Privacy Policy

Proforma Screening Solutions, LLC (“Proforma”) respects the privacy interests of all clients, consumers, and visitors to our web sites. We are committed to protecting any information provided to us. Be assured that we take extreme caution in protecting the privacy of this information. Additionally, we are committed to safeguarding and securing our methods of data transmission.

We understand that consumers may be concerned about what we do with personal information. We agree that consumers have a right to know how we will utilize such information. Therefore, we have adopted this Privacy Policy to govern the use and handling of personal information.

PROFORMA’S PRINCIPLES OF PRIVACY, CONSUMER CONFIDENTIALITY AND SECURITY

Only information that is actually needed is collected and processed. Personal information is protected from unauthorized or accidental disclosure and is only viewed by those persons who need it to perform their job to provide the products and services authorized by you. Personal information is retained only as long as is required by law.

Our employees are comprehensively screened and trained to ensure that information is handled responsibly and in accordance with the Privacy Policy, and all state and federal regulations and obligations. We maintain strict physical, electronic, and procedural safeguards that comply with state and federal regulations to guard a consumer’s nonpublic and public personal information.

PRIVACY SHIELD PROVISIONS OF PRIVACY POLICY

The U.S. Department of Commerce and the European Commission have developed the EU-U.S. and the Swiss-U.S. Privacy Shield Frameworks of data protection principles.

Proforma complies with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union and Switzerland to the United States, respectively. Proforma has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov.

SCOPE

This Privacy Shield Privacy Policy (the “Policy”) applies to all personal information received by Proforma in the United States from the European Economic Area (the EEA) and from Switzerland, in any format including electronic, paper or verbal. 

DEFINITIONS

“Personal Information” or “Information” means personally identifiable information that (1) relates to an individual and (2) identifies or can be used to identify the individual. Such information may include an individual’s: name; postal address; e-mail address; telephone number; Social Security number; date of birth; or other unique identifiers.

“Sensitive Personal Information” means information that identifies, such as: racial or ethnic origin; political opinions; religious beliefs; trade union membership; health; sex life; employment; commission or alleged commission of any offence; and criminal record.

PRIVACY PRINCIPLES

1. Notice

We collect general information about our users in three ways: directly from the user, from our Web server logs, and through cookies.

User-supplied information: Proforma collects information on individuals for the purpose of providing background information to its clients, who are employers, for employment related decisions, including to hire, retain, promote, or reassign employment. This information may also be utilized to conduct employee investigations where an employer has a suspicion of work related misconduct or wrongdoing. Human resources and security professionals with the employer’s organizations will utilize the information.

Individuals must provide express written consent for personal information to be collected by employers and delivered to Proforma. Prior to receiving background information from Proforma, each employer must provide a certification (as prescribed by the Fair Credit Reporting Act) to Proforma stating that it will only use the information for a Permissible Purpose, such as employment purposes, and that it will comply with all state and federal regulations and obligations. Furthermore, before any employer’s agent or employee receives the information to complete his/her job, he/she must provide an individual compliance certification to the same effect.

Also, if you complete the “Request A Quote”, “Start Screening”, “Contact”, “Program Builder” or “Get Updates” forms on this website, you will be asked to provide some personal information, such as name, title, company, email address phone number, and employee count. Information that you provide to us through one of these forms will be used to by Proforma respond to your inquiry. We may also use the information you provide to us to communicate with you in the future. If you do not wish to receive such communications, you may opt out (unsubscribe) anytime as described below.

Web server logs: When you visit our website, we may track information about your visit and store that information in web server logs, which are records of the activities on our sites. The servers automatically capture and save the information electronically. The information we collect helps us administer the site, analyze its usage, protect the website and its content from inappropriate use and improve the user’s experience.

Cookies:  Proforma also uses cookies to collect information. Cookies are small pieces of data that are sent to your browser from a Web server, if you allow, and stored on your computer’s hard drive. Cookies enable sites or service providers’ systems to recognize your browser and capture and remember certain information. We use cookies to understand and save your preferences for future visits, keep track of advertisements and compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future. The use of cookies is relatively standard. Most Internet browsers are initially set up to accept cookies, but you can use your browser settings to either notify you when you receive a cookie or to disable cookies. If you wish to disable cookies from this site, you can do so using your browser settings. Please note, some features of many sites may not function properly if cookies are disabled.

2. Choice (opt-out of sensitive information)

Proforma gives consumers a choice for the collection of information by virtue of the fact that the information is only collected with the consumer’s explicit consent. Furthermore, the information collected is only utilized for the purposes described above in section 1, titled, “Notice.” In the event a consumer wishes to opt-out of any information collected by Proforma, a consumer may withdrawal his/her consent by notifying Proforma through the contact link on this website or through contact information provided on the consent form. This does not mean that information will be erased or deleted. Various laws require that Proforma maintain the data on file for a period of time. However, in the event of an opt-out, the data will not be forwarded or utilized by Proforma for any purpose.

3. Onward Transfer

The information obtained by Proforma is forwarded only to an entity that has been specifically authorized by the consumer to receive the data, or an agent of the end-user operating on behalf of the end-user, and only for the purpose described in section 1 titled, “Notice”. Proforma takes reasonable steps to ensure that any party that receives information will maintain privacy and confidentiality (see “individual certification” as described in section 1 titled, “Notice.”). Any third party that receives information from Proforma has obtained written authorization from the consumer and has given the consumer prior notice as to the purpose of the collection of data. Each transfer of information to the third party includes a notification reiterating the privacy and confidential certifications made by the third party. If we ever were to engage in any onward transfers of your data with third parties other than our agents, we would provide you with an opt-out choice to limit the use and disclosure of your personal data.

Proforma provides access to consumers of all data collected concerning the consumer to allow the consumer the reasonable opportunity to ascertain what personal data Proforma possesses about the consumer, and to correct, amend, or delete information that is inaccurate or incomplete. Disclosure is provided under the terms of the Fair Credit Reporting Act. Under all circumstances, a consumer is entitled to a copy of his/her consumer report, including consumers located in the EEA and Switzerland. However, Proforma reserves the right to engage in reasonable efforts to confirm the identity of anyone requesting this data. In cases of onward transfer to third parties of data of EU and Swiss individuals received pursuant to the EU-U.S. and Swiss-U.S. Privacy Shield Principles, Proforma is liable for onward transfers.

4. Security

Proforma follows all reasonable procedures to protect personal and identifiable information from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. Proforma utilizes at least 256-bit encryption on secured servers for all Internet communications. Furthermore, only Proforma employees who require the information to perform specific tasks are granted access to consumer personally identifiable information. Strong password protection protocols are used on all computers. All employees are kept up-to-date on our security and privacy policies. Finally, the servers used to store consumer personally identifiable information are stored in a secure environment, with appropriate physical security measures.  However, we cannot guarantee that unauthorized persons will always be unable to defeat our security measures.

5. Data Integrity

Proforma only collects data that is strictly necessary for the purposes listed in section 1 titled, “Notice.” The data includes information that is required to identify the consumer for purposes of collecting employment related information. Proforma makes every reasonable effort to assure maximum possible accuracy in the information collected and disseminated. Regarding public record information that is likely to have an adverse effect on the consumer, Proforma maintains strict procedures to insure the information is complete and current (pursuant to Fair Credit Reporting Act rules 613 (a)(1)(2). Proforma cannot be responsible for errors within court records and within the records of other consumer reporting agencies, such as credit bureaus. Therefore, Proforma cannot act as a guarantor of information.

6. Access

Proforma acknowledges that individuals have the right to access the personal information that we maintain about them.  Proforma provides access to consumers of all data collected about the consumer to allow the consumer the reasonable opportunity to ascertain what personal data Proforma possesses concerning the consumer, and to correct, amend, transfer, or delete information that is inaccurate or incomplete. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data, should direct their query to customerservice@proformascreening.com.

If requested to remove data, we will respond within a reasonable timeframe. Disclosure is provided under the terms of the Fair Credit Reporting Act. Under all circumstances, a consumer is entitled to a copy of his/her report. However, Proforma reserves the right to engage in reasonable efforts to confirm the identity of anyone requesting this data.

7. Complaints

In compliance with the EU-U.S. and Swiss-U.S. Privacy Shield Principles, Proforma commits to resolve complaints about your privacy and our collection or use of your personal information. All consumers, including individuals located in the EEU and Switzerland, with inquiries or complaints regarding this privacy policy should first contact Proforma at:

Customer Service
Proforma Screening Solutions
125 E Hirst Road, Suite 3C
Purcellville, VA, 20132
Email: customerservice@proformascreening.com

Proforma has further committed to refer unresolved privacy complaints under the EU-U.S. and Swiss-U.S. Privacy Shield Principles to an independent dispute resolution mechanism, the BBB EU PRIVACY SHIELD, operated by the Council of Better Business Bureaus. If you do not receive timely acknowledgment of your complaint, or if your complaint is not satisfactorily addressed, please visit

https://www.bbb.org/EU-privacy-shield/for-eu-consumers/ for more information and to file a complaint.

Please note that if your complaint is not resolved through these channels, under limited circumstances, a binding arbitration option may be available before a Privacy Shield Panel.

You may opt out of any future contacts from us at any time by contacting us via the above information, or via the contact information on our website.

Furthermore, Proforma is governed by the Fair Credit Reporting Act regulations as enforced by the U.S. Federal Trade Commission. Proforma is subject to the investigatory and enforcement powers of the Federal Trade Commission. As a Virginia Limited Liability Company and a Credit Reporting Agency, we are also governed by the rules and regulations of the Commonwealth of Virginia.

Proforma is a member of the National Association of Professional Background Screeners and strictly adheres to its professional standards, code of conduct, ethical business practices, and its promotion of compliance with the U.S. Fair Credit Reporting Act.

 8. Limitations of Application of Principles

Proforma adheres to these privacy principles except (a) as required or allowed by law; (b) to meet legal, governmental, law enforcement or national security obligations; or (c) to protect the health and safety of an individual.

NOTE: Proforma may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.

9. Changes
This Policy may be amended from time to time, consistent with the requirements of the Privacy Shield Principles, the General Data Protection Regulation, and the Fair Credit Reporting Act. Any such changes will be posted on this web page and the below “Effective Date” will be updated appropriately.

 Effective date: October 31, 2018