Privacy Notice

Privacy Act Statement

This notice is provided pursuant to the Privacy Act of 1974 (5 U.S.C. § 552a), FAR 52.224-1, applicable federal employment laws (EEOC, ADA, FMLA, Title VII), and applicable federal and state privacy laws.

Authority: Collection is authorized under the Federal Acquisition Regulation (FAR), applicable federal employment statutes, and FCI's prime contract obligations.

Purpose: Information you provide is used to administer employment, process payroll and benefits, meet DCAA audit requirements, maintain required HR records, and fulfill federal contractor reporting obligations (EEOC, VETS-4212, EEO-1).

Disclosure: Providing requested information is required for employment and portal access. Certain data fields are mandatory under federal contractor law; failure to provide them may affect your employment status or benefits enrollment.

What We Collect

• Identity: legal name, date of birth, SSN (for payroll/tax — stored encrypted in Azure Key Vault)
• Contact: personal email, phone, home address
• Employment: job title, department, compensation, benefits elections, employment dates
• Time & labor: timesheets, PTO requests, leave records (DCAA & FMLA requirements)
• Equal Opportunity data: voluntary self-identification of race, gender, disability status, veteran status (EEOC / VETS-4212)
• I-9 & E-Verify: work authorization documents (IRCA requirement)
• Access logs: IP address, login timestamps (security and DCAA audit purposes only)

HR-Specific Legal Notices

• EEOC / Title VII / ADA: FCI does not discriminate on the basis of race, color, religion, sex, national origin, disability, or veteran status. Equal Opportunity data is used solely for required federal reporting and is never used in employment decisions.
• ADA: Accommodation requests and disability-related information are kept strictly confidential in separate, access-restricted records per 29 C.F.R. § 1630.14.
• FMLA: Medical information submitted in connection with FMLA requests is maintained in a confidential file separate from your general HR record.
• DCAA: Time and labor records are immutable once submitted. No deletion is permitted without logged supervisory authorization. Records retained minimum 3 years after contract close.

How We Protect Your Information

• All data encrypted at rest (AES-256) and in transit (TLS 1.3)
• SSN and banking details stored exclusively in Azure Key Vault — never in application databases
• Multi-factor authentication (Azure AD MFA) required for all portal access
• Role-based access — HR records visible only to authorized HR/Payroll/Admin personnel
• 90-day tamper-evident audit logs of all record access and changes
• Continuous security monitoring via Microsoft Defender for Cloud

How We Share Your Information

FCI does not sell your information. We share only:

• With payroll and benefits providers (ADP, Gusto, or equivalent) as necessary for payroll processing
• With the IRS, SSA, and state tax agencies for required tax reporting (W-2, 1099)
• With federal agencies as required by prime contract terms (DCAA, DOL, EEOC)
• With DCAA auditors during contract performance audits
• As required by valid legal process, court order, or law

Data Retention

Your Rights

Subject to applicable law and federal retention requirements, you may request access to, correction of, or information about how your personal data is used by contacting:

Classification Status

FCI does not currently handle Classified or Controlled Unclassified Information (CUI). All portals process unclassified information only. This notice will be updated if FCI begins handling CUI under future contracts.