW DO WE OBTAIN EMPLOYMENT DATA?

Typically, we receive Employment Data in several ways:

  • Directly from you: For example, when you first apply for employment, when your employment begins, when you use self-service updates (if applicable) or if you otherwise notify us of a change in personal circumstances.
  • Indirectly from you: For example, when you complete certain transactions that are logged for our purposes (e.g. when you attend an internal training course or make a staff travel booking).
  • From third parties: For example, recruitment agencies, or government agencies.

3. WHAT WILL WE DO WITH YOUR EMPLOYMENT DATA?

The main purposes for which we use your Employment Data include:

  • Workforce Planning and Recruitment, for example, business forecasting, employee assignment planning and budgeting, job advertising, interviewing, selecting and hiring staff.
  • General Human Resources Management and Administration, for example, employee career development, performance management, compensation and benefits management and benchmarking, administering payroll and benefit arrangements, obtaining management and employee satisfaction feedback, managing absences (e.g. sickness, parental leave and other family related and flexible working policies), general headcount reporting, disaster recovery and emergency response planning, and equal opportunities monitoring.
  • Performance of our Business Operations, for example, carrying out day to day business activities, allowing us to work together and collaborate, providing services to our customers and ensuring business continuity.
  • Security Management, for example, to ensure the security of our premises, assets, information, employees and other personnel.
  • Marketing, Advertising and Public Relations, for example, displaying employees’ contact details and photographs on our website, or other professional social media websites and on other means of communication such as press releases.
  • Legal and Regulatory Compliance, for example, to ensure compliance with health & safety requirements and other legal or fiscal obligations, or in connection with litigation or an internal investigation or audit and to ensure compliance with our policies regarding anti-money laundering, bribery and corruption.
  • Ensuring compliance with our Code of Business Conduct and Ethics, for example, to ensure that we are living up to our values.

We will only process your Employment Data where we have a legal basis for doing so. Our processing of Employment Data is generally because it is necessary for us to do so in connection with our employment relationship. In addition, certain processing may be based on your consent, or because it is necessary to comply with a legal obligation or to enable us to pursue our legitimate business interests as a market leader and pioneer in the design and manufacture of innovative products, specialty components and advanced micro-acoustic solutions for the mobile consumer electronics, medical technology and other consumer and industrial end markets. 

Monitoring

We may monitor emails sent to and from our employees and other personnel. The information such emails contain (which may include personal data relating to third parties) may be used when investigating incidents. Although we endeavor not to review the contents of personal emails, there may be occasions in which this is necessary, for example, to investigate a breach of security or to investigate a disciplinary matter.

We reserve the right to carry out monitoring of corporate IT resources to the extent that such monitoring is proportionate and lawful in connection with our legitimate objectives, as set out above. Where we believe that such monitoring is proportionate and lawful, we will take appropriate measures to safeguard the rights and freedoms of any individuals concerned, such as limiting the number of people who will have access to information and ensuring that personal data are not otherwise used. In the event of action being taken by us against an employee based on information gathered through the monitoring activities mentioned above, that employee will be given an opportunity to challenge and/or explain any information upon which the action is based.

During your absence due to illness, leave or other reasons or when your employment or business relationship with us ends, a limited number of individuals may need to access your inbox, desktop and other corporate IT resources previously used by you for business continuity purposes. Before you leave, you should take the opportunity to remove and delete any private documents or correspondence. We will not access any documents or correspondence that are marked ‘private’ or which are obviously private, unless this is proportionate and lawful in connection with our legitimate objectives. In the event of action being taken by us against you based on information gathered through the monitoring activities mentioned above, you will be given an opportunity to challenge and/or explain any information upon which the action is based.

4. TO WHOM IS YOUR EMPLOYMENT DATA DISCLOSED?

(a)                Within Knowles Corporation

We restrict access to Employment Data to people within our group of companies who have a “need to know” such information. For example, your manager will have access to certain of your Employment Data for career development purposes and performance management.

(b)                Outside Knowles Corporation

We share Employment Data with authorised third party service providers, such as compensation and benefits providers, health or retirement plan providers that have a “need to know” such information, as well as other third parties outside our group of companies. Generally, we will only disclose your Employment Data to our suppliers and other third parties and in the following circumstances:

  • for the administration of payroll;
  • for the administration of employee benefit programs;
  • when required to do so by law;
  • in response to a legitimate request for assistance by the police or other law enforcement agency;
  • to seek legal advice from our external lawyers or in connection with litigation with a third party;
  • in connection with the sale, purchase or merger of a business; and/or
  • to provide a third party (such as a potential supplier or customer) with a means of contacting you in the normal course of business, for example, by providing your contact details, such as your business phone number and email address.


5. HOW LONG WILL WE RETAIN YOUR EMPLOYMENT DATA?

We keep your Employment Data in accordance with the retention guideline set forth by Knowles. These retention guidelines are updated from time to time.

6. QUESTIONS AND MORE INFORMATION

Please contact Human Resources or email dataprivacy@knowles.com if you would like to find out more about any matters relating to this Notice.

If you have concerns about the way in which we have handled your Employment Data, you should contact the Knowles Legal Department.

7.  UPDATES TO THIS NOTICE

We may change this Notice from time to time in order to reflect changes in the law, regulatory guidance or our data privacy practices in compliance with the law. When this happens and where required by law, we will provide you with a new or an updated notice detailing how the use of your Employment Data is changing and, if necessary, obtain your consent for the further processing.

This Notice was updated in December 2021.