Employee Privacy Policy

PRIVACY POLICY FOR EMPLOYEES

GEMAR USA, Inc. (“GEMAR USA,” “we,” “us,” or “our”) is committed to protecting the privacy and security of personal information collected from job applicants, current and former employees, contractors, and temporary personnel (“Personnel”).

This Privacy Policy describes how we collect, use, store, and safeguard personal information in connection with recruitment, employment administration, and compliance with State of Florida and U.S. federal labor and tax laws. GEMAR USA, Inc. operates in the United States in coordination with its parent company, Gemar S.r.l.

1. PERSONAL INFORMATION WE COLLECT

We collect and maintain various types of personal information necessary to manage the employment relationship or evaluate job applications:

Applicant & Candidate Data: Resumes (CVs), employment history, educational background, cover letters, professional references, interview notes, and background check results (where permitted by law).
Identification & Employment Records: Full name, residential address, telephone number, personal email, date of birth, Social Security Number (SSN) or ITIN, and work authorization documentation (Form I-9, passport, or permanent resident card).
Payroll & Financial Information: Bank details for direct deposit, tax withholding allowances (Form W-4), compensation history, and payroll deductions.
Benefits & Health Data: Health insurance enrollment details, designated beneficiaries, emergency contact information, and workplace injury/leave records (OSHA/FMLA compliance).
Systems Monitoring & Physical Security: Usage logs of company-issued computers and devices, corporate email communications, Wi-Fi access logs, and security camera (CCTV) footage at our Florida facilities.

2. PURPOSES OF PROCESSING

Personal information of Personnel is used strictly for human resources, employment administration, and legal compliance purposes, including:

Evaluating job applications and making hiring decisions.
Processing payroll, federal/state tax withholdings, and administering employee benefits.
Maintaining mandatory personnel records under U.S. Department of Labor (DOL) and Florida regulations.
Ensuring the physical and cybersecurity of company premises, IT systems, and confidential business data.
Managing performance evaluations, workplace safety, and internal administrative procedures.

3. DISCLOSURE AND SHARING OF DATA

GEMAR USA, Inc. does not sell employee or applicant personal information. Data is shared exclusively with:

Gemar S.r.l.: Parent company, for corporate audits, and executive workforce planning.
HR Service Providers: Third-party payroll processors, health insurance carriers, background check vendors, and enterprise HR management platforms.
Governmental & Regulatory Agencies: Internal Revenue Service (IRS), U.S. Citizenship and Immigration Services (USCIS), Occupational Safety and Health Administration (OSHA), Florida Department of Revenue, and law enforcement pursuant to valid legal process.

4. DATA SECURITY, RETENTION, AND ACCESS

We maintain physical, technical, and administrative security controls to safeguard employee records. Personnel data is retained in accordance with statutory retention periods under U.S. federal and Florida tax/labor laws (typically 5 to 7 years post-employment).

Personnel and applicants may request access to or correction of their personal files by submitting a written request to Human Resources.

5. CONTACT INFORMATION

For inquiries regarding this policy or personnel data privacy practices, please contact:

GEMAR USA, Inc.

14001 NW 112 AVE. Ste #14 HIALEAH GARDENS, FL 33018.

Email: [email protected] / gemarusa.com