Biometric Data Policy

1. Purpose

This policy outlines how MyOutDesk, LLC (“MyOutDesk,” “we,” “us,” or “our”) collects, uses, stores, and protects biometric data at its facility located at 1661 Garden Highway, Sacramento, California. This policy has been developed in compliance with the California Consumer Privacy Act (CCPA) and other applicable privacy regulations to ensure transparent and responsible handling of biometric information.

2. Scope

This policy applies to all individuals who enter or interact with the MyOutDesk facility at 1661 Garden Highway, including but not limited to:

• Employees and staff members
• Independent contractors and temporary workers
• Vendors and service providers
• Visitors and guests

3. Definitions

For the purposes of this policy, the following definitions apply:

• Biometric Data: Physiological or behavioral characteristics that can be used to identify an individual, including but not limited to facial geometry, fingerprints, voiceprints, iris or retina patterns, and gait.
• Biometric Identifier: Data derived from biometric data that is used or intended to be used for identification purposes. This includes facial recognition data, fingerprint templates, and similar digital representations.
• Facial Recognition Data: Data derived from the analysis of facial characteristics captured by security cameras or other imaging systems, including facial geometry measurements and feature mapping.

4. Collection Methods

MyOutDesk utilizes security cameras at the 1661 Garden Highway facility that may capture video and images of individuals entering, exiting, or present within the premises. These cameras may have the capability to analyze facial characteristics for security purposes.

It is important to note that while the security system has the technical capability to analyze facial characteristics, MyOutDesk does not engage in active facial identification or create a database of identified individuals. The cameras capture visual data as part of standard security monitoring without actively matching faces to identities.

5. Usage Purposes

Biometric data collected at this facility is used exclusively for the following purposes:

• Physical Security: Monitoring and maintaining the security of the premises, equipment, and individuals present at the facility.
• Access Monitoring: Observing and recording entry and exit activity to ensure only authorized individuals access designated areas.
• Incident Investigation: Reviewing recorded footage in the event of a security incident, safety concern, or other investigation as required by law or company policy.

6. Data Storage and Retention

MyOutDesk adheres to the following data storage and retention practices:

• All biometric data, including security camera footage, is stored locally and securely on-site at the 1661 Garden Highway facility.
• Data is retained for no more than one (1) year from the date of collection, unless a longer retention period is required by law, regulation, or ongoing legal proceedings.
• Upon expiration of the retention period, biometric data is permanently deleted or destroyed in a manner that prevents recovery or reconstruction.

7. Data Sharing

MyOutDesk is committed to protecting biometric data from unauthorized disclosure:

• MyOutDesk does not sell, lease, or trade biometric data to any third party.
• Biometric data will not be disclosed to third parties except as required by law, including in response to valid subpoenas, court orders, or other legal processes.
• In the event of a law enforcement request, MyOutDesk will verify the validity of the request and comply only to the extent required by applicable law.

8. Consent

Signage is posted at the entrances and within the 1661 Garden Highway facility to provide notice that security cameras are in operation and that biometric data may be captured. By entering the premises, individuals acknowledge and consent to the collection and use of biometric data as described in this policy.

Employees and contractors are additionally notified of this policy during onboarding and are required to acknowledge receipt and understanding of its terms.

9. Security Measures

MyOutDesk implements the following security measures to protect biometric data:

• Encryption: Biometric data is encrypted both in transit and at rest using industry-standard encryption protocols.
• Access Controls: Access to biometric data is restricted to authorized personnel on a need-to-know basis. Access is managed through role-based permissions and regularly audited.
• Physical Security: On-site storage devices containing biometric data are secured in restricted areas with controlled physical access.
• Monitoring: Security systems and access logs are regularly monitored to detect and respond to unauthorized access attempts.

10. Individual Rights Under the CCPA

Under the California Consumer Privacy Act, individuals have the following rights with respect to their biometric data:

• Right to Know: You have the right to request information about the categories and specific pieces of biometric data we have collected about you.
• Right to Delete: You have the right to request the deletion of your biometric data, subject to certain legal exceptions.
• Right to Opt-Out of Sale: MyOutDesk does not sell biometric data. However, you retain the right to opt out of any future sale of personal information.
• Right to Non-Discrimination: You will not be discriminated against for exercising any of your CCPA rights.

To exercise any of these rights, or if you have questions regarding your biometric data, please direct your request to the Director of IT:

Email: [email protected]

MyOutDesk will respond to verified consumer requests within 45 days of receipt, as required by the CCPA.

11. Policy Updates

MyOutDesk reserves the right to modify this policy periodically to reflect changes in legal requirements, technology, or business practices. Any material changes to this policy will be communicated through updated signage at the facility and, where applicable, through direct notification to affected individuals.

Continued use of or entry into the 1661 Garden Highway facility following any policy updates constitutes acceptance of the revised terms.

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MyOutDesk, LLC 1661 Garden Highway, Sacramento, CA

For questions about this policy, contact the Director of IT at [email protected].