SAGE Dining Services, Inc.
Applicant and Worker Privacy Notice
Last Updated: March 20, 2025
SCOPE
This Privacy Notice applies to employees, contractors, contingent and other personnel (collectively, “Workers”) and applicants and prospective Workers (collectively, “Applicants”) whose Personal Information SAGE may collect and process during its human resources operations, from submission of an application, throughout the course of an individual’s tenure with SAGE, and following such employment or services (collectively, the “Human Resources Operations”).
As used in this Privacy Notice, “Personal Information” has the meaning given to it under the law where you (an Applicant or Worker) lives, but typically refers to information that can be used to identify you as an individual. Please note that the ways that we may use your Personal Information are referred to as “processing.”
The terms “SAGE,” “we,” “us,” and “our” means SAGE Dining Services, Inc. and its affiliates and subsidiaries. This Privacy Notice explains the kinds of Personal Information we may collect, how we intend to use and share that information, and the rights you may have related to these processing activities.
Important Notes:
- SAGE provides culinary support and services for educational and other types of institutions (our “Clients”) that maintain separate and supplemental security and administrative processes that may apply to certain SAGE Workers who are assigned to perform their job duties in Client facilities. In some cases, Workers may be subject to Client’s own privacy statements and notices, in conjunction with the terms of this Privacy Notice.
- This Privacy Notice 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 Notice does not apply to any of the Personal Information that we process through your use of our public-facing websites and mobile application, which are subject to our website Privacy Statement governing those properties.
PERSONAL INFORMATION WE COLLECT
SAGE collects Personal Information from Applicants and Workers as described below.
Personal Information We Collect from You Directly. We may collect the following Personal Information that you provide to us and/or our clients at venues or work sites at which you may be working (which may require supplemental screenings and background checks that our clients may conduct directly):
- Identifiers. Name, alias, postal address, phone number, email address, date of birth, passport number, driver’s license number, driving record, Social Security number, other government-issued identification number, or similar identifiers.
- Demographic Information. Information about protected classifications, such as your age, gender, gender identity, race, ethnicity, citizenship or immigration status, sexual orientation, marital status, disability, language abilities, or veteran or military status.
- Financial Information. Payroll information, bank account and routing number, and tax-related information.
- Professional Information. Employment history, education information, professional qualifications, salary information, financial information related to credit checks, contact information of third parties in case of an emergency, beneficiaries under any benefit program, and other information that you may provide on a resume/CV or application form.
- Sensitive Personal Information. Details of health and disability, including medical information, health insurance information, mental health, medical leave, and maternity leave, information about national origin or immigration status, and optional demographic information such as race or veteran status.
- Communications with Us. Personal Information such as personal contact information when you communicate with us, for example to inquire about employee benefits.
- Intra-Company Communications. We may offer intra-company accessible sites, apps, video-enabled meetings, pages, messaging channels, blogs, or forums (“Intra-Company Communication Channels”). SAGE and other individuals who use the Intra-Company Communication Channels may collect Personal Information and other information you submit or make available through these sites. If you choose to submit content to any public area of the Intra-Company sites, such content will be considered “public” and may not be subject to the privacy protections set forth herein.
- Worker Use of SAGE Information Technology Systems and Networks. We may collect or have access to certain information automatically through the course of a Worker’s employment or services, such as Internet protocol (IP) address, inferred location based on IP address or activities, device identifiers associated with a computer or device, mobile carrier and related information, activity logs, and other information about activities Workers engage in when using SAGE properties or Client’s facilities, equipment, accounts, systems, and networks. We, and or our Clients may monitor and review Workers’ uses of equipment, accounts, information technology systems and networks, including phone networks, computer networks, including those used to access the Internet, videoconferencing systems or Intra-Company Communications Channels, that are used by Workers to perform their job duties and fulfill work-related assignments. We may access and review electronic files, messages, and emails sent or stored on information technology systems, including accounts, computers and devices provided to Workers, or on Workers’ devices, subject our, our, or our Clients’ internal IT terms and policies.
- Audio or Visual Information. Content of video interviews and conferences, security cameras, call recordings, and similar types of information gathered in the ordinary course of business.
- Geolocation Information. Assigned work location, or the region or general location where your computer or device is accessing the Internet.
- Feedback. From time to time, we may ask you to provide your feedback or participate in optional surveys. If you decide to participate, you may be asked to provide certain information, which may include Personal Information.
- Promotional Activities. Occasionally, we may run contests, events, or other promotional activities. We ask those who participate to provide information relevant to the activity, which may include Personal Information.
Miscellaneous Information. We may receive or collect other miscellaneous information, for example, information you choose to disclose during the interview process, whether in oral or written form, opinions generated during the interview process, and information provided to us during performance reviews.
PLEASE NOTE THAT WORKERS HAVE NO EXPECTATION OF PRIVACY WHILE WORKING AT FACILITIES MANAGED BY SAGE OR ITS CLIENTS WHEN WORKING ON BEHALF OF SAGE OR USING INFORMATION TECHNOLOGY SYSTEMS, DEVICES, NETWORKS, AND ELECTRONIC COMMUNICATION TOOLS ISSUED BY SAGE OR ITS CLIENTS. PLEASE ALSO NOTE THAT THIS PRIVACY NOTICE 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 NOTICE.
HOW WE PROCESS YOUR INFORMATION
We process Personal Information for a variety of business purposes including:
- To assess your suitability, aptitude, skills, qualifications, and interests for employment with or provision of services to SAGE;
- To communicate with you about the application process and/or your application;
- To assist you with obtaining an immigration visa or work permit (where required and requested by you);
- To verify your eligibility and qualifications to be assigned to certain Clients’ facilities or assume particular roles at SAGE;
- To take steps at your request prior to entering into a relationship with you (for example, after we have sent you an offer, to process certain Personal Information to enter into and commence employment);
- To manage our workflow, including assigning, managing, and administering projects;
- To administer Human Resources Operations;
- To conduct payroll and provide benefits;
- To administer compensation, including short-term and long-term incentives, compensation analysis, including monitoring overtime, compliance with labor laws, and company recognition programs;
- To pursue our legitimate interests (for example, fraud prevention, network and information security, disclosure to affiliated organizations for administrative tasks, Worker monitoring for safety or management, whistleblowing schemes, enforcement of legal claims, and research purposes);
- To conduct job grading activities;
- To manage Worker performance and development management;
- To conduct organizational development and succession planning;
- To administer benefits and personnel matters;
- To manage absences;
- To provide helpdesk and IT support services;
- To conduct internal and/or external or governmental compliance investigations;
- To conduct internal or external audits;
- Where it is necessary for the establishment, exercise, or defense of legal claims;
- To operate diversity and inclusion initiatives;
- To support restructuring and relocation activities;
- To provide emergency contacts and services;
- To support Worker safety;
- To comply with our legal obligations;
- To process Worker expenses and travel charges;
- To support acquisitions, divestitures, and integrations;
- For other business purposes as permitted by law; and
- As you otherwise agree or consent.
We may disclose your Personal Information:
- To our Service Providers. We may disclose your Personal Information with vendors and service providers. The types of service providers to whom we entrust Personal Information include service providers for: (i) maintaining our Human Resources Operations; and (ii) the provision of IT and related services. Our service providers may use Personal Information only as directed or authorized by us and are prohibited from using or disclosing Personal Information for any other purpose.
- To our Affiliates and Subsidiaries. We may disclose Personal Information with our affiliates and subsidiaries for our and their respective internal business purposes.
- With Other SAGE Workers. If you post content about yourself to the Intra-Company Communication Channels, other Workers may be able to see some information or all of this information. In addition, a Worker’s name and photo may be available through the Intra-Company Communication Channels to facilitate collaboration and workplace communications.
- To Clients and/or Work Sites and Venues. We may disclose your Personal Information with Clients and/or work sites and venues where Workers may be assigned to comply with Client or other legal or safety requirements. Clients and venues may collect your Personal Information in a variety of ways, including without limitation to conduct supplemental screenings and/or background checks and to maintain ongoing security of the worksite.
- To Protect Ourselves or Others. We may access, preserve, and disclose your Personal Information if we believe doing so is required or appropriate to: (i) comply with law enforcement or national security requests and legal processes, such as court orders or subpoenas; (ii) protect your, our, or others’ rights, property, or safety; (iii) enforce our policies or contracts; (iv) collect amounts owed to us; or (v) assist with an investigation or prosecution of suspected or actual illegal activity.
- Merger, Sale, or Other Asset Transfers. If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another entity, your Personal Information may be transferred as part of such a transaction as permitted by law and/or contract.
- With Your Consent or Instruction. We may disclose your Personal Information when we have your consent or instruction to do so.
- To Ensure Legal Compliance and Safety. We may disclose your Personal Information to comply with our legal obligations, prevent fraud, ensure Worker safety, and for other legitimate business purposes as permitted by law.
INTERNATIONAL DATA TRANSFERS All information collected via or by SAGE may be transferred, processed, and stored anywhere in the world, including, but not limited to, the United States, to carry out our Human Resources operations. We endeavor to safeguard your information consistent with the requirements of applicable laws.
DATA RETENTION We retain your Personal Information as described in this Privacy Notice for as long as necessary to fulfill the purpose(s) for which it was collected, carry out our human resources operations, resolve disputes, establish legal defenses, conduct audits, pursue legitimate business purposes, enforce our agreements, comply with applicable laws, or based upon other criteria, including, but not limited to, the sensitivity and volume of such data. Additionally, we endeavor to retain all such Personal Information in accordance with legal requirements.
SECURITY OF YOUR INFORMATION We take steps to ensure that your Personal Information is treated securely and in accordance with this Privacy Notice. Unfortunately, we cannot ensure or warrant the security of any information you provide to us. To the fullest extent permitted by applicable law, we do not accept liability for unauthorized access, use, disclosure, or loss of Personal Information.
THIRD PARTY WEBSITES/APPLICATIONS Various resources and sites at SAGE may contain links to third party websites/applications and other websites/applications may reference or link to SAGE. These third-party services are not controlled by us. We encourage Applicants and Workers to read the privacy policies of each website and application with which they interact. We do not endorse, screen, or approve, and are not responsible for the privacy practices or content of such other websites or applications. Visiting these other websites or applications is at your own risk.
CHANGES TO THIS PRIVACY NOTICE We may revise this Privacy Notice from time to time in our sole discretion. If there are any material changes to this Privacy Notice, we will notify you as required by applicable law. You understand and agree that you will be deemed to have accepted the updated Privacy Notice if you continue your employment with or services to SAGE after the new Privacy Notice takes effect.
CALIFORNIA PRIVACY RIGHTS Subject to certain limitations, California Applicants and Workers are entitled to exercise the privacy rights outlined in our website Privacy Statement regarding their Personal Information. To exercise any of these rights, please Contact Us as described below.
CONTACT US If you have any questions about our privacy practices, this Privacy Notice, or wish to exercise your California Privacy Rights, please contact us at:
SAGE Dining Services, Inc.
Attn: Legal Department
1402 York Road
Lutherville, MD 21093
Telephone number: 410-339-3950
E-mail address: privacyrequest@sagedining.com
