Privacy & Information Security Law Blog

The Colorado Attorney General announced the adoption of the draft amendments on December 5, 2024, and the adopted rules were filed with the Secretary of State and the Office of Legislative Legal Services on December 17, 2024. The amendments underwent minor clarifying changes prior to the Department of Law hearing, and in response to comments and testimony received during the public comment period.

As reported on the Hunton Employment & Labor Perspectives blog, on October 24, 2024, the Consumer Financial Protection Bureau (“CFPB”) issued a policy statement (known as a Circular) to explain the link between the Fair Credit Reporting Act (“FCRA”) and employers’ growing use of artificial intelligence (“AI”) to evaluate, rank and score applicants and employees. Employers should take note that the FCRA does not only apply to criminal history or credit reports. As the use of advanced data analysis and AI rise, employers should ensure that they are not running afoul of the FCRA’s requirements.

Last month, Colorado Governor Jared Polis signed into law a bill that amends the Colorado Privacy Act and introduces new obligations for processors of biometric data. The law goes into effect on July 1, 2025.

As reported on the Hunton Employment & Labor Perspectives blog, on February 15, 2024, California lawmakers introduced the bill AB 2930. AB 2930 seeks to regulate use of artificial intelligence (“AI”) in various industries to combat “algorithmic discrimination.” The proposed bill defines “algorithmic discrimination” as a “condition in which an automated decision tool contributes to unjustified differential treatment or impacts disfavoring people” based on various protected characteristics including actual or perceived race, color, ethnicity, sex, national origin, disability and veteran status. 

On February 23, 2024, the UK Information Commissioner’s Office (the “ICO”) reported that it had ordered public service providers Serco Leisure, Serco Jersey and associated community leisure trusts (jointly, “the Companies”) to stop using facial recognition technology (“FRT”) and fingerprint scanning (“FS”) to monitor employee attendance.

On December 21, 2023, the Court of Justice of the European Union (“CJEU”) issued its judgment in the case of Krankenversicherung Nordrhein (C-667/21) in which it clarified, among other things, the rules for processing special categories of personal data (hereafter “sensitive personal data”) under Article 9 of the EU General Data Protection Regulation (“GDPR”) and the nature of the compensation owed for damages under Article 82 of the GDPR.

On December 12, 2023, the UK Information Commissioner’s Office (“ICO”) announced that it is producing an online resource relating to employment practices and data protection. The ICO also announced that it would be releasing draft guidance on the different topic areas to be included in the resource in stages, and adding to it over time. The ICO provided draft guidance on “Keeping employment records” and “Recruitment and selection” for consultation. The former draft guidance aims to provide direction on compliance with data protection law when keeping records ...

As reported on Hunton’s Employment & Labor Perspectives blog, on October 30, 2023, President Biden issued a wide-ranging Executive Order to address the development of artificial intelligence (“AI”) in the United States. Entitled the Executive Order on the Safe, Secure, and Trustworthy Development and Use of Artificial Intelligence (the “Executive Order”), the Executive Order seeks to address both the “myriad benefits” as well as what it calls the “substantial risks” that AI poses to the country. It caps off a busy year for the Executive Branch in the AI space. In February 2023, the Equal Employment Opportunity Commission published its Strategic Enforcement Plan, which highlighted AI as a chief concern, and in April 2023, the White House released an AI Bill of Rights. The Executive Order, described as a “Federal Government-wide” effort, charges a number of federal agencies, notably including the Department of Labor (“DOL”), with addressing the impacts of employers’ use of AI on job security and workers’ rights. 

On October 3, 2023, the UK Information Commissioner's Office ("ICO") published new Guidance on lawful monitoring in the workplace, designed to help employees comply with their obligations under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018 ("DPA").

On July 14, 2023, California Attorney General Rob Bonta (“California AG”) announced a new enforcement sweep aimed at ensuring that companies comply with the California Consumer Privacy Act of 2018 (“CCPA”) with respect to the personal information of employees and job applicants. The exemption for HR-related data under the CCPA expired on January 1, 2023, when the amendments to the CCPA made by the California Privacy Rights Act of 2020 became operative.

On April 25, 2023, officials from the Federal Trade Commission, Consumer Financial Protection Bureau (“CFPB”), Department of Justice’s Civil Rights Division (“DOJCRD”) and the Equal Employment Opportunity Commission (“EEOC”) released a Joint Statement on Enforcement Efforts against Discrimination and Bias in Automated Systems (“Statement”), also sometimes referred to as “artificial intelligence” (“AI”).

On April 6, 2023, the New York City Department of Consumer and Worker Protection ("DCWP") announced it adopted final rules to implement NYC’s Local Law 144 (“LL 144”) regarding automated employment decision tools (“AEDTs”). Enforcement of the law and the rules will begin on July 5, 2023.

On March 3, 2023, the U.S. Department of Justice (“DOJ”) released an update to its Evaluation of Corporate Compliance Programs guidance (“ECCP Guidance”). The ECCP Guidance serves as a guidance document for prosecutors when evaluating a corporate compliance program. Among other updates, the ECCP Guidance now includes new guidance for assessing how companies govern employees’ use of personal devices, communication platforms and messaging applications.

On January 3, 2023, an Illinois state court entered a preliminary approval order for a settlement of nearly $300,000 in a class action lawsuit against Whole Foods for claims that the company violated the Illinois Biometric Information Privacy Act (“BIPA”). The plaintiffs alleged that Whole Foods unlawfully collected voiceprints from employees who worked at the company’s distribution centers. 

On November 30, 2022, the Second District Appellate Court of Illinois reversed and remanded a grant of summary judgement in favor of defendant, J&M Plating, Inc., for alleged violation of the Illinois Biometric Information Privacy Act (“BIPA”). In Mora v. J&M Plating, Inc., the plaintiff claimed that J&M Plating had violated BIPA by collecting workers’ fingerprints without a proper data retention and destruction policy for biometric information.

On October 24, 2022, the New York City Department of Consumer and Worker Protection (“DCWP”) proposed rules to implement its new law regarding automated employment decision tools (“AEDTs”).

On October 12, 2022, the UK Information Commissioner's Office (“ICO”) launched a public consultation on its draft guidance on employers’ obligations when monitoring at work (“Draft Guidance”). In addition, the ICO has published an impact scoping document, which outlines some of the context and potential impacts of the Draft Guidance (“Impact Scoping Document”).

Editor’s Note: The California legislature failed to enact the proposed CCPA exemption amendments to Assembly Bill 1102.

On August 16, 2022, California Assembly Member Cooley introduced amendments to Assembly Bill 1102 that would extend the California Consumer Privacy Act’s (“CCPA’s”) temporary exemptions for HR and B2B data for an additional two years – until January 1, 2025. Under the CCPA, these exemptions are set to expire on January 1, 2023, when the amendments to the CCPA made by the California Privacy Rights Act (“CPRA”) become operative.

On June 21, 2022, President Biden signed into law, the State and Local Government Cybersecurity Act of 2021 (S. 2520) (the “Cybersecurity Act”) and the Federal Rotational Cyber Workforce Program Act (S. 1097) (the “Cyber Workforce Program Act”), two bipartisan bills aimed at enhancing the cybersecurity postures of the federal, state and local governments.

As reported in the Hunton Employment & Labor Perspectives Blog:

Assembly Bill 1651, or the Workplace Technology Accountability Act, a new bill proposed by California Assembly Member Ash Kalra, would regulate employers and their vendors regarding the use of employee data. Under the bill, data is defined as “any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular worker, regardless of how the information is collected, inferred, or obtained.”  Examples of data include personal identity information; biometric information; health, medical, lifestyle, and wellness information; any data related to workplace activities; and online information. The bill confers certain data rights on employees, including the right to access and correct their data. 

On January 18, 2022, New Jersey Governor Phil Murphy signed into law Assembly Bill No. 3950, requiring employers to provide written notice to employees prior to the use of tracking devices in vehicles used by employees (the “Act”). The Act will go into effect on April 18, 2022.

On February 18, 2022, California Assembly Member Evan Low (D) introduced a pair of bills – AB 2871 and AB 2891 – that would extend the duration of the current exemptions in the California Consumer Privacy Act (“CCPA”) (as amended by the California Privacy Rights Act (“CPRA”)) for certain HR data and business-to-business (“B2B”) customer representative personnel data from most of the law’s requirements. The existing temporary “HR” and “B2B” exemptions were first introduced through amendments to the CCPA, and were extended by the CPRA, under which the exemptions will sunset on the CPRA’s compliance deadline, January 1, 2023.

On November 10, 2021, the New York City Council passed a bill prohibiting employers and employment agencies from using automated employment decision tools to screen candidates or employees, unless a bias audit has been conducted prior to deploying the tool (the “Bill”).

On November 8, 2021, New York Governor Kathy Hochul signed into law A.430/S.2628 (the “Act”), which requires private employers with a place of business in New York State to provide their employees prior written notice, upon hiring, of any electronic monitoring, as defined in the Act, to which the employees will be subjected by the employer.

On September 30, 2021, the U.S. Department of Health and Human Services’ (“HHS”) Office for Civil Rights (“OCR”) issued guidance regarding when the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) Privacy Rule applies to disclosures and requests for information about a person’s COVID-19 vaccination status.

On August 12, 2021, the UK Information Commissioner’s Office (“ICO”) published a call for views on data protection and employment practices. The ICO intends to update its employment practices code and associated guidance, originally produced under the Data Protection Act 1998, which has now been replaced by the UK General Data Protection Regulation (“UK GDPR”) and Data Protection Act 2018 (“DPA 2018”). The ICO is requesting responses from large and small employers, workers, volunteers, trades unions, employment dispute resolution bodies, recruitment agencies, professional and trade bodies, and suppliers of employment technology solutions.

As reported on the Hunton Retail Law Blog, on April 26, 2021, the U.S. Court of Appeals for the Second Circuit affirmed the dismissal on Article III standing grounds of a data breach class action predicated on an alleged increased risk of identity theft. McMorris v. Carlos Lopez & Assocs., LLC, No. 19-4310, 2021 WL 1603808 (2d Cir. Apr. 26, 2021). Notably, the district court that dismissed the action raised the issue of standing sua sponte in advance of a scheduled class settlement fairness hearing.

On October 1, 2020, the Hamburg Data Protection Authority (“DPA”) fined Hennes & Mauritz AB (“H&M”) € 35.3 million for unlawful employee monitoring practices in the company’s service center concerning several hundred employees. According to the DPA’s press release, H&M was maintaining excessive details about employees’ private lives since 2014. This includes notes taken by managers regarding (1) employees’ vacation experiences, illnesses, diagnoses and symptoms as discussed with managers during welcome-back talks after employees’ vacation or sick leave, and (2) information ranging from employees’ family problems to religious beliefs obtained by managers during floor talks. The information was stored digitally and could be read by up to 50 managers throughout the company. According to the DPA, the managers’ notes were sometimes made with a high level of detail and maintained over great periods of time. The press release states that the information was used to evaluate the performance of employees, create employee profiles and make other employment-related decisions.

On June 5, 2020, the Belgian Data Protection Authority (the “Belgian DPA”) published guidance on its website (the “Guidance”) regarding temperature checks during the COVID-19 crisis. The Guidance aims to provide advice to organizations looking to control access to their premises by restricting individuals with fevers in order to prevent further spread of the virus.

The Dutch Data Protection Authority (Autoriteit Persoonsgegevens, the “Dutch DPA”) recently imposed a €750,000 fine on a company for unlawful processing of employees’ fingerprints for attendance taking and time registration purposes.

On April 13, 2020, the New York Department of Financial Services (“NYDFS”) issued guidance (“April guidance”) to all New York State entities covered under NYDFS’s cybersecurity regulation regarding assessing and addressing heightened cybersecurity risks due to the COVID-19 pandemic. In asking regulated entities to address risks “appropriately,” the April guidance references NYDFS’s earlier March 10, 2020 guidance calling on regulated institutions to submit to the agency (within 30 days of the guidance) plans “to address operational risks posed by the outbreak of a novel coronavirus,” including “assessment[s] of potential increased cyber-attacks and fraud.”

On April 15, 2020, the French Data Protection Authority (the “CNIL”) published the final version of its standard (“Referential”) concerning the processing of personal data for core Human Resources (“HR”) management purposes. That Referential was adopted following a public consultation launched by the CNIL on April 11, 2019. The CNIL also published a set of questions and answers (“FAQs”), which aim to answer some practical questions that the CNIL are regularly asked regarding HR data processing activities.

On April 7, 2020, the European Data Protection Board (the “EDPB”) announced that it had assigned mandates to its expert subgroups to develop guidance on several aspects of data processing amidst the COVID-19 crisis.

As of early April, hundreds of millions of workers around the world have been affected by “stay-at-home” or “station-in-place” orders issued by governments in response to the COVID-19 pandemic. To cope, transaction processors are shifting work out of their high-security delivery centers and into the spare bedrooms and home offices of their personnel. That shift creates security challenges that have chief information security officers’ (“CISOs’”) heads spinning. Specifically, special challenges are created when work-from-home (“WFH”) orders affect payment cardholder data that is subject to the Payment Card Industry’s Data Security Standard (“PCI DSS”).

On April 1, 2020, the French Data Protection Authority (the “CNIL”) released guidance for employers on how to implement teleworking (the “Guidance”) as well as best practices for their employees in this context (the “Best Practices”).

Join us on April 7, 2020, for an in-depth webinar on Managing Critical Infrastructure Workforce During the COVID-19 Pandemic. Our featured group of speakers will discuss the legal, medical and practical issues that critical infrastructure companies are facing during the current COVID-19 pandemic. The speakers include Hunton lawyers Kevin Jones, Paul Tiao, Andrea Gardner, Susan Wiltsie and Lorie Masters, with special guests Myles Spar, MD, MPH, and Ashley Koff, RD.

The Dutch Data Protection Authority (Autoriteit Persoonsgegevens, the “Dutch DPA”) recently published materials regarding the COVID-19 crisis, including recommendations and FAQs for employers and recommendations for employees. In the materials, the Dutch DPA emphasizes that, while fighting the virus and saving lives is the top priority, privacy must not be overlooked and the crisis should not become a prelude to a “Big Brother” society.

On March 19, 2020, the European Data Protection Board (“EDPB”) published a new statement regarding processing personal data in the context of the COVID-19 outbreak. The EDPB said that emergency is a legal condition which may legitimize restrictions of individual freedoms, provided that these restrictions are proportionate and limited to the emergency period. Several considerations come into play in weighing the lawful processing of personal data in these circumstances.

The French Data Protection Authority (the “CNIL”) recently issued guidance for employers relating to the processing of employee and visitor personal data in the context of the COVID-19 outbreak (the “Guidance”). The Guidance outlines some of the principles relating to those data processing activities.

A number of bills to amend the California Consumer Privacy Act of 2018 (“CCPA”) are still pending before the California legislature. Of particular interest to many businesses is AB 25. AB 25 would exempt from the CCPA’s application “[p]ersonal information collected by a business about a natural person in the course of the natural person acting as a job applicant to, an employee of, owner of, director of, officer of, medical staff member of, or contractor of that business” if the personal information is collected and used by the business solely within the context of the person’s role or former role as a job applicant to, an employee of, owner of, director of, officer of, medical staff member of, or a contractor of that business. The bill also would exempt from the CCPA’s application emergency contact information of these exempted categories of individuals and information necessary to administer benefits for persons related to such individuals.  Notably, AB 25 does not appear to exempt business-to-business customer representatives or representatives of other third-party business partners.  AB 25 also would authorize a business to require authentication of a consumer that is reasonable in light of the nature of the personal information requested. The bill further would authorize a business to require a consumer to submit the consumer’s verifiable request through the consumer’s account, where the consumer maintains an account with the business.

The Illinois legislature recently passed the Artificial Intelligence Video Interview Act, which prohibits an Illinois employer from using artificial intelligence (“AI”) to evaluate job interview videos unless the employer complies with certain requirements.

On March 28, 2019, the French data protection authority (“CNIL”) published a “Model Regulation” addressing the use of biometric systems to control access to premises, devices and apps at work. The Model Regulation lays down binding rules for data controllers who are subject to French data protection law and process employee biometric data for such purposes. The CNIL also released a related set of questions and answers (“FAQs”).

As we move closer to implementation of the California Consumer Privacy Act of 2018 (“CCPA”), companies should consider how the new law could affect their operations in multiple ways – including, for example, data collected through their employee benefit plans.

The Article 29 Working Party (“Working Party”) recently issued its Opinion on data processing at work (the “Opinion”). The Opinion, which complements the Working Party’s previous Opinion 08/2001 on the processing of personal data in the employment context and Working document on the surveillance of electronic communications in the workplace, seeks to provide guidance on balancing employee privacy expectations in the workplace with employers’ legitimate interests in processing employee data. The Opinion is applicable to all types of employees and not just those under an employment contract (e.g., freelancers).

On September 27, 2016, the French Data Protection Authority (“CNIL”) announced the adoption of two new decisions, Single Authorizations AU-052 and AU-053, that will now cover all biometric access control systems in the workplace. These two new decisions repeal and replace the previous biometric decisions adopted by the CNIL and lay down the CNIL’s new position on biometric systems used to control access to the premises, software applications and/or devices in the workplace.  

On June 9, 2016, the Belgian Privacy Commission (the “Belgian DPA”) published its Annual Activity Report for 2015 (the “Annual Report”) highlighting its main accomplishments.

On January 12, 2016, the European Court of Human Rights (“the Court”) ruled in Bărbulescu v. Romania that companies can monitor their employees’ online communications in certain circumstances.

The case concerned the dismissal of a Romanian engineer, Bărbulescu, by his employer, for the use of the company’s Internet and in particular, Yahoo Messenger, for personal purposes during work hours. The employer alleged that Bărbulescu was violating internal regulations that prohibit the use of the company’s equipment for personal purposes.

As reported in the Hunton Employment & Labor Perspectives Blog:

On November 2, 2015, a putative class action was filed against retailer Big Lots Stores, Inc. in Philadelphia, stemming from allegations that the company “systematically” violated the Fair Credit Reporting Act’s (“FCRA’s”) “standalone disclosure requirement” by making prospective employees sign a document used as a background check consent form that contained extraneous information. Among other things, the plaintiff alleges that Big Lots’ form violates the FCRA because it includes the following three categories of extraneous information: (1) an “implied liability waiver” (specifically, a statement that the applicant “fully understand[s] that all employment decisions are based on legitimate nondiscriminatory reasons”); (2) state-specific notices; and (3) information on how background information will be gathered and from which sources, statements pertaining to disputing any information, and the name and contact information of the consumer reporting agency.

As reported in the Hunton Employment & Labor Law Perspectives Blog:

On October 27, 2015, the Ninth Circuit held in EEOC v. McLane Co., Inc. that the EEOC has broad subpoena powers to obtain nationwide private personnel information, including Social Security numbers (“SSNs”), in connection with its investigation of a sex discrimination charge.

On May 25, 2015, the French Data Protection Authority (“CNIL”) released its long-awaited annual inspection program for 2015. Under French data protection law, the CNIL may conduct four types of inspections: (1) on-site inspections (i.e., the CNIL may visit a company’s facilities and access anything that stores personal data); (2) document reviews (i.e., the CNIL may require an entity to send documents or files upon written request); (3) hearings (i.e., the CNIL may summon representatives of organizations to appear for questioning and provide other necessary information); and (4) since March 2014, online inspections.

In a decision published on January 6, 2015, the French data protection authority (the “CNIL”) adopted a new Simplified Norm NS 47 (the “Simplified Norm”) that addresses the processing of personal data in connection with monitoring and recording employee telephone calls in the workplace. Data processing operations in compliance with all of the requirements set forth in the Simplified Norm may be registered with the CNIL through a simplified registration procedure. If the processing does not comply with the Simplified Norm, however, a standard registration form must be filed with the CNIL. The Simplified Norm includes the following requirements:

As reported in the Hunton Employment & Labor Perspectives Blog:

In Purple Communications, Inc., a divided National Labor Relations Board (“NLRB”) held that employees have the right to use their employers’ email systems for statutorily protected communications, including self-organization and other terms and conditions of employment, during non-working time. In making this determination, the NLRB reversed its divided 2007 decision in Register Guard, which held that employees have no statutory right to use their employer’s email systems for Section 7 purposes.

Hunton & Williams Labor & Employment partner Susan Wiltsie reports:

Fears of a worldwide Ebola pandemic appear to have abated, but the tension between workplace safety and employee privacy, thrown into relief by this health emergency, remains an issue relevant to all employers. Any potential health threat created by contagious illness requires employers to plan and put into effect a reasonable response, including policies governing the terms and conditions under which employees may be required to stay away from the workplace, and in which their health care information may be relevant to workplace decisions.

As reported in the Hunton Employment & Labor Perspectives Blog:

Illinois recently joined a growing number of states and municipalities that have passed “ban the box” laws regulating when employers can inquire into an applicant’s criminal history.

As reported in the Hunton Employment & Labor Perspectives Blog:

On April 9, 2014, the Sixth Circuit of Appeals not only affirmed summary judgment in EEOC v. Kaplan Higher Education Corp., et al. but also chastised the Equal Employment Opportunity Commission (“EEOC”) for applying a flawed methodology in its attempts to prove that using credit checks as a pre-employment screen had an unlawful disparate impact against African-American applicants.

As reported in the Hunton Employment & Labor Perspectives Blog:

On February 14, 2014, San Francisco passed the San Francisco Fair Chance Ordinance and became the latest national municipality to “ban the box” and limit the use of criminal background checks in employment hiring decisions. The deadline for San Francisco employers to comply with the San Francisco Fair Chance Ordinance is August 13, 2014. The “ban the box” campaign continues to gain momentum – San Francisco joins other cities (Buffalo, Newark, Philadelphia, and Seattle) and states (Hawaii, Massachusetts ...

On March 28, 2014, the 87th Conference of the German Data Protection Commissioners concluded in Hamburg. This biannual conference provides a private forum for the 17 German state data protection authorities (“DPAs”) and the Federal Commissioner for Data Protection and Freedom of Information, Andrea Voßhoff, to share their views on current issues, discuss relevant cases and adopt Resolutions aimed at harmonizing how data protection law is applied across Germany.

As reported in the Hunton Employment & Labor Perspectives Blog, on March 10, 2014, the Federal Trade Commission and the Equal Employment Opportunity Commission issued joint guidance regarding the use of background checks in the employment context. The agencies issued two guidance documents: Background Checks: What Employers Need to Know (which advises employers on their existing legal obligations under both the Fair Credit Reporting Act and federal non-discrimination laws) and Background Checks: What Job Applicants and Employees Should Know (which informs job applicants ...

As reported in the Hunton Employment & Labor Perspectives Blog:

While much attention has been paid this year to the Equal Employment Opportunity Commission’s (“EEOC’s”) agenda and litigation over criminal background checks (the agency asserts such background checks have a disparate impact on minority groups), a parallel challenge kept pace in the form of private class action litigation under the Fair Credit Reporting Act (“FCRA”). 2013 saw a number of significant class action settlements against both employers and consumer reporting agencies (“CRAs”) for alleged violations of the FCRA in the use of criminal background checks:

As reported in the Hunton Employment & Labor Perspectives Blog, the “ban the box” movement continues to sweep through state legislatures. “Ban the box” laws, which vary in terms of scope and detail, generally prohibit employers from requesting information about job applicants’ criminal histories. Recent legislation in two states applies “ban the box” prohibitions to private employers in those states:

• On December 1, 2013, a new North Carolina law went into effect that prohibits employers from inquiring about job applicants’ arrests, charges or convictions ...

On November 15, 2013, the Supreme Court of Canada declared the Alberta Personal Information Protection Act (“PIPA”) invalid because the legislation interfered with the right to freedom of expression in the labor context under Section 2(b) of the Canadian Charter of Rights and Freedoms (the “Canadian Charter”). The case arose in the context of a labor union representing employees of a casino in Alberta. During a lawful strike, the union recorded and photographed individuals crossing the union’s picket line near the main entrance of the casino. The union had posted a sign that the images of persons crossing the picket line might be placed on a website. A number of individuals who were recorded crossing the picket line filed complaints under PIPA with the Alberta Information and Privacy Commissioner, who appointed an adjudicator to determine whether the union had contravened PIPA by collecting and disclosing personal information about individuals without their consent. Under PIPA, organizations cannot collect, use or disclose personal information without the individual’s consent, unless an exception applies.

On November 12, 2013, two companies (the “Defendants”) that provide consumer background reports to third parties, including criminal record checks agreed to an $18.6 million settlement stemming from allegations that they violated the Fair Credit Reporting Act (“FCRA”) when providing these reports to prospective employers.

As reported in the Hunton Employment & Labor Perspectives Blog:

In a lawsuit filed in the United States District Court for the Northern District of Texas on November 4, 2013, Texas Attorney General Greg Abbott sought injunctive and declaratory relief against the Equal Employment Opportunity Commission (“EEOC”) on the grounds that the agency’s April 2012 Enforcement Guidance on the Consideration of Arrest and Conviction Records in Employment Decisions “purports to preempt the State’s sovereign power to enact and abide by state-law hiring practices.” In particular, the complaint argues against the EEOC’s prohibition against blanket “no felons” hiring policies. The Texas AG’s complaint highlights key failures and shortcomings of the EEOC’s recent investigative actions, and provides detailed examples of the “real world” effect of the guidance on the state’s hiring decisions.

As reported in the Hunton Employment & Labor Perspectives Blog:

The U.S. District Court for the District of New Jersey recently ruled that non-public Facebook wall posts are protected under the Federal Stored Communications Act (the “SCA”) in Ehling v. Monmouth-Ocean Hospital Service Corp., No. 2:11-CV-3305 (WMJ) (D.N.J. Aug. 20, 2013). The plaintiff was a registered nurse and paramedic at Monmouth-Ocean Hospital Service Corp. (“MONOC”). She maintained a personal Facebook profile and was “Facebook friends” with many of her coworkers but none of the MONOC managers. She adjusted her privacy preferences so only her “Facebook friends” could view the messages she posted onto her Facebook wall. Unbeknownst to the plaintiff, a coworker who was also a “Facebook friend” took screenshots of the plaintiff’s wall posts and sent them to a MONOC manager. When the manager learned of a wall post in which the plaintiff criticized Washington, D.C. paramedics in their response to a museum shooting, MONOC temporarily suspended the plaintiff with pay and delivered a memo warning her that the wall post reflected a “deliberate disregard for patient safety.” The plaintiff subsequently filed suit alleging violations of the SCA, among other claims.

On June 5, 2013, the United States District Court for the Northern District of Ohio denied an employer’s motion to dismiss, holding that the Stored Communications Act (“SCA”) can apply when an employer reads a former employee’s personal emails on a company-issued mobile device that was returned when the employment relationship terminated. The defendants, Verizon Wireless (“Verizon”) and the manager who allegedly read the plaintiff’s emails, argued that the SCA applies only to computer hacking scenarios, and that the plaintiff authorized the reading of her personal emails. The court rejected both of the arguments, finding:

On July 3, 2013, the French Data Protection Authority (“CNIL”) released its decision in a case against PS Consulting, imposing a fine of €10,000 on the information systems consulting company for violations related to the operation of its CCTV system.

On June 13, 2013, the Department of Health and Human Services (“HHS”) announced a resolution agreement and $275,000 settlement with Shasta Regional Medical Center (“Shasta”) that pertained to impermissible disclosures of protected health information (“PHI”) by Shasta officials to the media, as well as to Shasta’s entire workforce.

As reported in the Hunton Employment & Labor Perspectives Blog:

In an article to be published this month in the Seton Hall University Law Review, Hunton & Williams partners Terry Connor and Kevin White question whether the Equal Employment Opportunity Commission (“EEOC”) had the statutory authority to publish its April 2012 Guidance interpreting Title VII to impose disparate impact liability on employers who consider applicants’ criminal backgrounds as part of the hiring process.

As reported in the Hunton Employment & Labor Perspectives Blog:

Furthering its controversial ruling in Banner Health System d/b/a Banner Estrella Medical Center, 358 NLRB No. 93 (July 30, 2012), the National Labor Relations Board’s (“NLRB’s”) Office of the General Counsel released a memorandum providing additional guidance on the confidentiality of internal workplace investigations. Banner Health held that to require confidentiality of investigations, an employer must show more than a generalized concern with protecting the integrity of its investigations. Rather, an employer must “determine whether in any give[n] investigation witnesses need[ed] protection, evidence [was] in danger of being destroyed, testimony [was] in danger of being fabricated, and there [was] a need to prevent a cover up.”

On March 20, 2013, the French Data Protection Authority (“CNIL”) issued (in French) guidance on keylogger software (the “Guidance”). Keylogger software enables an employer to monitor all the activities that take place on an employee’s computer (such as every key typed on the computer’s keyboard and every screen viewed by the employee), without the employee’s knowledge.

As reported in the Hunton Employment & Labor Perspectives Blog:

On March 19, 2013, in Standard Fire Insurance Co .v. Knowles, the United States Supreme Court ruled that stipulations by a named plaintiff on behalf of a proposed class prior to class certification cannot serve as the basis for avoiding federal jurisdiction under the Class Action Fairness Act of 2005 (“CAFA”).

On March 7, 2013, the UK Information Commissioner’s Office (“ICO”) published guidance (the “Guidance”) on Bring Your Own Device (“BYOD”) to explain to data controllers “what they need to consider when permitting the use of personal devices to process personal data for which they are responsible.” BYOD refers to the use of individuals’ personal devices to access and store corporate information.

On February 4, 2013, the German Federal Office for Information Security (Bundesamt für Sicherheit in der Informationstechnik or “BSI”) published a paper (in German) providing an overview of the information technology risks inherent in consumerization and bring your own device (“BYOD”) strategies. The Paper responds to what the BSI views as a growing trend of employees making personal use of employer IT systems as well as using their personal IT devices for work purposes.

On January 29, 2013, the UK Court of Appeal ruled that the UK criminal records disclosure regime is disproportionate and incompatible with the UK Human Rights Act 1998 (the “Act”). The landmark judgment focused on the case of an appellant named “T,” who had received two “cautions” for stealing two bicycles when he was 11 years old. After a number of years, the appellant had to disclose these cautions twice in connection with required criminal records checks: first, at the age of 17, when he applied for a part-time job at a local football club, and again when he applied for a college course.

On January 25, 2013, Kmart Corporation (“Kmart”) agreed to a $3 million settlement stemming from allegations that it violated the Fair Credit Reporting Act (“FCRA”) when using background checks to make employment decisions. The FCRA addresses adverse actions taken against consumers based on information in consumer reports and includes numerous requirements relating to the use of such reports in the employment context.

In a January 13, 2013 blog post, the Federal Trade Commission’s Bureau of Consumer Protection’s Business Center Blog highlighted the FTC’s recent groundbreaking settlement for violations of the Fair Credit Reporting Act (“FCRA”) in the mobile app context. The settlement with Filiquarian Publishing, LLC, Choice Level, LLC, and Joshua Linsk (the owner of Filiquarian and Choice Level, collectively, the “Companies”), is the first FCRA enforcement action against a mobile app developer. Filiquarian offered mobile apps to consumers for purposes of conducting criminal background checks in numerous states, and Choice Level provided the criminal background checks used by the apps to Filiquarian.

As reported in the Hunton Employment & Labor Perspectives Blog:

Beginning January 1, 2013, employers must issue an updated notice form to applicants and employees when using criminal background information under the federal Fair Credit Reporting Act.

The Hunton Employment & Labor Perspectives Blog examines issues related to professional use of social media: who owns social media accounts, contacts and valuable consumer data when an employee resigns? Read the full blog entry.

As reported in the Hunton Employment & Labor Perspectives Blog:

Employees use social media extensively in communication for personal and business reasons. Employers are increasingly monitoring this use, and insisting on access to some of the more popular sites. California took notice of this trend and passed legislation to protect employee privacy. On September 27, 2012, Governor Edmund G. Brown Jr. signed AB 1844 making California the third state to limit access to employees’ social media account, joining Maryland and Illinois.

As reported in the Hunton Employment & Labor Perspectives Blog:

On September 20, 2012, Administrative Law Judge Clifford H. Anderson struck down telecommunications company EchoStar Corporation’s policy prohibiting employees from making disparaging comments about it on social media sites. The National Labor Relations Board (“NLRB”) judge found that the prohibition, as well as a ban on employees using social media sites with company resources or on company time, chilled employees’ exercise of their rights under Section 7 of the National Labor Relations Act (“NLRA”). The EchoStar decision comes on the heels of the NLRB’s recent ruling striking down Costco Wholesale Corporation’s policy barring employees from posting statements online that were harmful to the company’s reputation.

As reported in the Hunton Employment & Labor Perspectives Blog:

On September 7, 2012, the National Labor Relations Board invalidated Costco Wholesale Corp.’s policy of prohibiting employee electronic posts in its first decision involving an employer’s social media policy. In Costco Wholesale Corporation and UFCW Local 371, Case No. 3A-CA-012421, the Board held, among other things, that Costco’s rule prohibiting employees from posting statements electronically that “damage the Company, defame any individual or damage any person’s reputation” was overly broad. The Board reasoned that the policy language contained no restrictions on its application and, thus, clearly encompassed protected concerted communications, such as speech that is critical of Costco or its agents. Accordingly, the rule had a tendency to chill employees’ protected activity in violation of Section 8(a)(1) of the National Labor Relations Act, which makes it an unfair labor practice for an employer to interfere with, restrain, or coerce employees in the exercise of their rights guaranteed by Section 7.

Reporting from Israel, legal consultant Dr. Omer Tene writes:

In a detailed, 27-page decision (Admin. App. 24867-02-11 IDI Insurance v. Database Registrar), the Tel Aviv District Court recently upheld the validity of an instruction issued by the data protection regulator restricting financial institutions from using information about a third party’s attachment of their client’s account for the financial institution’s own purposes. The court held that the regulator is authorized to issue market instructions interpreting the law. The decision is likely to have far-reaching effects on the validity and weight given to a series of detailed guidance documents and market instructions published by the Israeli Law, Information and Technology Authority (“ILITA”) over the past two years. These include instructions regarding:

On August 8, 2012, the Federal Trade Commission settled with HireRight Solutions, Inc. (“HireRight”) for failure to comply with certain Fair Credit Reporting Act (“FCRA”) requirements. At first blush, the case may appear to be a simple FCRA matter – the FTC alleged that HireRight functioned as a consumer reporting agency when providing employment screening services to companies, but then failed to take steps to assure the accuracy of those reports and prevented consumers from dispute inaccurate information. Despite initial appearances, however, the case has broader geopolitical implications.

On August 8, 2012, the Federal Trade Commission announced a settlement agreement with employment screening company HireRight Solutions, Inc. (“HireRight”). In its first enforcement action against an employment background screening company for Fair Credit Reporting Act (“FCRA”) violations, the FTC alleged that HireRight functioned as a consumer reporting agency, but failed to comply with certain FCRA requirements. The proposed consent order imposes a $2.6 million penalty on HireRight and requires the company to remedy the alleged FCRA violations, create and retain certain records and submit reports to demonstrate compliance.

As reported in the Hunton Employment & Labor Perspectives Blog:

The National Labor Relations Board ("NLRB") has again asserted its willingness to encroach upon employers’ long standing legitimate employment policies in a non-unionized workforce. In Banner Health System, 358 NLRB No. 93 (July 30, 2012), the Board held that a blanket policy prohibiting an employee from discussing an ongoing investigation violates section 8(a)(1) of the National Labor Relations Act.

As reported in the Hunton Employment & Labor Perspectives Blog:

In recent years, the National Labor Relations Board ("NLRB") and unions have placed a growing emphasis on extending the application of labor law into the social media arena. As part of this initiative, the NLRB has adopted a strong stance against social media policies that it believes pose a threat to employees’ right to engage in protected activities under Section 7 of the National Labor Relations Act ("NLRA").

On June 12, 2012, the Federal Trade Commission announced a settlement agreement with data broker Spokeo, Inc. (“Spokeo”). The FTC alleged that Spokeo operated as a consumer reporting agency and violated the Fair Credit Reporting Act (“FCRA”), and that certain of its advertisements were deceptive in violation of Section 5 of the FTC Act. The proposed settlement order imposes a $800,000 civil penalty on Spokeo and prohibits future violations of the FCRA. This is the first FTC case to address the sale of Internet and social media data in the employment screening context.

On April 9, 2012, Maryland became the first state to pass legislation that would prevent employers from asking or forcing employees and applicants to hand over their social media login credentials. The bill, which passed the state Senate unanimously (Senate Bill 433) and the House of Delegates by a wide margin (House Bill 964), now awaits Maryland Governor Martin O’Malley’s signature.

On February 6, 2012, the Federal Trade Commission warned six marketers of background screening mobile applications that they may be violating the Fair Credit Reporting Act (“FCRA”). In a sample letter posted on the FTC website, the FTC indicates that at least one of the recipient marketer’s mobile apps involves background screening reports that include criminal history checks. Pursuant to the FCRA, this could make the marketers of the mobile apps “consumer reporting agencies” if they are “providing information to employers regarding current or prospective employees’ criminal histories [that] involves the individuals’ character, general reputation, or personal characteristics.”

As reported in the Hunton Employment & Labor Perspectives Blog, last week, the NLRB’s Acting General Counsel, Lafe Solomon, released a second report containing guidance relating to employee use of social media. This report comes less than six months after the release of the NLRB’s first report on the subject in August 2011. Like the August report, the new release summarizes a number of recent cases decided by the NLRB in which an employee was terminated at least in part because of his or her comments on social media websites.

Read the full post, which discusses key themes that emerge ...

On November 30, 2011, the French Court of Cassation upheld a decision that excluded the application of the French Data Protection Act (Loi relative à l’informatique, aux fichiers et aux libertés) to an investigation conducted by the French Competition Authority (Autorité de la Concurrence) on the grounds that the search and seizure was authorized by an “freedoms and custody judge” (juge des libertés et de la détention).

As reported in the Hunton Employment & Labor Perspectives Blog:

The U.S. Department of Justice has moved to intervene to defend the constitutionality of the Fair Credit Reporting Act (“FCRA”) against a consumer reporting agency accused of violating § 605 of the FCRA.

On November 23, 2010, Shamara T. King filed suit against General Information Services, Inc. (“GIS”) in Pennsylvania federal court claiming violations of the FCRA. (See, King v. General Information Services, Inc., No. 2:10-CV-06850 (E.D. Pa. Nov. 23, 2010). Specifically, King claims that when she applied for a job with the United States Postal Service, GIS performed a background check that included details about a car theft arrest that occurred more than seven years prior to the requested background check. According to § 605(a)(5) of the FCRA, consumer reporting agencies cannot provide adverse information, except for criminal convictions, “which antedates the report by more than seven years.”

On November 16, 2011, the French Data Protection Authority (the “CNIL”) published its Annual Activity Report for 2010 (the “Report”) highlighting its main 2010 accomplishments and outlining some of its priorities for the upcoming year. This year’s Report covers events that occurred since last year’s publication of the Annual Activity Report for 2009.

On November 3, 2011, the Labor Chamber of the French Court of Cassation (the “Court”) upheld a decision against a company that unlawfully used a geolocation device to track the company car of one of its salesmen. Although the company notified the salesman that a geolocation device would be used to optimize productivity by analyzing the time he spent on business trips, the device was in fact used to monitor his working hours, which ultimately led to a pay cut.

As reported in the Hunton Employment & Labor Perspectives Blog:

California Governor Jerry Brown recently signed into law Senate Bill No. 559 (SB 559), which prohibits discrimination based on an individual’s genetic information. While SB 559 significantly expands the protections from genetic discrimination provided under the federal Genetic Information Nondiscrimination Act of 2008 (GINA), at this time, its impact on most California employers is thought to be limited to the potential for greater damages to be awarded under it than under its federal counterpart.

As reported in the Hunton Employment & Labor Perspectives Blog, on October 10, 2011, California became the seventh state to enact legislation restricting public and private employers alike from using consumer credit reports in making hiring and other personnel decisions. Assembly Bill No. 22 both adds a new provision to the California Labor Code -- Section 1024.5 -- and amends California’s Consumer Credit Reporting Agencies Act (“CCRAA”). Effective January 1, 2012, California employers will be prohibited from requesting a consumer credit report for employment purposes unless they meet one of the limited statutory exceptions, and those employers meeting an exception, will be subjected to increased disclosure requirements. Connecticut, Illinois, Hawaii, Oregon, Maryland and Washington already have similar laws on the books, and many other states, as well as the federal government, are contemplating similar legislation. This trend creates a potential “credit-centric” minefield for employers that do business in any one or more of these states. In light of the multiple laws affecting their use, employers who utilize consumer credit reports in making personnel decisions should proceed cautiously. Employers must evaluate the need for these reports in making personnel decisions, review and modify their policies to ensure compliance with the myriad of regulations in this area, and monitor any new developments to ensure continued compliance.

On September 23, 2011, the Labor Chamber of the Court of Appeals of Caen (the “Court”) upheld a decision to suspend a whistleblower program implemented by a U.S. company’s French affiliate, despite the fact that the French Data Protection Authority (the “CNIL”) had inspected and approved the program prior to implementation. This decision follows recent amendments to the legal framework for whistleblower programs in France.

As reported in the Hunton Employment & Labor Perspectives Blog, on August 18, 2011, the National Labor Relations Board’s Acting General Counsel issued a report discussing fourteen social media cases recently decided by the Board.  The cases highlighted in the report offer insight regarding how the NLRB will handle various social media issues in the future.

Read the full post, which provides an overview of several of the cases highlighted in the NLRB’s report.

As reported in the Hunton Employment & Labor Perspectives Blog, Connecticut recently became the latest state to pass a law regulating employer use of credit reports. The law, which goes into effect on October 1, 2011, prohibits employers from requiring employees or prospective employees to consent to the employer requesting their credit report as a condition of employment.  The full post includes a discussion of the exceptions to this restriction.

Read our previous posts on regulatory scrutiny of employee credit checks and a similar Illinois law that went into effect on January 1 ...

As reported in the Hunton Employment & Labor Perspectives Blog:

The EEOC recently released an informal discussion letter suggesting that employers may be obligated to do more than just maintain a separate file for employee medical records, especially when those records are in an electronic format. Both the Americans with Disabilities Act of 1990 (“ADA”), as amended, and the Genetic Information Non-Discrimination Act of 2008 (“GINA”) require employers to maintain a confidential medical record, which is separate from the employee’s other personnel file(s), for information about the employee’s medical conditions, medical history or “genetic information.” The statutes do not, however, specify how such records are to be maintained or what level of security must be in place to protect the confidentiality of medical or genetic information.