Human Resources Privacy Notice

Learn how NREL and its affiliates collect, store, and process personal data as part of laboratory employment or engagement processes.

See Privacy and Security Notices for information about how the laboratory handles data captured through visits to this website.

Applicability

This Human Resources (HR) Privacy Notice applies to, but is not limited to, the personal data of current and former:

Job applicants
Employees
Contingent workers
Individuals who engage with NREL in the scope of an HR-related relationship.

Personal Data NREL Collects About You

Information You Provide Directly

NREL may collect and process the following personal data from you:

Your full name, date of birth, and Social Security number
Contact information such as email address, physical address, telephone number, and emergency contact information
Employment background information such as job title, resume/curriculum vitae, employment history, academic and professional qualifications, and education and training
Background check information
Your work eligibility in the United States
Your country of birth and citizenship
Bank account details for payroll, tax information, and wage data
Information regarding disabilities (subject to the Americans With Disabilities Act and Americans With Disabilities Act Amendments Act)
Personal demographic information for government-reported statistics when permitted by law or with your consent
Information directly related to your employment or engagement (e.g., position and title, rate of pay, promotions, performance reviews, and other HR actions)
Information related to the provision of employment benefits, including demographic information, health information related to benefits claims, family benefits information, and other information necessary to provide employment benefits
When permitted by applicable law, drug- and alcohol-testing information related to the use of prohibited substances.

Information NREL Collects From Other Parties

NREL may collect personal data from other parties as part of the recruitment process. This includes but is not limited to:

Information provided from agencies performing background checks
Information from public sources and social media sites
Information from recruitment agencies that you have asked to support you in finding a job
Information provided by NREL workers who have referred you for a job.

How NREL Uses Your Personal Data

NREL may collect and process your personal data to:

Communicate with you about your job application
Verify your identity to conduct background screening checks as permitted by applicable law
Add your personal information to NREL's candidate database and consider your suitability for potential future opportunities
Enroll, administer, support, and manage HR and payroll functions
Communicate about key artifacts (e.g., health care insurance plan, retirement and pension plan, life and disability insurance plans, leave of absence, Form W-2, paycheck)
Communicate with you, an emergency contact, or next of kin in the event of an emergency
Assess your fitness for duty
Evaluate and report our statistical analysis with the aim of improving NREL's HR operations
Comply with applicable legal, regulatory, and/or access requirements
Satisfy other purposes described at the time NREL collects your personal data.

When and With Whom NREL Shares Your Data

NREL may disclose your personal data in the following circumstances:

Internally with NREL employees on a need-to-know basis
Externally with benefit providers, background check vendors, and government agencies
To third parties that you instruct NREL to share your personal data
To comply with valid legal processes such as a subpoena or warrant, garnishment, or to protect the rights, property, or safety of NREL and its workers
With alcohol-and-drug-testing providers, as permitted by applicable law
With the U.S. Department of Energy to process your access authorization and fulfill other obligations.

NREL does not provide or sell personal information to third parties for marketing purposes.

Security

Access to your HR-related personal data is controlled and NREL maintains a comprehensive information security framework using administrative, physical, and technical safeguards. Where NREL engages third parties to process personal data on its behalf, such parties do so on the basis of documented instructions—under a duty of confidentiality—and are obligated to implement appropriate measures to ensure the security of personal data. In the event of a data breach, NREL will take appropriate measures to mitigate risks and, if required, notify affected individuals in accordance with applicable laws and regulations.

Data Retention

Each individual's HR-related personal data will be retained in the approved system(s) of record until the end of their employment or engagement unless otherwise identified in the Federal Records Act and the regulations and records schedules. Such data is maintained and destroyed according to the principles of the Federal Records Act and the regulations and records schedules approved by the National Archives and Records Administration (NARA). If you've completed a job application that is successful and you accept a position, the personal data collected during the recruitment process will be added to your HR file and retained for the duration of your employment, plus NARA schedule.

Your Rights and Choices

You may access, correct, or request deletion of your personal data at any time. Requests for deletion will be processed in accordance with applicable law and the Federal Records Act and the regulations and records schedules. You may object to the processing of your personal data. However, such an objection may not exist if the processing of your HR-related personal data is necessary to take steps for your employment or engagement at NREL. You may also withdraw your consent as a job applicant by opting out or objecting to the processing of your personal data during the job application process. If you choose to opt out, your information will no longer be considered for future job opportunities at NREL. Email NREL's Workday team for further information.

Cookies

This system may use cookies—small text files stored on devices to facilitate transactions, personalize the site, and improve functionality—to collect IP addresses and track page visits. Cookies are designed to be read only by the originating server and sent back with each page request. Most web browsers allow you to manage cookie preferences, including accepting or rejecting them. However, if you do not wish to receive cookies, the most popular web browsers can be configured to provide you with a choice as to whether to accept or reject cookies.

Third-Party Links

This site may contain links to other websites with different privacy policies. Clicking on these links may direct you to a third-party site, which may collect and use information differently, including through their own cookies. Once you leave this site, this Privacy Notice no longer applies to any personal data or information collected by the third-party site. Please review the privacy policy of any external site to understand how your data will be handled.

Notice Changes

NREL may change or update this HR Privacy Notice and encourage you to periodically review this page for the latest information.

No Guarantee of Employment

This notice does not constitute an offer, contract, or promise of employment. Submission of HR-related personal data and information is voluntary.

Contact Information

If you have questions or concerns about the way NREL is handling your data, email the NREL Privacy team.