Employee and Contractor Privacy Notice

Organization: Igzibo Engineering Solutions, Inc.
Version: 1.0
Status: Living notice
Effective Date: September 16, 2026
Owner: Igzibo Engineering Solutions, Inc.
Review Cycle: At least annually and after material changes to workforce practices, privacy requirements, technology, business operations, or applicable law.

1. Purpose

This Employee and Contractor Privacy Notice explains how Igzibo Engineering Solutions, Inc. may collect, use, disclose, retain, and protect personal information relating to employees, contractors, consultants, temporary workers, interns, and other workforce personnel.

The notice provides transparency about workforce information practices. Particular engagements or jurisdictions may be subject to additional contractual, legal, regulatory, client, or service-provider requirements.

2. Scope

This notice applies to workforce personnel whose personal information is processed by Igzibo in connection with:

• Recruiting and hiring.
• Employment or contractor administration.
• Payroll, compensation, and benefits administration.
• Timekeeping and scheduling.
• Assignment and project administration.
• Training and professional development.
• Performance and work administration.
• Security, access management, and business operations.
• Legal, compliance, audit, and dispute-resolution activities.
• Offboarding and post-engagement administration.

Definitions

• Employee: An individual employed by Igzibo.
• Contractor: An individual providing services to Igzibo under a contractor, consulting, staffing, or similar arrangement.
• Igzibo: Igzibo Engineering Solutions, Inc.
• Personal Information: Information that identifies, relates to, describes, or can reasonably be linked to an identifiable individual, as defined by applicable law.
• Processing: An operation performed on personal information, including collection, use, disclosure, storage, modification, or deletion.
• Workforce Personnel: Employees, contractors, consultants, temporary workers, interns, and other individuals performing services for or on behalf of Igzibo.

4. Information Igzibo May Collect

Depending on the relationship and circumstances, Igzibo may collect:

• Name and contact information.
• Identification and work authorization information where applicable.
• Employment, contractor, or assignment history.
• Education, certifications, licenses, and professional qualifications.
• Compensation, payment, tax, and benefits information where applicable.
• Work schedules, time records, availability, and assignment information.
• Performance, training, and professional-development information.
• Communications with Igzibo.
• Emergency-contact information where provided or required.
• Information required to administer benefits or other workforce programs.
• Security, account, access, device, and authentication information.
• Information contained in business records created or maintained during the engagement.
• Information needed to investigate security, conduct, compliance, or workplace concerns.
• Other information reasonably necessary to administer the workforce relationship.

Igzibo seeks to collect information reasonably necessary for legitimate workforce, business, legal, contractual, security, and administrative purposes.

5. Sources of Workforce Information

Information may be obtained:

• Directly from workforce personnel.
• From recruiting or staffing partners.
• From references or professional sources where appropriate.
• From clients or project partners where relevant to an assignment.
• From authorized service providers.
• From government or regulatory sources where permitted or required.
• Automatically from organizational systems when necessary for security or operations.
• From other authorized business records.

6. How Workforce Information Is Used

Igzibo may use workforce information to:

• Establish and administer employment or contractor relationships.
• Assign personnel to projects and clients.
• Communicate about work and administrative matters.
• Process compensation, payments, taxes, and benefits where applicable.
• Manage schedules, time records, and assignments.
• Provide training and professional development.
• Manage organizational accounts, access, devices, and security.
• Protect organizational and client information.
• Investigate suspected misconduct, security incidents, fraud, or policy violations.
• Maintain business and workforce records.
• Meet legal, contractual, regulatory, client, and compliance requirements.
• Exercise or defend legal rights.
• Manage offboarding and post-engagement obligations.

Workforce information should not be used for unrelated purposes without appropriate authorization or another applicable lawful basis.

7. Workforce Information Sharing

Igzibo may disclose relevant workforce information to:

• Authorized clients when necessary for an assignment or contractual requirement.
• Recruiting or staffing partners.
• Payroll, benefits, tax, accounting, legal, insurance, background-screening, and other service providers.
• Technology and cloud service providers authorized to support business operations.
• Professional advisers.
• Government, regulatory, or law-enforcement authorities when permitted or required.
• Other parties when necessary to protect rights, safety, security, or organizational resources.

Igzibo seeks to limit disclosures to information reasonably necessary for the applicable purpose.

8. International Processing

Igzibo may work with personnel, clients, recruiting partners, contractors, and service providers located in different jurisdictions.

Where personal information is processed across jurisdictions, Igzibo will apply safeguards appropriate to the circumstances and applicable law.

9. Security and Confidentiality

Workforce personal information must be protected according to its sensitivity and applicable governance requirements.

Personnel with access to workforce personal information must:

• Use information only for authorized purposes.
• Follow the Data Classification and Handling Standard.
• Follow the Technology Acceptable Use Policy.
• Use approved systems and services.
• Protect credentials and authentication information.
• Report suspected loss, unauthorized access, disclosure, or other security incidents.

10. Retention

Igzibo may retain workforce personal information for as long as reasonably necessary for:

• Workforce administration.
• Business operations.
• Legal or regulatory requirements.
• Contractual requirements.
• Tax, accounting, or financial administration.
• Security and compliance.
• Dispute resolution.
• Legal claims or defenses.
• Other legitimate organizational purposes.

Retention and disposal are governed by the Records Retention and Disposal Standard. Legal holds and other mandatory preservation requirements take precedence over ordinary deletion practices.

11. Workforce Privacy Requests

Depending on applicable law, workforce personnel may have rights concerning their personal information.

Requests may include:

• Access.
• Correction.
• Deletion.
• Information about processing.
• Restriction or objection to certain processing.
• A copy of certain information.
• Other rights established by applicable law.

Igzibo may need to verify the requester's identity before responding. Rights and available remedies vary by jurisdiction and circumstances.

12. Monitoring and Organizational Systems

Igzibo may monitor or log use of organizational systems, accounts, devices, networks, applications, and facilities when appropriate for security, operations, compliance, investigation, or other legitimate business purposes.

Monitoring will be conducted subject to applicable law, contracts, and organizational requirements.

13. AI and Automated Processing

Workforce information may be processed using approved AI or automated-processing tools only when the use is authorized and consistent with the AI and Generative AI Usage Standard, the Data Classification and Handling Standard, and applicable privacy requirements.

Igzibo should consider the sensitivity, purpose, accuracy, security, access, retention, and potential impact of automated processing before using workforce information in such systems.

14. Changes to This Notice

Igzibo may update this notice as workforce practices, technology, business operations, or legal requirements change.

The current version should be made available through the applicable Igzibo communication or document channel.

15. Contact

Privacy-related questions or requests should be submitted through the contact information designated by Igzibo for privacy matters.

16. Relationship to Other Documents

This notice should be read together with applicable:

1. Privacy Notice.
2. Candidate and Applicant Privacy Notice.
3. Data Classification and Handling Standard.
4. Technology Acceptable Use Policy.
5. Identity and Access Management Standard.
6. Password and Authentication Standard.
7. AI and Generative AI Usage Standard.
8. Employee and Contractor Offboarding Procedure.
9. Records Retention and Disposal Standard.
10. Security Incident Response Procedure.
11. Applicable employment, contractor, client, and service-provider agreements.

Where applicable law or a binding contract establishes a stricter requirement, the stricter applicable requirement controls unless prohibited by law.

17. References and Research Basis

This notice is intended to operate as an organizational privacy notice and does not replace applicable law, legal advice, employment agreements, contractor agreements, or jurisdiction-specific privacy notices.

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