Allen Media Workforce Privacy Policy

EFFECTIVE AS OF October 1, 2023

This privacy policy (“Privacy Policy”) applies to applicants and prospective employees (collectively, “Applicants”) and employees, contractors, interns, contingent workers and other personnel (collectively, “Workers”) whose personal information Allen Media may collect and process. This includes information collected and processed in connection with a job application, during the course of an individual’s tenure with Allen Media, and following such employment or services (collectively, the “Human Resources Operations”).

The terms “Allen Media” “we,” “us,” and “our” include Allen Media, LLC, its affiliates including, but not limited to Weather Group Television, LLC, Entertainment Studios Digital Media, LLC, Sports.TV, LLC and Allen Media Digital, LLC. This Privacy Policy explains the kinds of information we may collect, how we intend to use and share that information, and the rights you may have related to these processing activities.

If you are a resident of California, please see the “California Notice at Collection” section below for information about data subject rights that may be available to you under the California Consumer Privacy Act (“CCPA”).

1. What is Covered by this Privacy Policy

   This Privacy Policy only applies to data that we collect and process when interacting with you in your capacity as an Applicant or Worker. Unless otherwise indicated on a specific website page or form, this Privacy Policy does not apply to any of the personal information that we process through your use of our public-facing websites, applications, or services, which are subject to our user Privacy Policy governing those properties.

2. Personally Identifiable and Other Information Collected by Us

   Allen Media collects personal information from Applicants and Workers as described below.

   1. Personal Information We Collect from You Directly. We may collect the following personal information that you provide to us:
      • Identifiers, such as name, postal address, email address, Social Security number, government-issued identification numbers (e.g., driver's license, state identification, or passport number, US work authorization number), date of birth, telephone number, username, or other similar identifiers.
      • Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e)), such as signature, Social Security number, address, telephone number, driver's license or state identification card number, insurance policy number, education, employment, employment history, bank account number, or any other financial information, medical information, or health insurance information.
      • Professional or Employment-Related Information, such as resumes, employment history, employment verification information, promotions, service dates, training information, length of service, compensation, current department/position, employment status, job performance, driving records, attendance records, disciplinary actions, relocation information, work assigned usernames and email addresses, employee development information, or other employment-related information.
      • Educational Information, such as the institutions attended, graduation dates, degrees, field of study, education verification information, level of education, degrees received, and certifications.
      • Audio or Visual Information, such as video recorded training sessions or other company-sponsored events.
      • Internet or other electronic network activity information, such as information pertaining to the device through which you interact with us or use within the context of your employment (e.g., the type of device and IP address).
      • Sensitive Personal Information, such as Social Security numbers and driver's license numbers; state identification card numbers, U.S. work authorization numbers, and racial or ethnic origin.
   2. Personal Information We Collect Automatically.

      • Use of Allen Media Information Technology Systems and Networks. Allen Media may collect certain information automatically through the course of your employment or services, such as your Internet protocol (IP) address, inferred location based on your IP address or activities, device identifiers associated with your computer or device, mobile carrier and related information, activity logs, and other information about activities you engage in on Allen Media property, equipment, accounts, systems and networks. Allen Media may monitor and review Workers’ uses of Allen Media equipment, accounts, information technology systems and networks, including its phone networks, computer networks, including those used to access the internet, video conferencing systems and other company-provided electronic communications tools. Allen Media may access and review electronic files, messages, and emails sent or stored on its information technology systems, including accounts, computers and devices provided to Workers.

        Please note that you have no expectation of privacy while at Allen Media premises or using Allen Media information technology systems, devices, networks, and electronic communication tools.Please also note that this Privacy Policy does not establish, and should not be construed to mean, that all Workers will have access to, or will participate in, the systems, networks, data, programs, and other business activities described in this Privacy Policy.

      • CCTV Footage. Allen Media may monitor its premises using CCTV cameras.
   3. Information from Other Sources. We may collect or receive information about you from other sources, including through third-party services and organizations to supplement information provided by you. For example, where permitted by law, we may conduct criminal background and credit checks on individuals prior to their employment with Allen Media.
3. How We Use Your Personal Information

   We use Applicants and Worker's Personal information for a variety of business purposes in the employment context, including the following:

   • To facilitate our Human Resources Operations, including processing job applications, administering benefits, processing payroll, conducting analytics in the employment context, conducting workplace investigations, including but not limited to investigations of workplace accidents or injuries, harassment, or other misconduct, or managing other aspects of an employment relationship including, but not limited to, the establishment, maintenance, and termination of employment relationships.
   • Determining eligibility for initial employment, including the verification of references and qualifications, and processing background checks of Applicants and Workers.
   • Managing the terms and conditions of employment, such as payment of wages/salary, direct deposit authorization, respond to employment verification requests, the provision and administration of benefits and leaves of absence, and maintenance of emergency and beneficiary contact information.
   • To process employment-related claims, such as worker compensation and insurance claims.
   • For purposes concerning work-related incidents, which may include using personal information to take disciplinary action, addressing injuries, and for other employment related actions.
   • For safety related reasons, including to maintain commercial insurance policies and coverages, including for workers' compensation and other liability insurance, provide a safe work environment and administer our occupational safety and health programs.
   • For professional development purposes, including administering our training programs.
   • For immigration purposes, including to assist you with obtaining immigration or work documentation, when required.
   • For work-related programs and initiatives, including surveys, events, and volunteer programs.
   • For research and analytical purposes, including to understanding how you use the benefits and services that we offer.
   • For corporate transactions, such as transferring or disclosing personal information in the event we sell or transfer, or are considering selling or transferring, all or a portion of our business or assets.
   • For compliance, fraud prevention, and legal purposes, including to defend or protect us, you, our clients, or third parties, from harm or in legal proceedings; to maintain the security of our clients, employees, and property; to respond to court orders, lawsuits, subpoenas, and government requests; to address legal and regulatory compliance; to notify you of any other legal or safety issues; to detect, prevent, and respond to actual or potential fraud or security incidents, illegal activities, or intellectual property infringement; and to exercise or defend against legal claims.
   • For law enforcement purposes, such as to cooperate with law enforcement agencies concerning conduct or activity that may violate federal, state, or local law.
   • To respond to, communicate with, or notify you, including when you reach out to us with a comment, request, or question; or to otherwise to send you notices, updates, alerts, and other work-related messages.
   • For purposes that you have otherwise consented to, including at the time the personal information is collected.
   • For other business purposes, including to operate and improve our business; maintain a directory of our employees; internal administration; and for any other business purpose permitted by law.
4. How We Share Your Personal Information
   • Service Providers. We may share your personal information with third parties that provide services on our behalf or help us operate our business, including services relating to the application processing, payroll, benefits, background checks, hosting, analytics, email delivery, and database management (collectively, “Service Providers”). These third parties may use personal information only as directed or authorized by us and are prohibited from using or disclosing personal information for any other purpose.
   • Affiliates. We may share your personal information with Allen Media affiliates, including, but not limited to, Weather Group Television, LLC, Entertainment Studios Digital Media, LLC, Sports.TV, LLC, and Allen Media Digital, LLC.
   • Professional Advisors. We may disclose your personal information to professional advisors, such as lawyers, auditors, and insurers, when necessary.
   • Legal Compliance and Safety. We may disclose your personal information for the compliance, fraud prevention, safety, and legal proceedings described above in Section 2 (How We Use Personal Information).
   • Business Transfers. We may disclose your personal information in connection with a business transaction (or potential business transaction), such as a merger, consolidation, acquisition, or in connection with a reorganization, bankruptcy, or dissolution.
   • With Your Consent/Instruction. We may disclose your personal information when we have your consent or instruction to do so.

   We may share anonymous, de-identified, or aggregate information that cannot reasonably identify you with others for any purpose, as permitted by applicable law. Please note that any personal information that you post to a profile, blog, comment section, or forum on our online platforms or social media pages may be available to other users of those forums or, in some cases, made publicly available.

5. California Notice at Collection Disclosures

   The CCPA requires that businesses disclose the information provided in this section at the point of collection. Please review our complete Privacy Policy for a more comprehensive overview of how your personal information is processed.

   The following table describes (i) the categories of personal information we have collected in the past 12 months, and (ii) the categories of third parties to which we have disclosed personal information for a business purpose. 

   Category of Personal Information Collected	Category of Third Parties Personal Information is Disclosed to for a Business Purpose
   Identifiers, such as name, postal address, email address, Social Security number, government-issued identification numbers (e.g., driver's license, state identification, or passport number, US work authorization number), date of birth, telephone number, username, or other similar identifiers.	Affiliates Service Providers
   Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e)), such as signature, Social Security number, address, telephone number, driver's license or state identification card number, insurance policy number, education, employment, employment history, bank account number, or any other financial information, medical information, or health insurance information.	Affiliates Service Providers
   Professional or Employment-Related Information, such as resumes, employment history, employment verification information, promotions, service dates, training information, length of service, compensation, current department/position, employment status, job performance, attendance records, driving records, disciplinary actions, relocation information, work assigned usernames and email addresses, employee development information, or other employment-related information.	Affiliates Service Providers
   Educational Information, such as the institutions attended, graduation dates, degrees, field of study, education verification information, level of education, degrees received, and certifications.	Affiliates Service Providers
   Audio or Visual Information, such as video recorded training sessions or other company-sponsored events.	Affiliates Service Providers
   Internet or other electronic network activity information, such an information pertaining to the device through which you interact with us or use within the employment context (e.g., the type of device and IP address).	Affiliates Service Providers
   Sensitive Personal Information, such as Social Security numbers and driver's license numbers; state identification card numbers, U.S. work authorization numbers, and racial or ethnic origin.	Affiliates Service Providers

   The categories of sources from which we collect personal information are set forth in “Personal Information and Other Information Collected by Us” section above. The business purposes for which we collect personal information are described in detail in the section titled “How We Use Your Personal Information” above and include:

   • To provide our Human Resources Operations;
   • For our administrative purposes;
   • With your consent; and
   • To comply with applicable law.
   1. Data Retention

      We retain the personal information we receive as described in this Privacy Policy based on the following criteria. We will retain personal information for as long as necessary to fulfill the purpose(s) for which it was collected, provide our Human Resources Operations, resolve disputes, establish legal defenses, conduct audits, pursue legitimate business purposes, enforce our agreements, or based upon such other criteria required to comply with contracts, our policies, and applicable laws.

   2. Right to Opt-Out of Certain Sales and Sharing

      For CCPA purposes, we do not “sell” or “share” Applicant or Worker personal information collected pursuant to this policy. Furthermore, we do not have actual knowledge of any “sale” or “sharing” of personal information of minors under 16 years of age.

   3. Right to Know

      Under the CCPA, you have the right to know certain information about our data practices. For example, California residents have the right to request the following from us:

   4. Right to Delete Your Personal Information

      Under the CCPA, you may have the right to request that we delete your personal information. This right to deletion does not apply to any of your personal information that is subject to an exception under the CCPA. Once we receive your request and verify your identity, we will delete all personal information in our records that is not subject to a legal exception.

   5. Right to Correct Inaccurate Personal Information

      Under the CCPA, you may have the right to request the correction of personal information where it is inaccurate or incomplete. In some cases, we may provide self-service tools that enable you to manually update your personal information.

   6. Right to Limit Sharing of Your Sensitive Personal Information

      You have the right to limit the use and disclosure of your sensitive personal information for certain purposes. This right only applies when sensitive personal information is processed for purposes of inferring characteristics about a data subject. We currently do not engage in such processing.

   7. Exercising Your Rights

      To exercise any of these rights, call our toll-free number at (877) 747-6045, or email us at [email protected] or submit the form located here. In the request, please specify which right you are seeking to exercise and the scope of the request. We will confirm receipt of your request within 10 days. In order to verify your identity and process your request, we may ask you to provide certain information so that we match that data to you in our systems. If we are unable to verify your identity, we may deny your request to know or delete.

   8. Authorized Agent

      You can designate an authorized agent to submit requests on your behalf. However, we will require written proof of the agent's permission to do so and verify your identity directly.

   9. Right to Non-Discrimination

      You have the right not to receive discriminatory treatment by us for the exercise of any your rights.

6. Security of Your Personal Information

   We have put in place appropriate physical, electronic and managerial procedures designed to protect and safeguard your personal information from unreasonable alteration, acquisition, or misuse by unauthorized third parties. We use standard industry practices to protect your personal information, however, we cannot guarantee that your communications never be unlawfully intercepted, or that your personal information will never be unlawfully accessed by third parties.

   In the unfortunate event that your personal information is compromised, we may notify you by email (at our sole and absolute discretion) via your Allen Media email address in the most expedient timeframe that is reasonable under the circumstances. Please note, however, that delays in notification may occur while we take necessary measures to determine the scope of the breach and restore reasonable integrity to the system, or, if notification would impede a criminal investigation, to accommodate the legitimate needs of law enforcement.

7. Changes to the Privacy Policy

   We may revise this Privacy Policy from time to time in our sole discretion. If there are any material changes to this Privacy Policy, we will notify you as required by applicable law. You understand and agree that you will be deemed to have accepted the updated Privacy Policy if you continue your employment with or services to Allen Media after the new Privacy Policy takes effect. If at any point you do not agree to any portion of the Privacy Policy in effect, you must immediately contact Human Resources using the information provided in the “Contact Us” section below.

8. Contact Us

   If you have any questions or comments about this Privacy Policy, our data practices, or our compliance with applicable law, please contact us:

   By email:
   [email protected]

   By mail: Allen Media, LLC
   300 Interstate North Pkwy SE
   Atlanta, GA 30339
   ATTN: Chief Human Resources Officer

   If you have a disability and would like to access this Privacy Policy in an alternative format, please contact us at [email protected].