How workforce, applicant, and employee-related information is handled.

This policy applies to information about job applicants, employees, contractors, interns, volunteers, former workforce members, consultants, service providers, and other individuals whose information is collected or maintained for workforce-related purposes.

This page should be read with the Information Security & Data Protection, Compliance and Ethics Hotline, Nondiscrimination and Accessibility, Web & Mobile Privacy Policy, and Legal, Privacy & Compliance pages.

Employee-related information may include:

• Name, address, phone number, email address, emergency contact details, and identification information.
• Application materials, resumes, references, interview notes, background screening records, and eligibility-to-work documentation.
• Professional licenses, certifications, education, training, CPR credentials, continuing education, and credentialing records.
• Payroll, tax, banking, direct deposit, compensation, timekeeping, attendance, scheduling, and benefits-related information.
• Performance records, disciplinary records, workplace communication, policy acknowledgments, incident reports, and investigation notes.
• Device, system access, login, audit, email, platform, website, and security monitoring records when related to practice operations.
• Health, leave, accommodation, vaccination, exposure, fitness-for-duty, or occupational health information when collected for employment or legal purposes.

Employee-related information may be used for purposes including:

• Recruiting, interviewing, hiring, onboarding, workforce management, and termination administration.
• Payroll, tax reporting, benefits administration, scheduling, timekeeping, reimbursement, and accounting.
• Credentialing, licensure tracking, training, quality improvement, compliance monitoring, audits, and policy enforcement.
• Workplace safety, incident review, risk management, emergency contact, security, fraud prevention, and business continuity.
• Legal compliance, government reporting, internal investigations, dispute resolution, insurance claims, and professional practice requirements.
• Technology access, email administration, website administration, platform security, access control, and authorized system monitoring.

Employee health-related information may be collected for employment-related reasons such as leave administration, workplace accommodation, exposure response, fitness-for-duty review, vaccination documentation, safety incidents, workers’ compensation, or occupational health needs.

Employment records held by a healthcare practice in its role as an employer may not be treated the same as patient medical records. However, Wells Legacy Health & Wellness aims to protect workforce health-related information with appropriate confidentiality, access limitations, and privacy safeguards.

If an employee also becomes a patient, patient medical records and protected health information are handled under the Notice of Privacy Practices and applicable healthcare privacy requirements.

Employee-related information may be shared with authorized internal personnel, payroll providers, accountants, legal counsel, insurers, benefits administrators, background screening providers, credentialing organizations, government agencies, regulators, auditors, IT providers, and other service providers when appropriate for employment, legal, compliance, security, or operational purposes.

Information may also be disclosed when required or permitted by law, court order, subpoena, regulatory request, investigation, reporting requirement, workplace safety concern, insurance claim, or legitimate business need.

Wells Legacy Health & Wellness aims to limit employee-related information access to individuals or service providers with an appropriate role or need to know.

Wells Legacy Health & Wellness aims to protect employee-related information using reasonable safeguards such as role-based access, confidentiality expectations, password protection, secure storage, controlled sharing, vendor review, record retention practices, and secure disposal when appropriate.

Workforce members may be required to follow privacy, security, confidentiality, nondiscrimination, documentation, device use, platform access, and compliance expectations.

Suspected unauthorized access, improper disclosure, phishing, security incidents, or employee data concerns may be reported through the Compliance and Ethics Hotline or the Responsible Disclosure page, depending on the issue.

Employee-related information may be retained for as long as needed for employment, payroll, tax, credentialing, legal, compliance, accounting, safety, audit, insurance, dispute resolution, business operations, or other legitimate purposes.

Certain records may need to be retained after employment, contractor work, application review, volunteer service, or business relationship ends. Deletion requests may be limited when records must or may be retained for legal, tax, employment, payroll, compliance, professional, security, or administrative reasons.

Employee-related records may be securely destroyed, deleted, archived, or anonymized when retention is no longer needed and disposal is appropriate.

Employees, former employees, applicants, contractors, volunteers, interns, or authorized representatives may contact Wells Legacy Health & Wellness with questions about employee-related information, correction requests, access questions, privacy concerns, security concerns, or suspected improper handling of workforce data.

Requests may require identity verification. Wells Legacy Health & Wellness may decline, limit, or delay requests when verification is not possible, when the requester is not authorized, or when records must be retained for legal, compliance, employment, payroll, credentialing, safety, or business purposes.

Concerns about discrimination, workplace access, retaliation, privacy, or ethics may also be reviewed under the Nondiscrimination and Accessibility and Compliance and Ethics Hotline pages.

This website, email, contact forms, policy pages, social media, and routine communication channels are not for medical emergencies, crisis situations, immediate workplace danger, threats, violence, or urgent safety concerns.

If you are experiencing a medical emergency, immediate danger, workplace violence, threats of harm, suicidal thoughts, or another urgent safety issue, call 911 or contact appropriate emergency services immediately.

Wells Legacy Health & Wellness may update this Privacy Practices for Employee Information page from time to time. The updated version will be posted on this page with a revised “Last updated” date.

Continued use of the website, online resources, employment-related systems, or related digital tools after updates are posted means the updated policy applies going forward.