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Phone
1-844-454-7638
office
30 East State St
Sharon, PA 16146
Kismet PEO Text Messaging Consent Policy
Effective Date: [11/8/2024] Reviewed: [11/8/2024]
1. Purpose of the Policy
This policy establishes guidelines for the use of text messaging as a communication tool between Kismet PEO and its employees, clients, and job candidates. It aims to ensure that all text communications are professional, compliant with relevant laws, and respectful of individual privacy.
2. Scope of the Policy
This policy applies to all employees, contractors, and authorized representatives of Kismet PEO. It covers all text messages (SMS) sent to or from Kismet PEO systems or devices for work-related communication.
3. Consent and Opt-In
· Kismet PEO requires written consent from employees, clients, and job candidates before initiating text communication.
· Consent will be requested during onboarding for employees and in application communications for candidates.
· Legal Compliance: This consent aligns with the requirements of the Telephone Consumer Protection Act (TCPA) and other applicable regulations.
4. Acceptable Use and Purpose of Messages
· Text messages may only be used for work-related, professional communication. Acceptable topics include:
o Scheduling changes and reminders
o Payroll and benefits updates
o Emergency alerts (e.g., weather closures)
o Other important HR announcements
· Text messages should avoid personal content unrelated to work, casual greetings, or any non-professional conversation.
5. Frequency and Timing of Text Messages
· Text messages should only be sent during working hours, unless it’s an emergency.
· Non-exempt employees should not receive work-related texts outside their scheduled work hours to avoid any implication of off-the-clock work.
6. Opt-Out and Unsubscribe Options
· Kismet PEO provides an opt-out option for recipients of non-essential texts.
· To opt-out, recipients can reply “STOP” to any message. Opt-out requests are honored within 24 hours.
· Essential texts related to emergencies may be exempt from opt-out limitations, though frequency will remain minimal.
7. Message Content Standards
· All text messages must be concise, professional, and free from offensive or discriminatory language.
· Pre-approved templates are available for recurring messages, ensuring consistent tone and content.
8. Confidentiality and Data Privacy
· Kismet PEO will not send sensitive or confidential information (such as Social Security numbers, financial information, or health details) over text messages.
· Employees are prohibited from sharing or forwarding work-related text messages containing any confidential information.
9. Records and Documentation
· All text message exchanges will be logged and archived for a minimum of [X years] as required by Kismet PEO’s records retention policy.
· Archived records may be used for auditing or legal review purposes.
10. Emergency Communication
· In emergency situations, such as natural disasters or safety threats, designated personnel may use text messaging to reach affected employees quickly.
· Emergency texts will be concise and informative, with instructions on further steps or resources.
11. Policy Training and Awareness
· All employees authorized to use text messaging for business purposes must complete training on appropriate use, compliance, and professionalism.
· New hires will be made aware of this policy during their onboarding process.
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Policy Violations:
Violations of this policy, including the use of unauthorized language or the distribution of confidential information, may result in disciplinary action, up to and including termination.
Policy Review This policy will be reviewed annually and updated as needed to ensure compliance with changes in technology or applicable laws.
Kismet Privacy Policy
1. Purpose of the Policy
Kismet PEO is committed to safeguarding the privacy of its employees, clients, and job candidates. This SMS Privacy Policy outlines how Kismet PEO collects, uses, stores, and protects personal information transmitted through SMS messaging. This policy ensures compliance with applicable privacy laws and regulations.
2. Scope of the Policy
This policy applies to all SMS communications sent to and from Kismet PEO, including messages involving employees, clients, job candidates, and other authorized recipients. It covers data protection standards, consent requirements, and data retention practices.
3. Collection of Personal Information
· Kismet PEO may collect the following information through SMS for business purposes:
o Employee names and contact numbers
o Scheduling and payroll information
o Benefits enrollment updates
o Work-related announcements
· Sensitive personal information, such as Social Security numbers, financial details, or health information, will not be collected or transmitted via SMS.
4. Consent and Opt-In Requirement
· Kismet PEO requires explicit consent from individuals before sending SMS messages. Consent will be gathered as part of the onboarding process for employees and in application processes for candidates.
· Individuals may opt-out of non-essential SMS messages at any time by replying “STOP” to any message they receive from Kismet PEO.
5. Use of SMS Data
· Kismet PEO uses SMS solely for work-related communication. Typical uses include:
o Confirming work schedules
o Sending important payroll or benefit notifications
o Providing critical alerts, such as emergency notices
· SMS data will not be shared with third parties for marketing purposes or any purpose unrelated to business needs without prior consent from the recipient.
6. Data Retention and Storage
· SMS messages and related data will be securely archived and stored in accordance with Kismet PEO’s data retention policy.
· Retained SMS records are accessible only to authorized personnel and are protected with access controls.
· SMS records will be retained for a minimum of [X years] as required for compliance and audit purposes.
7. Data Security and Protection
· Kismet PEO applies encryption and security measures to safeguard SMS data against unauthorized access, alteration, or misuse.
· Only authorized personnel may access SMS communications stored on Kismet PEO’s systems.
· In the event of a data breach, Kismet PEO will follow applicable data breach notification laws and notify affected parties as required.
8. Data Privacy Rights
· Individuals have the right to access, correct, or delete their personal information associated with SMS records, subject to Kismet PEO’s legal obligations.
· To exercise these rights, employees and candidates may contact Kismet PEO’s Data Privacy Officer at [Contact Information].
9. Policy Review and Updates
· This SMS Privacy Policy will be reviewed annually and updated as necessary to remain compliant with privacy laws and address any changes in SMS technology.
· Recipients of SMS communications from Kismet PEO will be informed of any significant changes to this policy.