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Privacy Policy

Last updated: August 12, 2025

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This Privacy Policy describes our policies and procedures on the collection, use, and disclosure of your information when you interact with EPIC HR, LLC (“Epic,” “we,” “us,” or “our”), including when you use our services directly or through our third-party platforms: Avionté and Fillout.com. It also explains your privacy rights and how applicable laws protect you.

By using our services, including forms or onboarding tools provided by Avionté and Fillout, you agree to the collection and use of information in accordance with this Privacy Policy.

 

1. Definitions

(Keep your existing definitions but add these two:)

  • Onboarding Platform refers to the Avionté web-based services we use to process job applications, new hire paperwork, and related employment onboarding tasks.

  • Digital Form Platform refers to Fillout, which we use to collect candidate information for recruitment and employment-related purposes.

 

2. Information We Collect

We collect personal information from you in three primary ways:

  1. Directly when you interact with Epic through our website, phone, email, or in person.

  2. Through Avionté when you complete our onboarding process.

  3. Through Fillout.com when you submit digital forms to us.

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2.1 Information you provide directly to Epic:

  • Name, email address, phone number

  • Work history, qualifications, and other employment-related data

  • Information you submit through our website forms

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2.2 Information collected via Avionté onboarding:​

When you complete the application or onboarding process in Avionté, the system may collect:

  • Personal identifiers (full name, contact details, date of birth, SSN where required)

  • Government-issued ID details

  • Employment eligibility documentation (e.g., I-9 verification)

  • Emergency contact information

  • Payroll and tax details (bank account for direct deposit, W-4 information)

  • Work history and skills

  • If applicable: biometric data for identity verification or security purposes (handled per Avionté’s Biometric Data Policy)

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2.3 Information collected via Fillout.com forms:​

When you submit a form through Fillout.com, we may collect:

  • Personal identifiers (name, email, phone)

  • Job history and qualifications

  • Availability for work and location preferences

  • References or emergency contacts

  • Other information requested in the specific form you complete

Fillout.com processes this information on our behalf and transmits it securely to Epic for review and storage.

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2.4 Automatically collected information (Epic, Avionté, and Fillout):

  • IP address, browser type, device type

  • Session logs, pages or forms visited, and timestamps

  • Cookies and tracking technologies for login persistence, security, and analytics

 

3. How We Use Your Information

We and our third-party service providers use your personal information to:

  • Process job applications and employment onboarding

  • Verify your identity and employment eligibility

  • Communicate with you about your employment, schedule, or assignments

  • Provide payroll and benefits administration

  • Meet legal and compliance obligations

  • Monitor and improve our services

  • Prevent fraud and protect account security

 

4. Sharing of Your Information

We may share your information:

  • With Avionté — to process your onboarding and maintain employment records in their secure system.

  • With Fillout — to collect candidate data through online forms and transmit it to Epic securely.

  • With other service providers — for payroll, background checks, benefits management, and IT services.

  • For legal reasons — to comply with laws, respond to lawful requests, or protect against fraud or security threats.

We do not sell or rent your personal information.

 

5. Biometric Data Handling

If biometric data is collected during onboarding (e.g., for identity verification), it is:

  • Used only for disclosed purposes and with consent

  • Stored securely using encryption (AES-256 at rest, TLS in transit)

  • Retained only as long as necessary or required by law

  • Not sold, leased, or traded

 

6. Data Security

Epic, Avionté, and Fillout implement reasonable security measures, including:

  • AES-256 encryption for stored data

  • TLS encryption during transmission

  • Role-based access controls

  • Secure cloud hosting environments

  • SOC 2 Type 2 compliance for Avionté’s systems

 

7. Your Rights

You have the right to:

  • Access the personal information we hold about you

  • Request correction or deletion of your data (unless retention is required by law)

  • Opt-out of certain communications

  • Request a copy of your data in a portable format

Requests can be made via our Contact Us page.

 

8. Retention

We retain personal data only as long as needed to fulfill the purposes described here or as required by law.

 

9. Children’s Privacy

Our services are not directed to individuals under 13, and we do not knowingly collect their data.

 

10. Links to Other Privacy Policies

Because we use third-party platforms, we encourage you to review their privacy policies as well:

 

11. Changes to This Policy

We may update this Privacy Policy periodically. The “Last updated” date reflects the latest revision.

 

12. Contact Us

Epic HR LLC
7031 Koll Center Pkwy, Suite 250
Pleasanton, CA 94566
Phone: (833) 823-3742

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