Effective Date: May 1, 2026 Last Updated: May 1, 2026
- Introduction
Automatic Systems, Inc. (“ASI,” “we,” “our,” or “us”) is committed to protecting the privacy and security of personal information submitted by individuals who apply for employment with our company. This Job Applicant Privacy Policy explains what information we collect through our online job application form, how it is used, who has access to it, how it is protected, and how long it is retained.
By submitting a job application through our website, you acknowledge that you have read and understood this policy. - How We Use Your Information
ASI uses the personal information you submit for the following purposes:
• To evaluate your qualifications and suitability for the position(s) you apply for
• To communicate with you about your application status
• Upon acceptance of offer of employment, to conduct background screening and reference checks, where applicable and with appropriate notice[CB2.1]
• To comply with legal obligations, including equal employment opportunity reporting requirements
• To consider your application for future open positions, where permitted
We will not use your application information for marketing purposes or sell it to third parties. - Information We Collect
When you submit a job application through our website, we may collect the following categories of personal information:
• Contact information — name, mailing address, email address, phone number
• Employment history — previous employers, job titles, dates of employment, responsibilities
• Education and credentials — degrees, certifications, institutions attended
• Skills and qualifications — technical skills, languages, competencies
• References — names and contact information of professional references
• Supporting documents — résumé, cover letter, or other attachments you choose to submit
• Self-identification information — Only collected upon employment offer and acceptance during onboarding. (e.g., veteran status, disability status for EEO/OFCCP compliance)[CB1.1]
• Any other information you voluntarily include in your application
We do not request or require sensitive personal information such as Social Security numbers, financial account information, or government-issued ID numbers at the application stage. - Who Has Access to Your Information
Your application information is accessible only to individuals within ASI who have a legitimate need to review it as part of the hiring process. This includes:
• Human Resources personnel responsible for recruiting and hiring
• Department managers and supervisors with open positions relevant to your application
• Senior leadership, where appropriate for the role being filled
Access is granted on a need-to-know basis. ASI personnel who access applicant data are expected to treat it with confidentiality and in accordance with this policy.
Your information is not shared with external third parties except:
• Background check or screening vendors, where applicable and with your authorization[CB3.1][SB3.2][3.3] upon offer of employment.
• Applicant tracking system (ATS) providers or other technology vendors who process data on our behalf under confidentiality agreements
• Legal or regulatory authorities, if required by law - Data Storage and Security
Your application information is stored in a secured database. ASI employs the following safeguards to protect your personal information:
• Access controls — only authorized personnel may access applicant data
• Encryption — data is encrypted in transit (via HTTPS/TLS) and, where applicable, at rest
• Authentication — systems containing applicant data require secure login credentials
• Vendor oversight — third-party vendors who handle applicant data are required to maintain appropriate security standards
While we take reasonable measures to protect your information, no data transmission or storage system is completely secure. If you have reason to believe your information has been compromised, please contact us using the information in Section 8. - Data Retention
ASI retains job applicant information in accordance with industry best practices and applicable law:
Applicant Status Retention Period
Not selected for the position 1–2 years from date of application
Hired Converted to employment record; retained per ASI’s employee records policy
Withdrew application 1 year from date of withdrawal
Considered for future openings (with consent) Up to 2 years from date of application
Retention periods may be extended where required by law (e.g., EEOC recordkeeping requirements under federal law require retention of personnel and employment records for a minimum of one year from the date of the employment decision).
After the applicable retention period, applicant data will be securely deleted or anonymized. - Your Rights as an Applicant
Depending on applicable law, you may have the right to:
• Access the personal information ASI holds about you
• Correct inaccurate or incomplete information
• Request deletion of your application data, subject to our legal retention obligations
• Withdraw consent where processing is based on your consent
To exercise any of these rights, please contact our HR Department using the information in Section 8. We will respond to your request within a reasonable timeframe and in accordance with applicable law. - Contact Information
If you have questions or concerns about this Job Applicant Privacy Policy, or wish to exercise your data rights, please contact:
ASI Human Resources Department
Automatic Systems, Inc.
9230 E 47th Street
Kansas City, MO 64133
(816) 356-0660 - Changes to This Policy
ASI reserves the right to update this policy at any time to reflect changes in our practices or applicable law. The “Last Updated” date at the top of this page will reflect any revisions. We encourage applicants to review this policy before submitting an application.
This policy is intended to inform job applicants of ASI’s data practices. It does not constitute an employment contract or guarantee of employment.