Employee Timekeeping Policy

1.) Purpose.
CHICAGO CITY SPORTS and all its affiliates (the “Company”) doing business as City Sports has instituted this Employee Timekeeping Policy to define the policy and procedures for its collection, possession, capture, storage, disclosure, use, retention, protection, and destruction of the data provided by employees using the Company’s Time Recorder Program and fingerprint reader devices. Fingerprint data is provided by employees in connection with the Company’s timekeeping practices to ensure employees are accurately paid for their time worked in connection with the Company’s payroll and related financial transactions.
It is the Company’s policy to ensure that employee fingerprint data is used and handled in accordance with the Illinois Biometric Information Privacy Act (“BIPA”) (to the extent that the fingerprint data is covered by BIPA) and all other applicable laws. The Company reserves the right to revise this Policy at any time. A copy of this Policy is made available to all individuals using the Time Recorder program and fingerprint reader devices and is made available to the public at chicagocitysports.com.

2.) Scope.
This Policy applies to all of the Company’s facilities in Illinois and all employees using fingerprint reader devices in Illinois.

3.) Employee Fingerprint Data.
As part of the timekeeping process, the Company uses time clocks and software, equipped with fingerprint reader device. The fingerprint reader devices use employee’s fingerprint for purposes of verification, in connection with the Company’s timekeeping functions, to ensure that employees are recognized and paid for their time worked. The Company securely stores encrypted fingerprint data in the Time Recorder Program and the Company’s time and attendance database. Once employment ends the Company will destroy fingerprint data upon the occurrence of the earliest of the following: (1) after the initial purpose for which the biometric data, if any, was collected or obtained, ceases to apply; or (2) within 1 year after an employee’s last interaction with the Company.

 

The Company requires employees, as a condition of initial or continued employment, to sign a written release authorizing the Company to collect, capture, use, store, obtain, possess, disclose or re-disclose fingerprint data for activities such as timekeeping purposes, database maintenance, data restoration or to maintain backup copies necessary for related activities, even if such activities never occur. The Company will provide reasonable accommodations to those employees who present valid written objections to the collection and use of their fingerprint data due to disability, religious belief or any other valid and lawful basis presented by the employee.

5.) Use, Disclosure, Protection, Storage and Destruction of fingerprint Data.
Employee fingerprint data will only be used for the purposes and related activities set forth in this Policy. The Company will not sell, lease, trade, or otherwise profit from an employee’s fingerprint data. The Company will not disclose, re-disclose, provide access to or otherwise disseminate any fingerprint data outside of the terms of the, unless:

• The employee or the employee’s legally authorized representative provides consent to such disclosure;

• The disclosed data completes a financial transaction requested or authorized by the employee or the employee’s legally authorized representative;

• The disclosure is required by state or federal law or municipal ordinance; or

• The disclosure is required pursuant to a valid warrant or subpoena issued by a court of competent jurisdiction.

The Company will use the reasonable standards of care within its industry for any storage, transmittal or protection from disclosure of any fingerprint data, and it will follow standards of care that are the same or greater than the standards of care that the Company uses to protect other employee data.

6.) Policy Enforcement.
The Human Resources Department of the Company is responsible for the enforcement and administration of this Policy. If you have any questions regarding this policy or if you have questions that are not addressed in this policy, please contact us at 773-235-7673 or admin@chicagocitysports.com.