Privacy Notice for California Employees

This Privacy Notice for California Employees (“Privacy Notice”) applies to the personal information of California employees, interns, contractors, and applicants for those roles (“You”) collected by Agilysys, Inc. or any of its affiliates or subsidiaries (collectively, “Agilysys,” “We,” “Us,” or “Our”) as well as to information provided to Us about employees’ relatives or others that is used for emergency contact or benefits administration purposes. We do not sell or otherwise disclose this personal information for monetary or other consideration to any third parties. Please read this Privacy Notice to learn how We collect and process Your personal information in the above scenarios.

Under the California Consumer Privacy Act of 2018, Cal. Civ. Code § 1798.100 et seq. and its implementing regulations (the “CCPA”), as modified by the California Privacy Rights Act (the “CPRA”), You have the right to know and understand the categories of personal information We collect about You, and the purposes for which We use such personal information. Certain terms used in this California Privacy Notice have the meaning given to them in the CCPA or CPRA and their implementing regulations.

Categories of Personal Information We Collect

In each case as permitted by applicable law, we collect the following categories of personal information for the purposes described below:

• Personal identifiers, such as Your name, date of birth, contact information, unique personal identifiers (such as device identifiers, cookies, and similar technology), Internet Protocol address, unique personal numbers such as Social Security number, driver’s license number, passport number, or state identification card number, signature, physical characteristics or description, insurance policy number, education, bank account number, other financial information, medical information and health insurance information.
• Characteristics of protected classifications, such as race, color, national origin, religion, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition, disability, citizenship status and military or veteran status. We only collect this information if You voluntarily disclose it and as permitted by applicable law, and we will not use this information to make hiring decisions.
• Online activity, such as Your browsing history, search history and information regarding Your interaction with a website, application or advertisement.
• Sensory data, such as audio and visual information that we may obtain if You use video interviewing as part of the application process. If You visit, work or perform services in our facilities or facilities in which we operate, Your entry, exit and actions in or around those facilities may be monitored by CCTV. If You participate in remote sessions which are recorded, Your picture or voice may be captured and retained.
• Professional or employment-related information, such as Your employment history, job application or resume, employment contract, references, information about skills and abilities, accomplishments and awards, training and development information, performance evaluation information and employment termination information.
• Non-public education information, such as Your education history, education records (such as grades, transcripts and class lists) and other information included in Your resume or cover letter.
• Inferences drawn from other personal information, including any information referenced above to create a profile about You reflecting Your preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities and aptitudes.
• Personal information included in job interview notes, responses to screening questions, assessment results and any other information You provide in connection with the recruitment process.
• Sensitive personal information as defined in the CPRA.

Sources of Personal Information

We collect personal information You voluntarily provide to us during the application process, when You contact You, or when You visit our website. We may combine personal information You voluntarily provide to us with information we collect from other sources, such as:

• Recruiters;
• Prior employers and professional references;
• Educational institutions;
• Pre-employment screening and background check services;
• Credentialing and licensing organizations;
• Publicly available sources, such as public social media profiles on LinkedIn, Twitter or Facebook; and
• Other sources as directed by You

Business Purposes for Collecting Personal Information

We use the categories of personal information above for the following business purposes:

• Recruitment and Managing Job Applications: We use Your personal information to process Your job application, evaluate Your qualifications, schedule and conduct interviews and communicate with you.
• Conducting Pre-Employment Screening and Background Checks: In accordance with applicable law, we use Your personal information to conduct employment screening and background checks.
• Compensation and Expense Management: We use Your personal information to conduct payroll processing, salary administration, manage the Company’s expense program and other compensation purposes such as determining bonuses, equity and other compensation.
• Benefits Administration: We use Your personal information to administer benefits such as medical, dental, vision, disability insurance, retirement benefits and other employee benefit programs.
• Human Resources: We use Your personal information to provide general HR management services, including managing employee on-boarding, termination and separation, travel administration and return-to-work screening (including any medical screening as required or permitted by applicable law).
• Training and Professional Development: We use Your personal information to provide employment-related training, assisting with professional licensing and development.
• Internal Employment Purposes: We use Your personal information to conduct internal investigations, conduct surveys, resolve disputes, prevent or detect fraud or security incidents, conduct employee performance reviews, enforce our policies and code of conduct, protect the rights and safety of employees or others and manage whistleblower programs.
• Legal Compliance and Enforcement: We use Your personal information to comply with applicable laws, regulations and legal processes, and to respond to legal claims, resolve disputes, enforce our legal rights and comply with legal or regulatory recordkeeping requirements.

Disclosure of Personal Information

We may share Your personal information for the business purposes described in this Privacy Notice with the following parties:

• Related Entities: We may share Your personal information with our related entities.
• Service Providers: We may share Your personal information with service providers, such as recruiters, screening services, benefits administrators, payroll processors, and others.
• Governmental Authorities: As required by law or legal process, we may share Your personal information with federal or state regulatory agencies, law enforcement, courts and other governmental authorities.
• Professional Advisors: We may share Your personal information with our professional advisors, such as auditors and law firms.
• Parties Involved with Business Transfers: We may share Your personal information to third parties in the event we sell or transfer all or a portion of our business or assets (including in the event of a merger, acquisition, joint venture, reorganization, divestiture, dissolution or liquidation).

In accordance with our policies and procedures, we will not discriminate or retaliate against you if you choose to exercise any of Your rights under the CCPA or CPRA.

How to Contact Us

If you have any questions or concerns regarding this Privacy Notice or the collection of Your personal information, please contact: privacy@agilysys.com. Version: January 2023