Privacy Policy

Introduction

Kimley-Horn and Associates, Inc. and its affiliated companies (collectively, “Kimley-Horn”) respect your privacy. This Privacy Policy applies to personal data collected by Kimley-Horn through the www.kimley-horn.com website, recruiting, and employment activities.

As used in this Privacy Policy, the term “personal data” means any information that is linked or reasonably linkable to an identified or identifiable natural person, or that otherwise is considered personal information or personal data under applicable laws or regulations.

Supplements to this Privacy Policy are included at the end of this Privacy Policy.

Types/Categories of Personal Data We Collect

Through our normal and necessary business operations, we end up collecting personal information. The type of information we collect depends on how we interact with you. Here is more detailed information about the personal information we collect:

Information You Provide to Us

When you complete a form on our website, apply for a job with us, or become an employee we collect the information you give us. This information might include things like your name, email address, mailing address, phone number, job application and employment related information, or similar identifying and background information.

When A Third Party Gives It to Us

We may collect your personal information when a third party provides your information to us. For example, when you apply for a job, we may obtain information about your educational or employment background from third parties, or we may perform background checks as part of an employment application.

When You Use Our Websites

We collect technical information when you use our websites. Certain internet and electronic network activity information is created and recorded automatically. This might include information about your interactions with our website, such as content you view, the time you spend viewing the content, and the features you access. We may collect this information using cookies or other similar technologies.

Some of the information we may collect includes your Internet Protocol (“IP”) address, device identifiers (including the manufacturer and model) and media access control (“MAC”) address, the operating system of your device, your browser type and version, and the date and time of your visit.

This data is aggregated or de-identified so no one can know that the information pertains to you. Aggregated or de-identified data is not considered personal information and is not subject to this Privacy Policy.

How We Use/Process Your Personal Data

We collect and use your information so we can operate effectively and provide you with the best experience when you interact with us. More specifically, we may use your information for the following purposes:

  • To respond to your service requests or support needs.
  • For the purpose for which you provided the personal information, such as processing your job application, or maintaining your records as an employee.
  • Human resources management such as performance assessment, training, employee benefits and compliance.
  • Help you obtain an immigration visa or work permit.
  • Improve our hiring process (only after personal information has been aggregated).
  • Business processes and management used to run our business.
  • Safety and security management to ensure the safety and protection of employees, property and the community.
  • To identify and communicate with you.
  • Improve our website and services such as conducting data analysis and audits, enhancing our website, market research, surveys, marketing, such as providing you information about our products and services.
  • Legal proceedings and requirements, such as investigating or addressing claims or disputes, acquisitions, as required or allowed by law, or as requested by regulators, government entities, and official inquiries.

Kimley-Horn will not use your personal data in a manner that is inconsistent with the purpose of its original collection, unless we have provided you additional notice and you have consented.

How We Disclose/Share Your Personal Data

Kimley-Horn may share personal data with:

Our Wholly Owned Subsidiaries and Affiliates

We share information within the Kimley-Horn family of companies to provide our services or conduct business operations. If we were to engage in an acquisition, bankruptcy, dissolution, reorganization, or similar proceeding that involves the transfer of the information described in this Privacy Policy, we would share your information with a party involved in this process (for example, a potential purchaser).

Third Party Companies, Service Providers or Business Partners

We rely on third parties to perform a few contractual services on our behalf. To do so, we may need to share your information with them. For example, from time to time, we may share your information with third parties that help us provide services, or operate our business, such as a payroll service or a benefits administrator.

Legal Compliance

We may share personal information when it is necessary to comply with the law, enforce our policies and other agreements, or to protect the rights, property or safety of Kimley-Horn and our employees. We may also share your information to detect, prevent, or otherwise address fraud, security, or technical issues.

Where We Store Your Information

All personal information is stored in the United States.

Cookie Policy

We use third-party cookies (Google) to collect personal information about your interaction with our website. A cookie is a small file that is stored on your computer, to enable our site to store information such as your website preferences, so that we can remember certain choices you have made. Cookies can also be used to recognize your device so that you do not have to provide the same information more than once. Kimley-Horn uses only essential cookies.

For more information about Google Analytics and how it collects and processes data, please see “How Google Uses Information from Sites or Apps that Use Our Services.

You may be able to refuse or disable cookies by adjusting your web browser settings. Some browsers have options that allow the visitor to control whether the browser will accept cookies, reject cookies, or notify the visitor each time a cookie is sent. Because each web browser is different, please consult the instructions provided by your web browser (typically in the “help” section). Please note that you may need to take additional steps to refuse or disable local shared objects and similar technologies. If you choose to refuse, disable, or delete these technologies, some of the functionality of the web site may no longer be available to you, and any differences in services are related to the data. You can learn more about cookies by clicking here.

There are other local storage and internet technologies, such as local shared objects (also referred to as “flash cookies”) and HTML5 local storage, which operate similarly to the technologies discussed above and may also be used.

Do Not Track Signs and Similar Mechanisms

Our website is not configured to read or respond to “do not track” settings or signals in your browser headings.

Security

Kimley-Horn has implemented appropriate physical, administrative and technical safeguards to help us protect your personal data from unauthorized access, use and disclosure. Kimley-Horn also requires that its business partners and service providers protect such information from unauthorized access, use and disclosure.

You acknowledge that no method of transmission over the Internet, or electronic storage, is 100% secure, and that we cannot guarantee absolute security.

Certain Rights You May Have Regarding Your Personal Data

In accordance with the laws of certain jurisdictions, you may have certain rights and choices regarding the personal data Kimley-Horn collects and maintain about you, and how Kimley-Horn communicates with you. If you are a California resident, you can find out more about your rights in the section of this Privacy Policy called, “California Residents”.

You may have the following rights, subject to some limitations:

  • The right to request information about our use of your personal data (for example, the pieces and categories of personal data we have, the categories of sources, the purposes for collection, the third parties with whom we have shared personal data, and the personal data we have disclosed).
  • The right to review and access your personal data.
  • The right to rectify/correct/update/modify your personal data in our possession.
  • The right to erase/delete, de-identify, anonymize or block your personal data.
  • The right to restrict our use of your personal data.
  • The right to object to our use, or certain types of disclosures, of your personal data.
  • The right to request the transfer of your personal data in our possession to a third party.
  • The right to receive your personal data in a usable format and transmit it to a third party (sometimes referred to as data portability).
  • The right to lodge a complaint with your local data protection authority.

If you would like to exercise any of these rights, you may do so by contacting us as set forth in the “How to Contact Us” section below, subject to our verification as described below in the Verification section.

Where required by law, you also have the right to withdraw any consent you have given to uses of your personal data. If you wish to withdraw consent that you have previously provided to us, you may do so by contacting us as set forth in the “How to Contact Us” section below, subject to our verification as described below in the Verification section. However, the withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

Exercising Your Rights

If you would like to exercise any of your privacy rights, or if you have any questions about this Privacy Policy or any of Kimley-Horn’s privacy practices or use of your personal data, please feel free to contact us by mail at Kimley-Horn 421 Fayetteville Street, Suite 600, Raleigh, NC 27601, or by completing the form at https://www.kimley-horn.com/contact/request-data/.

If you exercise any of these rights, we may need to verify your identity. If we need to do so, we may ask you to provide certain information such as your driver’s license, or other form of identification. If we cannot verify your identity, we may deny your request. If that happens, we will let you know.

You can also have an authorized agent exercise your rights on your behalf using the same methods as described above. If you do so, we may also ask your authorized agent to provide proof that they are authorized to act on your behalf.

Selling or Sharing Personal Information

We do not “sell” or “share” your personal information as those terms are defined by California law.

Other California Privacy Rights. As a California resident, you may request information regarding the disclosure of your personal information to third parties for their direct marketing purposes. To make such a request, please send an email to [email protected].

Verification

Before responding to a request for information about your personal data, we must verify the request. Verification is important to protect your information and to help confirm that we are responding to a valid request and providing the response to the correct individual. The information we ask to verify your identity may depend on your relationship with us.

When you exercise your rights under applicable laws, you may have the right to designate an authorized agent or representative to make a request on your behalf by providing the authorized agent with written permission to do so and verifying your identity with us as part of the request, or by providing the authorized agent with power of attorney pursuant to applicable law. We will ask the individual submitting the request to verify that they are an authorized agent or representative. When submitted by an authorized agent or representative, we will ask the authorized agent or representative to provide the name, email address and a description of the relationship with the individual who is the subject of the request and to certify that the representative has permission to submit the request, and we may request proof of your written permission.

Retention

Kimley-Horn will retain your personal data for only as long as is required for us to fulfill the purposes for which the information is processed or for other valid reasons to retain your personal information (for example, to comply with our legal and regulatory obligations, resolve disputes, and enforce our agreements).

Children’s Privacy

Kimley-Horn’s Services are not directed to children, and we do not knowingly collect personal data from children under the age of 16. If you are a parent or guardian of a child under the age of 16 and believe that he or she has disclosed personal data to us, please contact us as set forth in the “Contact Us” section below. We will ensure their personal data is properly processed and disposed of with the consent of their parent or guardian.

How to Contact Us

If you would like to exercise any of your privacy rights, or if you have any questions about this Privacy Policy or any of Kimley-Horn’s privacy practices or use of your personal data, please feel free to contact us by mail at Kimley-Horn 421 Fayetteville Street, Suite 600, Raleigh, NC 27601, or by email at [email protected].

California Residents

The California Consumer Privacy Act (“CCPA”) regulates how we handle personal information of California residents in connection with our Services and gives California residents certain rights with respect to their personal information.

Kimley-Horn is both a “business” and a “service provider” under the CCPA. This section of the Privacy Policy applies to information we collect in our role as a business—this is when we interact directly with you on our own behalf and not on behalf of our customer.

When we act as a service provider (for example, by providing our services to another company that you interact with), we follow the instructions of the business that engaged us with respect to how we process your personal information. If you would like more information about how your personal information is processed by other companies, including companies that engage us as a service provider, please contact those companies directly.

Under the CCPA, you have the rights as specified in the Section above entitled “Certain Rights You May Have Regarding Your Personal Data”, subject to certain limitations. You also have the right not to be discriminated against because you choose to exercise your rights under the CCPA.

Collection, Use, and Sharing of Personal Information

If you are a California resident, we are required to tell you certain things about your personal information and your rights regarding your personal information. Here is how your personal information is collected, used, and shared:

Categories of PI Collected in Last 12 months Category or Source from Which PI Collected Business or Commercial Purpose for Collection and Use of PI Sold to or Shared with Third Parties Category of Third-Party to Whom PI was Sold or Shared Categories of PI Collected in Last 12 months Disclosed for a Business Purpose Category of Third-Party to Whom PI Disclosed for a Business Purpose Specific Purpose for Disclosing PI How Long We Keep Your PI
Identifiers such as a real name, alias, postal address, online identifier, IP address, email address, account name, social security number, driver’s license number, background check information, job application information, health information, union data, passport number or other similar identifiers
Consumer; Computer operating systems; Background check agencies; Federal and state reporting requirements
HR; Hiring; Marketing and Advertising
No
None
None
Yes
Benefits administrator; Payroll company; Background check agencies
Assist with performing benefits administration payroll processing, and other HR functions. Determining employment eligibility. Federal and state reporting requirements.
For as long as the consumer is employed and for a period of five (5) years thereafter. For job applicants, for a period of two (2) years.
Characteristics of protected classifications under California or federal law (such as race, sex, and other similar characteristics)
Consumer
Federal and state reporting requirements
No
None
None
No
Government agencies
Federal and state reporting requirements
For as long as the consumer is employed and for a period of five (5) years thereafter. For job applicants, for a period of two (2) years.
Internet or other electronic network activity information
Consumer
Improving services
No
None
None
No
None
None
For a period of one (1) year.
Professional or employment-related information (such as benefit information, payroll, identity verification, background checks for hiring, hiring assessments, continuing education and certifications)
Consumer; Job references
HR; Hiring
No
None
None
No
None
None
For as long as the consumer is employed and for a period of five (5) years thereafter. For job applicants, for a period of two (2) years.
Education information (such as degrees, certificates enrollment)
Consumer; Educational institutions
HR; Hiring
No
None
None
No
None
None
For as long as the consumer is employed and for a period of five (5) years thereafter. For job applicants, for a period of two (2) years.
Sensitive personal information (such as medical information as part of HR or administering benefits, drug screening, providing safe services)
Consumer; Physician; Regulatory compliance
HR; Hiring
No
None
None
No
None
None
Benefits information is retained for a period of six (6) years after the date of filing or until sufficient to determine benefits due or which may become due, whichever is longer. HIPAA disclosure records are retained for a period of six (6) years from the date of the document’s creation or six (6) years from the date when it was last in effect, whichever is longer. Family and Medical Leave Act (“FMLA”) records are retained for a period of three (3) years after an employee’s completion of relevant leave. I-9 forms are retained for three (3) years after the date of hire or one (1) year after the date employment is terminated, whichever is longer. Employee immigration files are retained for five (5) years after termination of, or acquisition of permanent residency status by the employee.

Changes to This Privacy Policy

Kimley-Horn may change this Privacy Policy from time to time. The revised Privacy Policy will be posted at the same location as this Privacy Policy, and the date of last update will be indicated at the bottom of the Privacy Policy. If you do not refuse the changes in writing within thirty (30) days of the “last updated” date and you continue to use our Services, we will consider that you have read and understand the Privacy Policy as changed, including with respect to personal data provided to us prior to the changes in the Privacy Policy. We encourage you to periodically review this Privacy Policy for any changes or updates.

Last updated: January 16, 2023