PARAMOUNT WORKPLACE PRIVACY NOTICE
Last Modified: April 15th, 2024
Paramount employs and engages personnel worldwide. Personnel are individuals, like you, who are currently or were previously a part of our workforce, such as employees, officers and directors, interns, contractors, and other individuals who perform work for us.
This notice provides details regarding how and why we process personal information of our personnel, and sometimes their dependents, beneficiaries, and emergency contacts. Nothing in this notice creates any contractual rights or obligations. It is also not intended to change or remove any rights or protections you have by law in the country in which you are located. This means that some of the ways in which we collect and use personal information or other details described in this notice may not be applicable to you.
You may also be provided with additional notices specific to our relationship and we invite you to read this notice together with any other applicable notices. This notice does not apply to information collected when you interact with our products and services as a consumer or user. To learn about our practices when you are a consumer or user, you can review our privacy policies available on Paramount branded properties.
The Paramount entities responsible for your personal information are Paramount Global and/or the entity which you work for or with whom you engage in a work relationship covered by this notice.
TABLE OF CONTENTS
PERSONAL INFORMATION WE COLLECT ABOUT YOU
HOW WE USE YOUR INFORMATION AND WHY
WHO WE SHARE YOUR INFORMATION WITH AND WHY
ADDITIONAL INFORMATION FOR PERSONNEL WHO ARE CALIFORNIA RESIDENTS
PERSONAL INFORMATION WE COLLECT ABOUT YOU
Paramount collects a variety of information about you that is necessary for, or supports your employment or engagement with us as Paramount personnel. In this notice, we refer to this information as “personal information” – this means information which can identify you and is the same as “personal data” and other similar terms you may be familiar with. Below are the categories and types of the personal information we collect about you where permitted by law and required for your role.
Some of the personal information we collect and use is considered “special” or “sensitive” in certain countries, and therefore subject to additional protections by law. Examples of such personal information are health information, criminal records, or information revealing your race, ethnicity, immigration status or citizenship, political opinions, religious or philosophical beliefs, sexual orientation, or sex life.
Contact information
Name, alias, telephone or mobile number, email address, address.
Payroll, compensation, and benefits information
Bank account details, credit card details, current and historical payroll records, information about current and present compensation including salary, tax status information, pension and other retirement benefits information, information regarding insurance policies and policy number and coverage, including marital, partnership and familial status, information on attendance, vacation, medical, parental/family, or other leave.
Identity verification information
Date and place of birth, address, signature, social security number, tax identification number or other government-issued identification number, passport, driver’s license or other photographic ID, nationality.
Background check/qualification information
Job history, education (including non-public education information) and qualifications, eligibility to work, professional licenses and memberships, credit history, criminal convictions and offenses, sanctions, and adverse media checks. The checks performed will depend on where you are located, and the location and nature of your role.
Information relating to your relationship with Paramount
Information about the terms of your contract or engagement, the dates of your employment or engagement, details of any union representation or participation in works council or other similar body, deductions of contributions, title or role, department, office.
Information relating to the work you do for us
Information about your role or tasks, your travel arrangements (including travel hours and food choices), emails or documents or other work products created by you or relating to you, expense claims, contracted hours and records of working hours, language skills.
Performance management information
Performance appraisal information submitted about or by you, meeting notes, training records, information about your compliance with Paramount policies, information about disciplinary allegations (including whistleblowing concerns raised by you or to which you may be a party or witness), and investigations and processes relating to grievances and complaints in which you may be directly or indirectly involved.
Health information
Information about any medical condition, workplace injuries, disabilities, pregnancy, leave from work for health reasons, occupational health reports, health-related status, health screening, vaccination status, exposure to illness, and other health information relevant to your role and your relationship with us. In limited circumstances this may include drug screening where this is relevant to your role.
Demographic information and/or protected classifications
Age, gender, gender identity, race, ethnicity, national origin, immigration status, citizenship, religion, philosophical beliefs, sexual orientation, political opinions, trade union membership, veteran status, criminal convictions and offenses, disability status and related information, and pregnancy.
Information relating to security and compliance and IT and systems use
Information required to authenticate your credentials and manage your access rights including usernames and passwords, ID badges (which includes your photograph) and records of building entry, PINs and other tokens (including geolocation and biometric information such as facial recognition, in very limited circumstances), logs of access, CCTV footage, information about your use of the IT, business systems, collaboration tools, Paramount networks, and devices provided or made available by Paramount for you to perform your role (including internet and electronic activity, (web browsing and search history, and your IP address)), information about use of your own device only to the extent the usage is related to the performance of your role (including your use of Paramount required device applications), your communications on our systems (including but not limited to, recordings of IT service interactions, chat transcripts, files you attach, email, text or other correspondence).
Visual and audio information
Photographs, voice recordings, videos, and other similar content. For example, in specific contexts such as video conferencing or photos from employee events in promotional materials.
Any other information you provide us
Any other information you provide in the context of your work for us, including information such as your hobbies or memberships in charitable or public organizations.
Some of the information listed above is necessary for us to employ or engage with you, such as your bank account details for us to provide your compensation. If you do not provide information that you are required by law or contract to give us, you may lose benefits or we may not be able to employ or engage you. If you have concerns about this in a particular context, you should speak to your Paramount HR representative or your Paramount contact.
We collect the information listed above about you in a variety of ways. Often, your information comes from you. This may be during the onboarding process or through performance of your role. We also collect information from third parties (such as job references, business partners, professional organizations, staffing agencies, insurance companies, service providers), sources (such as public social media profile), public records, through acquisition of your current company, or your manager or other colleagues. We also collect certain information from Paramount group companies, our IT systems or through the use of automated technologies and surveillance/recording technologies (such as CCTV, voicemail technologies and audio recording technologies). We also collect certain information through collective bargaining processes, government or administrative agencies, or engagement with trade unions, guilds or works councils. We also collect information through personnel surveys, personnel engagements and Paramount events’ participation.
HOW WE USE YOUR INFORMATION AND WHY
Paramount uses the personal information detailed above as necessary for, or to support or manage, your employment or engagement with us. We also process your personal information for legitimate business purposes, or where the law requires us to do so. We will ask for your consent beforehand if we need it to process your personal information. Below is a more detailed description of the purposes for using your personal information, the details of which can vary depending on where you are located.
Necessary for employment or engagement
We use your personal information as necessary for, or to support or manage, your employment or engagement with us, and the terms of the agreement or relationship we have with you. These activities typically include the following:
- Pre-employment and engagement verification checks (including to check you are legally entitled to work in the country in which you are located).
- Entering, performing, changing or ending your contract with us.
- Overall management of your employment or engagement with us, and the performance of your role.
- Payroll and benefits administration, including enrolling you in a pension arrangement.
- Managing any leave or absence from work.
- Resolving disciplinary- and grievance-related issues and concerns.
- Engagement with a trade union, works council, and other similar body, and administration regarding the same.
Our legitimate business purposes
We use your personal information to support other legitimate business purposes, such as other human resources, regulatory or compliance functions and activities. These purposes include:
- Performing pre-employment and engagement verification checks, including background checks, so we can recruit, hire and promote the best personnel.
- Overall management of your employment or engagement with us, and the performance of your role, to ensure you are able to perform your role and complete your tasks, and to support you in doing so, including to ensure you are satisfied and that you are achieving your goals.
- Contacting you and others on your behalf, for example in case of emergency.
- Performing effective financial planning and budgeting, as required for our business operations.
- Managing work travel and expense reimbursement to ensure you are adequately and appropriately reimbursed.
- Supporting and managing your work, your performance in your role, and any concerns you may have, including with respect to your health. This allows us to support our personnel and help career development, and ensure compliance with our policies and procedures.
- Securing our workplaces, for example through using CCTV or swipe card entry system. This is intended to keep our personnel, locations and property secure, to provide a safe environment for our personnel, and may be relevant to a potential legal or insurance claim.
- Monitoring your use of our IT, business systems, collaboration tools, Paramount networks, and devices provided or made available by Paramount. This allows us to maintain the security and integrity of our systems, tools and networks, enable work continuity, and to monitor compliance with our policies.
- Assisting with remote working, and improving efficiency of IT business systems and device use, to facilitate effective home and remote working.
- Providing references if you need them for a new employment or engagement to assist you with securing a new role.
- Monitoring of diversity and equal opportunities so we can promote diversity, inclusion and equal opportunities.
- Monitoring and investigating suspicions of misconduct, and compliance with policies and rules, to ensure our personnel are not engaging in any unlawful acts or acts not permitted by our policies and procedures.
- Maintaining appropriate business records during and after employment so we have accurate records of our existing and former personnel.
- Informing potential purchasers or investors and their professional advisors about our personnel to ensure the relevant party has the information necessary to reflect the structure and personnel of Paramount.
In certain countries, these are also referred to as “legitimate interests”. When required by applicable law, we take appropriate steps to balance these legitimate interests we pursue with your interests, rights, and freedoms. For more information, please contact us using the details in this notice.
Legal obligations and permissions
We use your personal information to comply with our legal obligations, which will vary depending on the country in which you are located. The legal obligations relate to, for example, tax and accounting, health and safety, right to work/visa requirements, labor/employment – including making reasonable adjustments for disabilities and operating our sickness and absence policies, diversity and equal opportunity monitoring, and benefits/pensions. We also use your personal information to establish, exercise, or defend a legal claim, or respond to government and judicial requests.
WHO WE SHARE YOUR INFORMATION WITH AND WHY
We share some of the personal information we obtain about you (as described above) with the categories of third parties for the purposes listed in this section.
Paramount family of companies
We share your information with the Paramount family of companies and Paramount personnel for the purposes described in this notice. This includes your managers, HR and other administrators so you can perform your role and we can operate the business.
Service providers
We share your personal information with companies and individuals that provide certain services or who perform services on our behalf. For example, we use service providers to assist or provide us with payroll and benefit administration services, insurance, IT and business tools and services (including, for example, email services, instant messaging, and video conferencing), legal and accountancy advice, occupational health, audits and investigations, and background checks. Certain of our service providers use chatbots or other automated communications services which will collect certain personal information (including that which you provide them) when you communicate with them using such method. The service providers we engage are allowed to use your information to help in connection with our business and your employment or engagement with us, and not for any other purpose.
Business partners or other third parties
We share your personal information with a business partner, or other third parties, where it is necessary or useful for your role. For example, a labor union or trade, industry or professional organizations. These business partners or third parties use the information we give them as described in their privacy policies.
Legal advisors and others
We share your information if we think we have to with our legal and tax advisors, insurers, law enforcement, judicial and other government bodies, and others as necessary to comply with applicable law or legal process, to respond to legal claims, or to protect our rights or the property or personal safety of our personnel, users or the public.
Corporate transactions
We may share your information with a potential purchaser and their legal and financial advisors and others, as appropriate, as part of any actual or contemplated reorganization, restructuring, merger or sale, or other transfer of assets involving our brands or as part of a joint venture or other strategic partnership.
INTERNATIONAL TRANSFERS
When sharing personal information for the purposes listed above, this sometimes involves your personal information being transferred to another country (including the United States) that does not provide the same level of protection for your personal information. Whenever we transfer your personal information, we look at the risks to your information and rely on safeguards like standard contractual clauses, where applicable, to ensure your rights are protected. If we share personal information with a third party, we will require them to protect your personal information appropriately. If you want further details of any of these safeguards, please contact us using the details in the “Contact Us” section.
YOUR CHOICES AND RIGHTS
You may have certain rights and choices regarding your personal information, such as the right to ask us for a copy of the information we hold about you. These rights are not available everywhere and may be limited by local laws. For example, these rights may be limited if fulfilling your request would reveal personal information about another person, or if you ask us to delete information that we are required by law to keep.
To exercise any of these rights or choices, please visit our Privacy Rights Center and select the relevant form. If you are currently a member of our workforce with access to Paramount systems, you may have self-service tools available to you to exercise your rights. If you are a California resident, you may also exercise your rights by calling us at +1(888)300-2638.
Depending on where you live, you may have the following rights regarding your personal information:
- The right to confirm whether and how we process personal information.
- The right to request access to, and a copy of, the information we hold about you, including details as to how we process your personal information.
- The right to object to or restrict our processing of your personal information.
- The right to request the erasure or deletion of your personal information.
- The right to correct, amend or update your personal information.
- The right to request that we transfer (port) your personal information to another company or third party.
- The right to withdraw your consent to processing your personal information.
- The right not to be subject to automatic decision making which may have a legal or similarly significant effect on you.
Depending on where you are located, you may have other rights regarding your personal information. For additional information about the rights that may be available to you if you live in California, please see section titled “Additional Information for Personnel who are California Residents”.
Before responding to a request, we may need to ask for additional information and may send you an email to verify your identity or confirm that you submitted the request. We may also need additional information to verify that your authorized agent or representative has the authority to make a request on your behalf. We will respond to your request within the time period required under the law.
If you have any unresolved privacy concerns that we have not addressed satisfactorily after contacting us, you may have the right to appeal our decision or contact your local data protection authority to lodge a complaint. For instance, if you are located in the EEA and you have any unresolved privacy concerns, you have the right to lodge a complaint with the data protection authority in the country where you normally reside, or where you work or where you believe a breach has occurred. In the UK, this is the Information Commissioner’s Office. In Switzerland, this is the Federal Data Protection and Information Commissioner.
RETAINING YOUR INFORMATION
We keep your personal information for as long as is needed to achieve the purposes described in this notice, and longer if required and permitted by law. This means that, generally, we will keep your information for the duration of your employment or engagement and for a period afterwards. For full details on how long we keep any of your information or a document containing your information, please see our Records Retention Schedule [INSERT URL]. If you are unable to access the Records Retention Schedule, please contact us using the details in this notice and we will share a copy or extract of the Records Retention Schedule with you.
PROTECTING YOUR INFORMATION
We have adopted commercially reasonable technical, administrative and physical security measures designed to protect your personal information from loss, misuse, unauthorized access, and alteration.
CHANGES TO THIS NOTICE
We may update this privacy notice based on new technologies, industry practices, regulatory requirements, or for other purposes. We will let you know if these changes are material and, where required by applicable law, we will obtain your consent. When updating you about material changes, we may email you at the last email address you provided, post a notice on our intranet, or notify you by any other means permitted by law.
CONTACT US
If you have any questions or concerns regarding this notice or would like to contact the data protection officer, please visit Privacy Rights Center and complete the relevant form.
If you prefer to send your questions or comments by postal mail, please send a letter to the following address:
Paramount
Attention: Paramount Privacy Team
1515 Broadway
New York, NY 10036
United States
ADDITIONAL INFORMATION FOR PERSONNEL WHO ARE CALIFORNIA RESIDENTS
Categories of Information We Collect
Details on the information we may have collected about you during the 12-month period prior to the last modified date of the privacy notice, and the sources of that information, are located in "the Information We Collect About You” section of this Privacy Policy.
Deidentified information
To the extent we use deidentified information, we will keep the information in the same form and not try to alter the information so it can be used to identify you.
Sensitive Personal Information
Some of the categories of personal information listed above are defined as “sensitive personal information”, including racial or ethnic origin, immigration status/citizenship, religious beliefs, union membership, financial account information, government issued ID numbers, sexual orientation, health information, and contents of an employee’s mail, email, and text messages. We use sensitive personal information as necessary for the direct purposes relating to your employment or other service relationship, as applicable and further as described in the section titled “How We Use Your Information and Why”. We do not use sensitive information to infer characteristics about you.
Retention
We retain your personal information as described in “Retaining Your Information” section of this notice.
Your California Privacy Rights
You have certain rights and choices regarding your personal information as described in the section above titled “Your Rights and Choices”. You have certain additional rights as described below:
- Opt-out. We do not sell your personal information covered by this notice, nor do we disclose your personal information for cross-context behavioral advertising.
- Nondiscrimination. We will not unlawfully discriminate or retaliate against you for exercising your rights described here.