Job Applicant Privacy Rights

Last Updated: [12.22.22]

This “Job Applicant Privacy Notice” applies to any of Toshiba America Business Solutions, Inc.'s and its affiliates and related companies' (“TOSHIBA” or “we”, “our” or “us”) job applicants and prospective employees who are California residents and about whom we have collected personal information in the course of applying for employment with us (collectively, “you”). TOSHIBA recognizes the confidential nature of the personal information in its care and is accountable for the compliance of itself and its directors, officers, management, employees, representatives, and agents in protecting this personal information. Any job applicants or prospective employees that TOSHIBA chooses to employ will be subject to our Employee Privacy Notice.

If you have any questions, comments, or concerns about this policy, please contact us at HR.Contact@tabs.toshiba.com. Persons with disabilities may obtain an alternative version of this policy. Please send your request to accommodationrequest@tabs.toshiba.com.

Information Collected

For the purposes of this Job Applicant Privacy Notice, “personal information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. Personal information does not include publicly available information or information that has been de-identified. We collect personal information directly from you in circumstances where you provide personal information (e.g., during the job application and hiring process). However, in some instances, the personal information we collect has been inferred about you based on other information you provide us, through your interactions with us, from third parties, or from service providers. When we collect your personal information from third parties, it is either because you have given us express permission to do so, your permission was implied by your actions, or because you provided explicit or implicit permission to the third party to provide the personal information to us.

If you are a prospective employee, the categories of personal information listed below that we receive will be used to assess your suitability as a TOSHIBA employee, to evaluate your qualifications for available or anticipated employment positions at TOSHIBA, and for the purposes of complying with applicable laws. Unless you direct otherwise in writing, we may (but are not obligated to) retain the personal information you provide as required by law but not less than two years from date of submission, and we may use that information to consider your eligibility for any available or anticipated employment positions at TOSHIBA during that time.

In the course of providing administrative employment services, including processing job applications, we may collect the following specific pieces of personal information from you:

• Name, email address, gender, home address and telephone number.,

• Residency and work permit status, military and veteran status, disability status, ethnicity and nationality

• Wage and benefit information.

• Date of hire, work history, technical skills, educational background, professional certifications and registrations, language capabilities, and training records.

• Video surveillance information collected at our facilities.

• Where permitted by law and applicable we may collect the results of credit and criminal background checks, the results of drug and alcohol testing, health screening, health certifications, vaccination information, medical records, driving license number, automobile insurance information, vehicle registration and driving history.

• Social media information, including profile picture and publicly shared data.

• Date of resignation or termination, reason for resignation or termination, information relating to administering termination of employment (e.g., references).

• Letters of offer and acceptance of employment.

• Your resume or CV, cover letter, previous and/or relevant work experience or other experience, education, transcripts, or other information you provide to us in support of an application and/or the application and recruitment process.

• References and interview notes.

  
  

  Use of Information Collected

  
  

  We may use your personal information for the following purposes:

  
  

• To determine your eligibility and suitability for employment (e.g. evaluate your qualifications for available or anticipated employment positions; conduct background checks; and review references).

• To protect the safety and security of our workforce, guests, property, and assets (including controlling and facilitating access to and monitoring activity on and in our premises and activity using our computers, devices, networks, communications and other assets and resources).

• To investigate and respond to claims against us.

• To comply with applicable laws (e.g., health and safety, employment laws, office of foreign asset controls regulations, tax laws).

• To carry out other purposes as part of our business activities when reasonably required by us.

  
  

  Categories of Personal Information Sold or Shared to Third Parties

  
  

  We have not sold or shared any Personal Information with any third parties in the preceding 12 months.

  
  

  Categories of Personal Information Disclosed to Service Providers

  
  

  In the preceding 12 months, we have disclosed the following categories of Personal Information with workforce management and human resource management providers such as employment agencies, screening services, and other background-check providers for purposes of determining your eligibility and suitability for employment:

  
  

• Identifiers: e.g. first and last name, postal address, unique personal identifier, Internet Protocol address, email address, telephone number, account name, and other similar identifiers

• Protected classification characteristics under state or federal law: e.g. date of birth, age, gender, marital/family status, racial/ethnic origin, country of birth, military and veteran status, disability status or COVID vaccination status

• Commercial information: e.g. bank account number

• Professional or employment-related information: e.g. previous positions of employment, referrals and references, job title and function, and roles and responsibilities

• Education information: e.g. educational institutions attended or level of education, professional licenses held, certifications received, or any additional education or training undertaken during employment

• Information that reveals social security, driver's license, state identification card, or passport number: e.g. birth certificates, real IDs, driver's license cards, tax identification number, employee identification number, serial number, or passports

• Information that reveals account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account: e.g. payroll information, routing numbers, bank account numbers, or personal credit or debit cards used for company expenses

• Information that reveals racial or ethnic origin, religious or philosophical beliefs, or union membership: e.g. diversity, equity, and inclusion or equal employment opportunity surveys

• Information concerning health: e.g. allergies, disabilities, dietary restrictions

Enforcement

All employees having care over or access to personal information must comply with the policies, procedures and practices described in this Job Applicant Privacy Notice. Any breach of any term or condition of this Job Applicant Privacy Notice, whether intentional or unintentional, is grounds for disciplinary action up to and including the immediate dismissal of any and all offending employees.

Cookies and Other Tracking What is a cookie?

A cookie is a small file placed onto your device when you visit our website that enables the website to remember information about you, such as your language preference or login information.

What cookies and other technologies are used?

Our websites may use cookies to track the number of times you have visited our website, to track the number of visitors to our site, to analyze visitors' experience with our site, to store data that you may provide (such as preferences), and to store technical information related to your interactions with our websites, platforms and applications and for marketing and advertising purposes. These cookies may be provided by us or by third parties that we permit to place cookies on our website, as discussed further below. We use session cookies, which are deleted when you close your browser, to facilitate movement around our site, and to collect other information used in administering the session on our site. We may also permit the use of local storage technologies, like ad pixels, to show you our ads as you browse the internet and visit various other websites such as social media websites, search engines and news websites.

Tracking and Opting Out

Most internet browsers automatically accept cookies, but you may be able to adjust your browser, operating system, or mobile device settings to limit certain tracking, decline cookies, or notify you when a cookie is being placed on your computer or device. If you choose not to accept cookies, you may not be able to experience all the features of our website and related

services. You can typically delete existing cookies in your browser settings, although this means that your existing settings, such as stored preferences will be lost.. You can opt-out of each cookie category as defined in the table below, except for Strictly Necessary Cookies. Please note that our websites currently do not respond to browser do-not-track signals.

Personal Data Retention

To the extent permitted by applicable law and in accordance with the provisions of this Job Applicant Privacy Notice, we keep personal data for so long as (1) it is needed for the purpose for which we obtained it originally and for two (2) years after submission (if not hired), or (2) we have another lawful basis for retaining it beyond the purpose for which it was originally obtained.

If you have any questions concerning the above, please contact us

at  HR.Contact@tabs.toshiba.com. If you wish to learn more about how we treat your personal data collected and your associated rights, please visit at http://business.toshiba.com.

Linked Websites

Our websites, platforms and applications may contain links to other websites, including those of other companies, organizations, and publications. These websites operate independently from our websites, platforms, and applications, and we do not control and are not responsible for the content, security, or data privacy practices used by other entities. You should review the privacy policies of those websites to determine how they protect and use your personal information.

Changes to this Job Applicant Privacy Notice

This Job Applicant Privacy Notice is reviewed periodically to ensure it accurately captures all types of personal information collected or any additional or different processing of such personal information. We may, therefore, change this Job Applicant Privacy Notice at any time and will update the “Last Updated” date accordingly.

California Residents Supplemental Notice - Data Privacy Rights

California residents have the following data rights:

Right to Know and to Access

Subject to certain exceptions, and legal obligations, you have the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months, including whether we sell or share such information. You also have the right to request access to Personal Information collected about you and information regarding the categories of personal information; the categories of sources of that information; the business or commercial purposes for which we collect, sell or share it; the third parties to whom we sell, share, or disclose it; and the specific pieces of personal information we collected about you.

This information is disclosed in the “Information Collected” Section of this Privacy Notice. You may also submit a request for this information as described below. To protect your Personal Information, we are required to verify your identify before we can act on your request.

Right to Portability

You have the right to request that we provide a copy of the personal information we have collected about you, in a portable and, to the extent technically feasible, readily usable format that allows you to transmit the data to another entity without hindrance. This right is subject to certain exceptions, and legal obligations imposed by state or federal privacy and employment laws. Once we receive your request and confirm your identity, we will provide to you a copy of your data as required under the applicable data protection laws. We may provide this data to you through your user account with us, or via email to the email address you have provided with your request.

Right to Delete

You have the right to request that we delete your personal information. Once we receive your request and confirm your identity, we will review your request to see if an exception allowing us to retain the information applies. This right is subject to certain exceptions, and legal obligations imposed by state or federal privacy and employment laws. We will delete or deidentify personal information not subject to one of these exceptions from our records and will direct our service providers to take similar action.

Right to Correct Inaccurate Information

Subject to certain exceptions, and legal obligations imposed by state or federal privacy and employment laws, you have the right to request that we correct inaccurate personal information that we have collected about you. Once we receive your request and confirm your identity, we will review your request, taking into account the nature of the personal information and the purposes of the processing of the personal information to see if we can correct the data. We may also request additional information showing that the information you want to correct is inaccurate.

Right to Opt Out of the Sale or Sharing of Personal Information to Third Parties

You have the right to opt out of the sale or sharing of your Personal Information by TOSHIBA to third parties. Under California law, “sell” means to sell, rent, release, disclose, disseminate, make available, transfer, or otherwise communicate orally, in writing, or by electronic or other means your personal information to a third party for monetary or other valuable consideration. “Share” means sell, rent, release, disclose, disseminate, make available, transfer, or otherwise communicate orally, in writing, or by electronic or other means your personal information to a third party for cross-context behavioral advertising, whether or not for monetary or other valuable consideration. We do not sell your personal information, but we may share your personal information, as these terms are defined under California law.

Non-Discrimination or Retaliation

We will not discriminate or retaliate against you for exercising any of your data privacy rights.

How to Submit a Request

You or an authorized agent may submit a request to exercise your rights through one of two means:

1. By filling out a Job Applicant Data Request Form available by contacting us at

   dataprotection@tabs.toshiba.com; or

2. By contacting us in writing to the following address: Toshiba America Business Solutions, Inc.

   Attn: Human Resources 25530 Commercentre Drive Lake Forest, CA 92630.

3. By contacting us at 833-699-0115

Verification Procedures

In order to process your request to exercise your rights, we must first verify it using information necessary to complete your request. We do this by asking you to:

• Provide personal identifiers we can match against information we may have collected from you previously; and

  
  

• Confirm your request using the email and/or telephone account stated in the request.

We will not collect additional Personal Information from you for the sole purpose of your exercising your rights under the data protection laws. Similarly, we will not require you to create an account with us, solely for the purpose of exercising your rights under the data protection laws.

Authorized Agent

You may authorize another individual or a business registered with the California Secretary of State, called an authorized agent, to make requests on your behalf. We may ask the individual to submit documentation or proof supporting their authority to represent you, and we may ask you to either verify your own identity or confirm that you provided the authorized individual to act on your behalf. Parents of minor children may submit a birth certificate of the child in lieu of an affidavit, in order to make requests on the child's behalf.

Right to Limit Use and Disclosure of Sensitive Personal Information

You have the right to direct us to limit our use of your Sensitive Personal Information to that use which is necessary to perform the services or provide the goods reasonably expected by an average consumer who requests those goods or services. California law considers the following pieces of Personal Information to be “sensitive:” social security number, driver's license number or other government-issued identification number, financial account number, any health insurance or medical identification number, an account password, security questions and answers, or unique biometric data. We use Sensitive Personal Information only as it is necessary to perform the services for which it was collected, as described above.