Website use Terms and Conditions and Privacy Policy

1. Introduction and scope

This privacy notice applies to all information collected by Celerity (“Celerity,’ ‘we,“ “us,“ “our“).

With this privacy notice, along with our cookie policy, we are providing information about why we collect and use your personal information, why your information is shared and who it is shared with, how your information is retained and protected, and how you can exercise your rights related to your personal information that we collect. This privacy notice applies to the processing of personal information we collect when you visit our websites, use our services, or when you provide it to us in any other way. We also collect information from third party sources. Additional detail about our practices is provided below based on whether you are a website visitor, candidate, applicant or employee, prospective client or client.

2. About us

We provide IT services to our clients including customer experience research, product and service design, and data analytics, among other things. We collect personal information to help perform services for our clients. We will process your personal information in accordance with this privacy notice (such personal information sometimes also referred to as “data”). For greater clarity, processing means any operation or set of operations which is performed on your personal information, such as collection, storage, adaptation, disclosure, restriction, deletion or destruction, among others (collectively referred to as “processing” or “process”). Except as otherwise set out below, we are the Controller of personal information (“Controller” within the meaning of applicable data protection legislation). For greater clarity, a Controller decides why and how personal information is processed and is responsible for ensuring that all data is processed in accordance with applicable data protection legislation. As the Controller, we will, alone or jointly with others, determine the purposes and means of processing your personal data.

3. Website visitor

When you visit our website or any Celerity digital platform, we collect some information related to your device, your browser and to the way you navigate our content. We may use cookies to collect this personal information.

Cookies are small text files that are saved on your device when you visit our website. Cookies enable the website to remember your actions and preferences (for example, your choice of language) and recognize you when you return, so that we may analyze trends, determine your areas of interest, and administer our website to speed up the navigation process and to make your site experience more efficient. Please find more information on the cookies we use, for what purpose and further settings for configuring or deleting cookies in our cookie policy.

what personal information do we collect

When you visit our website, we gather information that relates to your device, your browser and to the way you navigate our website content, such as:

  • the Internet Protocol (IP) address of your device
  • the IP address of your Internet Service Provider
  • device screen resolution
  • device type (unique device identifiers)
  • browser and operating system versions
  • geographic location (country only)
  • preferred language used to display
  • the date and time of access to the website
  • the internet address from which you were directly linked through to our website
  • the control system that you use
  • the parts of the website that you visit
  • the pages of the website that you have visited and the information that you viewed
  • the hyperlinks you have clicked
  • the material that you send to or download from our website

All of the above categories of personal information have been collected by Celerity in the past 12 months. If you choose to subscribe to our newsletter news, events, and alerts; or submit an inquiry we may ask you to fill out a form with information such as your name, e-mail address, job title, and company. Once you do so, we will be able to relate the information listed above directly to you.

why do we need your personal information

Celerity processes your personal information only for the purposes specified below:

  • To manage the website and for system administration purposes (e.g., diagnosing technical problems, analyzing the traffic to our website)
  • For web analytics, in order to improve the user experience (analyzing the way our pages are visited, analyzing trends, observe and measure how our visitors engage with our website) and the quality of the content provided to you (e.g., job posting)
  • If you choose to subscribe to news, events and alerts or fill in webforms, we will use the information you provide us to send you the content requested, to communicate with you (including, where you agree, to send you marketing communications) and to improve our marketing and communication strategy
  • For responding to specific inquiries
  • Cooperating with law enforcement agencies/courts, management of legal disputes/claims, and handling any reports through Celerity's misconduct reporting procedure

4. Applicants and employees

We use personal information in order to hire our employees and manage the employee/employer relationship. We use your personal information for tasks which include payroll, personal development, career guidance, coaching, planning, and personnel and salary administration as further described in the Terms and Conditions (collectively “Services”).

what personal data do we collect

When you are an applicant or employee, we may process personal information about
you such as:

  • Identification information – your name, contact information (including home address, email address, home phone number and mobile phone number), citizenship and country of residence, date of birth, (in exceptional cases) gender, digital signature and languages spoken.
  • Professional information – we may process personal information related to your work including (without limitation) your job title, description and location, your department, professional email address, reporting levels, and employment status (full-time/part-time/etc.).
  • Financial information – financial information including (without limitation) your bank account number, and bank details.
  • Salary information – we may process salary information including (without limitation) recurring payments and benefits, any bonus or other compensation.
  • Performance-related information – performance-related information including (without limitation) information on your performance reviews.
  • Disciplinary information - information relating to disciplinary measures taken against you, if any.
  • Grievance information – In order to assist in the reporting of grievances and (suspected) misconduct within Celerity, we have established dedicated channels through which stakeholders may voice concerns, either through local reporting mechanisms in place at the level of the local Celerity, for serious misconduct (including whistleblowing), through our Integrity Line, the Celerity reporting facility. Whenever we receive a grievance report or a report about (suspected) misconduct we may process personal data related to the complainant, the other individuals mentioned in the complaint and the person(s) that is/are subject of the complaint and/or of the investigation into the complaint.
  • CV/resumes and other recruitment information – your CV/resume and other relevant information (such as your photograph, interview notes and information included in the cover letter or as part of the application process).
  • Information you choose to share with us – information you choose to share with us, including (without limitation) information you share when using IT support or calling the helpline, and information about you that may be conveyed by your use of a webcam in communicating with us.
  • Vehicle information – information about your personal or company car including (without limitation) your license plate, parking tickets and driving fines.
  • Photographs and video footage – when participating in external or internal events, meetings, conferences or other events, we may process photographs or videos of you.
  • Family and dependent information – information related to your family and dependents including (without limitation) details regarding family composition (names, genders, ages), any accommodation or education requirements for children or dependents, health information, and emergency contact information.
  • Information related to identification/access control cards – employee identification and access control cards may contain your name, photograph, employee number and may be linked to other details on record (department, phone number, license plate).
  • CCTV footage – we may process footage of you obtained through our use of CCTV surveillance systems.
  • Survey results – we may process your responses to questions in employee surveys.
  • Information related to your usage of Celerity devices, software and access to Celerity’s network – we may process information related to your use of our devices, software and access to our networks, including (without limitation) your browsing history, your use of email, internet and social media, whether at the workplace, on our equipment or otherwise through our networks.
  • Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
  • Sensitive personal information such as:
    • Health-related information – health-related information including (without limitation) injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, as legally required.
    • Ethnic origin – information revealing your racial or ethnic origin, as legally required or should you choose to.
    • Biometric – biometric data for timekeeping.
    • Trade union membership – information revealing your trade union membership.
    • Government issued identifiers – government issued identifiers including (without limitation) social security number, passport or driver’s license number, as legally required.

    To the extent we process these special categories of data, we will protect, secure and use that information in a manner consistent with this notice and applicable laws. Please note that Celerity does not does not use or disclose sensitive personal information for any purpose that is not strictly necessary but does, for example, use or disclose this data to provide you with requested goods or services and to prevent or investigate crimes and fraud.

All of the above categories of personal information have been collected by Celerity in the past 12 months.

why do we need your personal information

Celerity processes your personal information only for the purposes specified below and has processed personal information for these purposes in the past 12 months:

  • General HR management and administration purposes (including workforce management)
  • Compensation, payroll and expense reimbursement (including reporting and billing to clients)
  • Insurance, pension and other benefits
  • Performance management, career development and training
  • Fleet management
  • Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Celerity’s misconduct reporting procedure
  • Dispute management and litigation
  • Health and safety management
  • Managing holidays, leaves and other absences
  • Compliance with employment/labor, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)
  • IT support
  • Facilities, security and contingency planning purposes
  • Network and device usage optimization and related security controls (including company network access and authentication)
  • Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals  and screening against sanctions lists)
  • Emergency and disaster management
  • Relocation, mobility and travel management
  • To monitor and enforce compliance with Celerity policies and procedures
  • To monitor and enforce compliance with legal obligations applicable to us
  • Recruitment and staffing
  • Employee surveys, statistical purposes
  • Events
  • To manage memberships of employees to professional associations
  • To perform internal and external audits

how long we keep your personal information

Celerity maintains record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements.

5. Business relations

We process your personal information if you represent a company with which we are conducting (or intending to conduct) business (e.g., to negotiate agreements and to maintain a business relationship with the company you work for).

what personal information do we collect

We process the following personal information about you:

  • Identification information – we may process your name and other contact information (including email address, landline phone number and mobile phone number), digital signature and languages spoken.
  • Professional information – we may process information related to your work including (without limitation) your job title, your location and your department.
  • Photographs and video footage – when participating in our events, meetings, conferences etc., we may process photographs or videos of you.
  • Survey results – we may process your responses to questions in surveys.
  • Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally permitted to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
    Information you choose to share with us – we may process additional information if you choose to share that with us.

All of the above categories of personal information have been collected by Celerity in the past 12 months.

why do we need your personal information

Celerity processes your personal information only for the purposes specified below and may have processed personal information for these purposes in the past 12 months:

  • To administer and manage the contractual relationship between Celerity and our clients and service providers
  • Business development (including sending direct marketing and offers)
  • Facilities, security and contingency planning purposes
  • Health and safety management
  • To conduct corporate transactions (including mergers, acquisitions and divestments)
  • Events
  • Preventing, detecting and investigating fraud
  • IT support
  • Surveys (including satisfaction surveys)
  • Dispute management, litigation and handling any reports through Celerity's misconduct reporting procedure
  • Compliance with legal or regulatory requirements
  • Preventing, detecting and investigating fraud
  • To monitor and enforce compliance with Celerity policies and procedures
  • To perform internal and external audit how long we keep your personal information

We maintain record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements.

6. With whom do we share your personal information

We may share your personal information:

  • with other entities managed and controlled by Celerity’s parent company, Randstad USA for the purposes of efficient management of business, compliance with legal and regulatory requirements and to provide our services to you and
  • to our clients. For an overview of these entities, click here.
  • with Celerity clients for the purpose of providing services.
  • with third parties providing HR-related services (e.g,. payroll service providers).
  • with third-party providers of IT-related services (e.g., IT-infrastructure, software, and databases).
  • with third parties providers of marketing-related services (e.g., software, databases, list providers and aggregators, event organization).
  • with providers of professional services (e.g., to our auditors, our tax advisors, our legal advisors).
  • with banks and insurers (e.g., in order to pay the salaries of our temporary workers we share some of their personal data with our bank).
  • with pension funds.
  • with public authorities (e.g., pursuant to applicable law Celerity must disclose personal data to the social security authorities and to tax authorities).
  • with law enforcement authorities, courts and regulatory authorities (e.g., as part of a criminal investigation).

We may also disclose your personal information to third parties:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets; or
  • if all or a substantial part of our assets are acquired by a third party, in which case the personal information that we hold about you may be one of the transferred assets.

When we share your personal information as described above, such personal information may be transferred outside of the United States. In that event, we will only do so in line with applicable law, and we will require that there is an adequate level of protection for your personal data, and that appropriate security measures are in place.

7. Sale of information

We do not sell your personal information for direct marketing purposes but our use of cookie technologies for online advertising may be deemed a sale of information under certain state laws. For more about this please see our cookie policy.

8. How we will protect your personal information

We have technical and organizational security measures in place to protect your personal information from being accidentally lost, used, altered, destructed, disclosed or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your personal information are governed by Celerity's rules for information and IT security, data protection and other internal policies and guidelines.

While we have measures in place to protect your personal information, it is important for you to understand that 100% security cannot be guaranteed. Accordingly, we have procedures in place to deal with data security incidents and to comply with legal requirements applicable to the detection, handling and notification of personal information breaches.

9. Your personal information protection rights

You have the following rights regarding your personal information:

You have the right to know whether Celerity has collected personal information from you. You may request that Celerity tell you:

  • the categories or specific pieces of personal information that Celerity has collected about you;
  • the categories of sources where Celerity obtained personal information about you;
  • the business purposes for which Celerity collects your personal information; and
  • the categories of third parties with which Celerity shares personal information

You can make 2 such access requests every 12 months.

You have the right to request that Celerity delete or correct any of your personal information that Celerity has collected from you, with certain exceptions. We may refuse your request if we are required by law to keep the information, or if the law otherwise permits us to keep information. If we deny a request, we will tell you why the request was denied.

You have the right to request that Celerity stop sharing your personal information with third parties for non-essential services.

To exercise your right to access, delete, correct, or stop the sharing of your personal data, please email: requests@celerity.com

Celerity will not discriminate against you for exercising any of these rights.

Before we grant you access to or deletion of your personal information, we must verify your identity. To do this, we will ask you to confirm information we have previously collected about you. If we ask you to verify your identity, and you do not promptly cooperate, we may be unable to fulfill your request. We will make commercially reasonable efforts to fulfill your request within 45 days, however if we need additional time we may notify you during the initial 45-day period that we will extend the time frame up to an additional 45 days.

10. Children's privacy

Celerity’s services are only available to individuals over the age of 18. Celerity is not intended for and does not knowingly collect personal information from individuals under 18. If we believe you are under 18, we may delete your information at any time without notice to you. If you are the parent or guardian of a child under the age of 13 and believe that your child has provided personal information to us, you may use the “contact us” information below to exercise your rights as a parent or guardian.

11. Changes to this privacy notice

We may update this notice from time to time. You can see the date on which the last change was made below in this notice. If we make any material changes, we will notify you by email (using the email address specified in your account) where required, or by a notice on this website. We advise you to review this notice regularly so that you are aware of any changes. By engaging with us after this privacy notice has been updated, you agree to the updated terms.

12. Contact us

If you have any questions about this notice or any privacy concerns, or would like to exercise your rights, please contact us at contact@celerity.com or

Celerity
8405 Greensboro Drive, Suite 700
McLean, VA 22102

Last Updated: January 10, 2023