Privacy Notice for California Workforce Members
Effective Date: January 1, 2020 | Last Updated: August 1, 2026
This Privacy Notice for California Workforce Members (the “Notice”) applies to California residents who are job applicants, current or former employees, officers, directors, owners, independent contractors, or other members of McGrath RentCorp’s workforce, and to their emergency contacts and beneficiaries when McGrath RentCorp or one of its subsidiaries (“McGrath,” “we,” “us,” or “our”) collects their personal information. This Notice is provided under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”).
This Notice describes the categories of personal information we collect, the purposes for collection and use, the categories of sources and recipients, our retention practices, and the rights available to California residents. It supplements other McGrath policies and notices and does not create or alter any employment contract or benefit plan.
1. Personal Information We Collect and Use
“Personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with a particular individual or household. “Sensitive personal information” is a defined subset of personal information. The table below describes the categories McGrath has collected during the preceding 12 months and may continue to collect, depending on the individual’s relationship with McGrath and the requirements of the position or assignment.
CCPA Category |
Examples of Information |
Business Purposes |
|---|---|---|
A. Identifiers |
Name, alias, postal address, email address, telephone number, online identifier, IP address, username, employee or applicant ID, signature, Social Security number, driver’s license, state ID, passport, permanent resident or alien registration number, and other work-authorization documentation. |
Recruiting; identity and work-authorization verification; payroll, benefits, tax and equity administration; communications; travel; access control; security; legal compliance. |
B. California Customer Records information |
Contact information, signature, Social Security number, physical characteristics or description, insurance information, education, employment history, bank account and direct-deposit information, and health-insurance information. |
Employment administration; payroll and benefits; expense reimbursement; background screening; accommodations; leave administration; legal and reporting obligations. |
C. Protected classifications |
Age; and, where voluntarily provided or legally required, race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, disability, sex, gender, gender identity or expression, pregnancy or related conditions, sexual orientation, veteran or military status, and other protected characteristics. |
Benefits administration; equal employment opportunity, affirmative action and pay-data reporting; accommodations and leave; workforce analytics; legal compliance. |
D. Commercial information |
Records of company purchases, travel, expenses, corporate card use, and transactions involving company property or benefits. |
Expense and travel administration; auditing; fraud prevention; asset management; business operations. |
E. Biometric information |
Where used, biometric identifiers or templates for timekeeping, identity verification, access control, or security. McGrath will provide any additional notice or consent required by applicable law before collection. |
Timekeeping; identity verification; physical or information-security access; fraud prevention. |
F. Internet or network activity |
Browsing and search history on McGrath systems, interaction with websites or applications, device and system logs, email and network activity, and security-monitoring information. |
Operate and secure IT systems; investigate incidents; enforce policies; maintain business continuity; legal compliance and e-discovery. |
G. Geolocation data |
Approximate or precise location or movements when generated through company devices, vehicles, applications, access systems, or travel and safety programs. |
Safety, dispatch and fleet operations; time and attendance; asset protection; travel; security; legal compliance. |
H. Sensory information |
Audio, electronic, visual, thermal, or similar information, including photographs, badge images, video surveillance, recorded meetings or calls where permitted, and other workplace recordings. |
Security and safety; training; communications; incident investigation; quality assurance; legal compliance. |
I. Professional or employment information |
Application materials, resumes, references, background-screening results, job history, compensation, attendance, training, performance, disciplinary records, workplace investigations, licenses, certifications, and separation information. |
Recruiting; workforce and performance management; compensation; succession and training; investigations; legal compliance. |
J. Education information |
Education history, degrees, transcripts, certifications, and training records. |
Recruiting; qualification verification; workforce development; legal or contractual requirements. |
K. Inferences |
Inferences drawn from workforce information, such as skills, preferences, aptitudes, performance trends, or suitability for a role, assignment, training, or development opportunity. |
Workforce planning; recruiting; performance and talent management; training and development. Any legally regulated automated decisionmaking use will be addressed by a separate notice when required. |
L. Sensitive personal information |
Government identifiers; account credentials; precise geolocation; racial or ethnic origin, religious beliefs, union membership; contents of communications when McGrath is not the intended recipient; genetic data; biometric information used for identification; and information concerning health, sex life, or sexual orientation, to the extent collected. |
Payroll, benefits, tax and work authorization; account security; safety and fleet operations; accommodations and leave; equal employment and reporting obligations; investigations; legal claims; other permitted employment purposes. |
Personal information does not include information excluded from the CCPA’s definition, including lawfully available government-record information, information made available to the general public as defined by law, or deidentified or aggregate information. McGrath does not use or disclose sensitive personal information to infer characteristics about workforce members except as disclosed and permitted by law.
2. Categories of Sources
McGrath may obtain personal information directly from you; from your references, emergency contacts, beneficiaries, dependents, or authorized representatives; from prior employers, educational institutions, recruiters, background-screening providers, benefits providers, payroll and financial institutions, insurers, medical or occupational-health providers, government agencies, customers, vendors, and professional advisers; from publicly available sources; and automatically through McGrath devices, networks, systems, applications, facilities, vehicles, and security tools.
3. Disclosure of Personal Information
During the preceding 12 months, McGrath may have disclosed the categories listed in Section 1 for business purposes to service providers and contractors that support recruiting, payroll, benefits, background screening, travel, expense management, training, IT, cybersecurity, data hosting, records management, insurance, workers’ compensation, occupational health, legal services, auditing, and other workforce or business operations. McGrath may also disclose information to affiliated companies; government agencies and law enforcement; courts and litigants when legally required; benefit-plan administrators; customers or business partners when necessary for an assignment; and parties to a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate safeguards.
McGrath does not sell workforce personal information and does not share workforce personal information for cross-context behavioral advertising. McGrath also does not knowingly sell or share the personal information of individuals under 16. Because McGrath does not use or disclose sensitive personal information for purposes that trigger the CCPA right to limit, McGrath does not currently provide a “Limit the Use of My Sensitive Personal Information” link for workforce data. If these practices change, McGrath will provide the notices and choices required by law.
4. Retention of Personal Information
McGrath retains personal information only for as long as reasonably necessary and proportionate to the disclosed purposes, including to administer the employment or contractor relationship, satisfy legal, tax, accounting, reporting, safety, security, and recordkeeping obligations, resolve disputes, enforce agreements, and establish, exercise, or defend legal claims. Retention periods vary by record type and are governed by McGrath’s records-retention schedule and any applicable legal hold.
Record Type |
Retention Period or Criteria |
|---|---|
Applicant and recruiting records |
Generally retained for the legally required period after the hiring decision, and longer when needed for recurring applications, claims, audits, or legal holds. |
Personnel, payroll, benefits, tax, equity, and leave records |
Retained during the relationship and for the applicable statutory, tax, benefits, audit, and claims period after separation. |
Security, access, network, location, audio, and video records |
Retained for the operational or security period appropriate to the system, unless needed longer for an investigation, incident, claim, or legal hold. |
Background checks and eligibility records |
Retained for the period required or permitted by employment, immigration, transportation, safety, and other applicable laws. |
Investigation, discipline, claims, and litigation records |
Retained through final resolution and for the applicable limitation, appeal, enforcement, and legal-hold period. |
5. California Privacy Rights
Subject to applicable exceptions, California residents may have the following rights regarding their personal information:
- The right to know the categories and specific pieces of personal information McGrath has collected, the categories of sources, the business or commercial purposes, and the categories of third parties to whom information was disclosed, sold, or shared.
- The right to delete personal information McGrath collected from you, subject to statutory exceptions, including when retention is necessary to administer the employment relationship, comply with law, or establish or defend legal claims.
- The right to correct inaccurate personal information maintained by McGrath.
- The right to receive responsive personal information in a portable and, where technically feasible, readily usable format.
- The right to opt out of sale or sharing. McGrath does not sell or share workforce personal information as those terms are defined by the CCPA.
- The right to limit certain uses and disclosures of sensitive personal information. McGrath does not currently engage in uses or disclosures of workforce sensitive personal information that trigger this right.
- The right not to receive discriminatory treatment or retaliation for exercising CCPA rights.
These rights do not apply to information outside the scope of the CCPA or where an exception applies. McGrath may deny or limit a request and will explain the basis for doing so when required by law.
6. How to Submit a Request
You or your authorized agent may submit a request to know, access, delete, or correct personal information through either of the following methods:
- Email: tara.wescott@mgrc.com
Current employees may also contact Human Resources through McGrath’s internal HR channel. Please describe the request and provide sufficient information for McGrath to identify the relevant records. McGrath will acknowledge and respond within the time required by law.
Verification. McGrath will verify requests by matching information provided with information maintained in its records and may request additional information when reasonably necessary. McGrath will use verification information only for identity verification, fraud prevention, and security. A request for specific pieces of personal information may require a signed declaration under penalty of perjury. McGrath will not require you to create an account solely to submit a request.
Authorized Agents. An authorized agent may submit a request on your behalf. McGrath may require proof that the agent has permission to act for you and may separately verify your identity or confirm the authorization, unless the agent presents a valid power of attorney under California law.
7. Automated Decisionmaking Technology
If McGrath uses automated decisionmaking technology subject to the CCPA to make a significant decision concerning hiring, compensation, promotion, demotion, termination, work allocation, or another covered employment decision, McGrath will provide a separate pre-use notice and any applicable opt-out, appeal, and access rights by the legally required compliance date. This Notice does not itself state that McGrath uses such technology for a covered significant decision.
8. Security
McGrath uses reasonable administrative, technical, and physical safeguards designed to protect personal information. No security measure is perfect, and workforce members must comply with McGrath information-security, acceptable-use, records-management, and incident-reporting requirements.
9. Changes to this Notice
McGrath may update this Notice from time to time. When changes are material, McGrath will provide an updated notice through appropriate channels, such as email, the applicant portal, the employee intranet, or paper notice. McGrath will not collect additional categories of personal information or use personal information for materially different purposes without providing any notice required by law.
10. Contact Information
Questions about this Notice or McGrath’s privacy practices may be directed to Human Resources at tara.wescott@mgrc.com. Complaints may also be submitted through the same channel. Nothing in this Notice limits any right to contact the California Privacy Protection Agency, the California Attorney General, or another governmental authority.
