PRIVACY POLICY

LAST UPDATED: January 3rd, 2024

At Jupiter AI Labs, we believe in transparent and responsible data handling. We fully comply with data security and privacy laws, taking every precaution to safeguard your personal information. From robust access controls and secure networks to data encryption, we employ a multi-layered approach to protect your privacy. We never sell, rent, trade, or share your identifiable information with anyone outside of Jupiter AI Labs and its subsidiaries. This Privacy Policy applies to all data we collect online through our websites and offline at our Jupiter AI Labs branch offices, clearly outlining what information we gather, how we use and protect it, and the control you have over your personal data.

COLLECTION AND USE OF PERSONAL INFORMATION

During your interaction with Jupiter AI Labs, we gather personal information relevant to employment purposes. This occurs through online channels such as our website and services, offline via visits to our branch offices, or directly from you by other means. In accordance with applicable laws, we may also collect information from third parties, as detailed within this policy.

We only collect information you actively provide. Over the past year (within the last twelve months), Jupiter AI Labs has collected the following categories of data from candidates and employees, permitted under relevant laws:

Category A: Identifiers such as names, phone numbers, addresses, email addresses, online identifiers, and government-issued ID numbers.

Category B: Personal details as defined by California consumer records law, including insurance policy numbers, educational background, employment history, financial information, medical information, and health data.

Category C: Characteristics protected under California or federal law, such as sex, age, race, religion, national origin, disability status, medical conditions, citizenship, immigration status, and marital status. We emphasize that providing this information is entirely voluntary. Jupiter AI Labs solely uses it for diversity initiatives and fulfilling mandatory government reports like EEO-1. No hiring managers receive this information.

Category D: Internet or network activity data, such as browsing history and interactions with our websites, applications, or systems (access strictly limited to our internal IT department for internal employees only).

Category E: Professional or employment-related information, including work history, previous employers, resumes, cover letters, and any other materials you provide.

Category F: Job application materials, encompassing application forms, cover letters, and additional documents you submit.

This approach ensures transparency and respect for your privacy. We only collect necessary information and treat it with utmost confidentiality. Should you have any questions regarding our data collection practices, please do not hesitate to consult this policy or contact us directly.

As part of our comprehensive recruitment process, and in accordance with all applicable laws, we may collect additional information beyond your initial application. This may include details such as your job search criteria and preferences, past employment experience, educational background, relevant skills, reference information, background checks (subject to your authorization), and any other relevant details within your resume.

SOURCES OF INFORMATION

With a commitment to responsible data acquisition and your privacy, we may, in compliance with all legal frameworks and regulatory guidelines, leverage external sources to gather additional information about your candidacy. These sources may include:

• Recognized online platforms facilitating job searches and professional connections.
• Background check providers, duly authorized to conduct pre-employment background investigations as allowed by law.
• References you voluntarily include in your application materials.
• Reputable business intelligence sources with publicly available information relevant to your expertise and accomplishments.
• Affiliated companies within the Jupiter AI Labs network, strictly for internal purposes related to the recruitment process and potential employment.

We utilize the collected personal information for various legitimate business purposes, including:

1. Ensuring Secure Operations: We leverage the data to safeguard the security of our websites, services, and infrastructure. This helps us prevent fraud and comply with relevant state and federal laws and regulations.
2. Enhancing Service Delivery: We utilize the information to offer our services effectively to clients, potential clients, and candidates (both existing and prospective). This ensures a seamless and personalized experience for all stakeholders.
3. Providing Tailored Content: We strive to provide the most relevant content and resources by customizing them based on your preferences and needs. This ensures a more valuable and efficient interaction with our offerings.
4. Streamlined Payroll Management: We utilize the data for accurate and efficient payroll processing, ensuring timely and accurate compensation for our employees.
5. Effective Time and Attendance Tracking: We employ the information to effectively track employee time and attendance, optimizing scheduling and resource allocation.
6. Workers’ Compensation Management (When Applicable): In accordance with your authorization and applicable laws, we may use the data to manage workers’ compensation claims, acting as a responsible employer when such situations arise.
7. Comprehensive Benefits Administration: We utilize the data to administer and maintain various benefits offered to our employees, including group health insurance, ensuring their well-being and satisfaction.
8. Secure Retirement Service Management: We leverage the information to effectively manage retirement services for our employees, ensuring a smooth transition into their post-work life.
9. Performance Management and Development: We utilize the data (within Category D limitations) to manage employee performance effectively, focusing on promotions, discipline, and/or termination as necessary. This approach aims to foster a productive and well-functioning work environment.
10. Impartial Workplace Investigations: Where necessary, we may use the data (within Category D limitations) to conduct fair and impartial workplace investigations, ensuring a just and transparent work environment.
11. Rigorous Candidate Evaluation: We utilize the data to thoroughly evaluate the qualifications and suitability of job applicants and candidates for available positions. This ensures we recruit the most talented and qualified individuals for our team.
12. Background Check Verification: With your authorization, we may conduct background checks to ensure the accuracy and completeness of the information provided by candidates and comply with legal requirements.
13. Commercial Insurance Maintenance: We leverage the data to maintain commercial insurance policies, including workers’ compensation and other liability insurance, fulfilling our duty of care towards our employees and the organization.

DISCLOSURES OF PERSONAL INFORMATION

Jupiter AI Labs may disclose Personal Information to authorized third parties under specific circumstances permitted by law or deemed necessary for legitimate business purposes. These circumstances include:

• Client Services: We may disclose information to clients when essential and appropriate for fulfilling our staffing service commitments.
• Service Providers: We may engage external service providers, companies, or individuals to handle specific business functions or services on our behalf. These functions could include payroll processing, auditing, security measures, data analysis, legal services, accounting, and marketing. We may share your information with these entities to the extent necessary for them to effectively perform their contracted duties.
• Legal Obligations and Compliance: We may disclose information to government agencies, legal advisors, and other third parties when required by applicable laws, court orders, or legal proceedings. Additionally, we may share information if we reasonably believe it is necessary to:
  • Comply with mandatory legal disclosures, such as responding to subpoenas.
  • Protect the rights, safety, or property of Jupiter AI Labs, our users, or others.
  • Prevent illegal activity or safeguard national security.
  • Deter activities that we believe, in good faith, might be or become unlawful, unethical, or legally actionable (including information exchange with other companies for fraud prevention purposes).
  • Enforce this Privacy Policy or other applicable terms, rules, or policies.
• Non-identifiable Aggregate Data: We may share aggregated personal data (not identifiable to specific individuals) with clients, government agencies, or other third parties for statistical analysis, market research, or other legitimate purposes.

DATA STORAGE AND TRANSFER

As a global company with headquarters in Claymont, Denver, Jupiter AI Labs operates across various countries and jurisdictions to effectively serve its clients. To facilitate these global operations, we may transfer, store, access, and process your information within the United States or any other country/jurisdiction where we, our affiliates, subsidiaries, or domestic/foreign agents maintain a business presence. For your reference, a comprehensive list of our U.S. and global offices is available at https://www.jupiterailabs.com.

By accessing and using Jupiter AI Labs websites, you explicitly acknowledge and consent to such transfer, storage, access, and/or processing of your information outside the country/location of your residency and/or citizenship.
This revised version clarifies the purpose of data transfer and processing, emphasizes transparency by providing a link to the list of locations, and uses formal language like “explicitly acknowledge and consent” to ensure user understanding and agreement.
Additionally, consider including a brief statement assuring users that Jupiter AI Labs adheres to appropriate data security and privacy standards in all jurisdictions where it operates to further alleviate potential concerns.

SECURITY

At Jupiter AI Labs, safeguarding your personal information is our top priority. We implement robust technical, physical, and administrative security measures to ensure the confidentiality, integrity, and availability of your data. These measures protect against unauthorized access, use, modification, disclosure, or destruction of your personal information.

Examples of these measures include:

• Encryption: Sensitive data is encrypted both in transit and at rest to ensure its protection even if intercepted.
• Access controls: Strict access controls limit who can access your information and ensure it is only used for authorized purposes.
• Security awareness training: Our employees are regularly trained on data security best practices to minimize the risk of human error.
• Regular security assessments: We conduct regular security audits and penetration testing to identify and address any vulnerabilities in our systems.
• Secure data disposal: When personal information is no longer needed, we securely destroy it in accordance with applicable data security and privacy laws. This may involve shredding physical documents or securely erasing digital data.

Furthermore, we are committed to continuously improving our security practices to adapt to evolving threats and ensure the ongoing protection of your information.

INFORMATION SECURITY

Jupiter AI Labs websites may require you to create and use a unique password. Remember, password security is your responsibility. Do not share your password with anyone, and keep it confidential at all times.
You are solely responsible for all activities that occur under your password, even if unauthorized. Please promptly notify us of any suspected unauthorized use of your password or any other security breach related to our websites.
To protect the security and integrity of our systems, Jupiter AI Labs reserves the right, at its sole discretion, to terminate or limit access to and use of its websites at any time. This may include instances where we suspect unauthorized password use or any other security breach.

INFORMATION SECURITY INCIDENT RESPONSE

Should Jupiter AI Labs detect any unauthorized access or potential risk concerning your personal information, we are committed to a swift and transparent response. We will promptly investigate the incident, implement necessary measures to contain and rectify the situation, and, where required by law, provide you with a clear and informative notification. This notification will detail the nature of the incident, potential impact on your data, and any recommended steps you can take to protect yourself.

LINKS TO THIRD-PARTY WEBSITES

Our websites and materials may, at our discretion, include links to third-party websites not covered by this Privacy Policy. We encourage you to review the individual privacy policies of each website you visit, as these third-party sites operate under their own independent data practices.

SENDING A SECURE FILE TO JUPITER AI LABS

Jupiter AI Labs is committed to safeguarding your information. When submitting sensitive documents for business or employment purposes, you can utilize our secure web upload portal for added peace of mind. We prioritize data security and value your privacy.

DATA RETENTION

Jupiter AI Labs retains your personal information for as long as necessary to fulfill legitimate business purposes. This includes the duration required for storage, auditing, and archival purposes. Additionally, we may retain and utilize your information to comply with legal obligations, resolve potential disputes, and enforce our agreements.

YOUR RIGHTS AND CHOICES

As a California resident, you are entitled to certain rights, with exceptions as defined under the California Consumer Privacy Act (“CCPA”) and other relevant laws/regulations. These rights include:

1. The right to request access to personal information, exercisable up to two (2) times within a twelve (12) month period. To initiate this process under the CCPA, employees must submit a written request to Human Resources at info@jupiterailabs.com [info@jupiterailabs.com]. The verifiable request must: a. Include adequate information to reasonably verify that the requester is the individual for whom personal information was collected (or an authorized representative). b. Be sufficiently detailed to enable Jupiter AI Labs to properly understand, evaluate, and respond to the request.

Jupiter AI Labs is committed to providing access and the requisite information in a portable and easily accessible format within 45 days of receiving the initial request. Personal information provided in a verifiable request will be used solely for the purpose of verifying the requestor’s identity or authority to make the request. It is important to note that Jupiter AI Labs may be unable to respond to a request or provide personal information if the identity or authority of the requester cannot be verified.

Additionally, individuals have the right to request the deletion of personal information held by Jupiter AI Labs. However, this right does not apply in situations where Jupiter AI Labs needs to retain personal information for any of the following purposes:

1. Providing goods or services to the consumer;
2. Detecting or resolving security or functionality-related issues;
3. Complying with the law;
4. Conducting research in the public interest; safeguarding the right to free speech; or,
5. Carrying out any actions for internal purposes that the consumer might reasonably expect.

Furthermore, individuals have the right not to be discriminated against for exercising their rights under the CCPA. Jupiter AI Labs unequivocally refrains from any form of discrimination based on the exercise of CCPA rights.

OPT-OUT
Should an employee wish to receive information on an ongoing basis through our website by supplying an email address or mobile phone number, they have the option to request the cessation of future mailings or messages. Similarly, if you receive information regarding a Jupiter AI Labs service through email or text message, you may submit a written request to cease receiving similar messages in the future. All materials dispatched to you via email or text message will include details on how to opt out or unsubscribe.

MINORS
Jupiter AI Labs services and websites are intended for individuals who are eighteen (18) years of age or older, and we do not intentionally collect Personal Information from individuals under 18. If we become aware that you are under 18, we reserve the right to delete your information at any time without prior notice to you.

QUESTIONS, INQUIRIES, AND CONTACTS
Should you have any inquiries or apprehensions regarding Jupiter AI Labs’ dedication to your privacy or any aspects outlined in this Privacy Policy, please do not hesitate to reach out to us using the contact details below. You may contact us via the provided address or email at info@jupiterailabs.com, to connect with one of our team members in the HR Department. Your concerns are important to us, and we are here to provide assistance and address any queries you may have.

Our headquarters address is:
Jupiter AI Labs Inc.
2803, Philadelphia Pike Suite B #1216,
Claymont, DE 19703
Email: info@jupiterailabs.com
You may also send a message to Jupiter AI Labs’ Candidate Care Team by visiting our website.

CHANGES TO OUR PRIVACY POLICY
Should any updates or changes be made to this privacy policy, we will post these changes to this page and indicate the last modification date of this policy.

Last Modified: 01/03/2024
Version 1.0, 2024

Jupiter AI Labs Inc.

Jupiter AI Labs Inc – 2024 all right reserved