What If Media Group, LLC

Privacy Notice

Employees & Applicants

Last Updated: April 1, 2026

About this Notice. This Privacy Notice sets out how What If Media Group, LLC, and its affiliated entities (collectively, the “Company”) collect and use employees’ and applicants’ personal information. This Notice supplements other HR-related policies, including, for employees, the Employee Handbook.

Personal Information Collected About Employees and Applicants. The Company may collect and use the following categories of personal information about employees and applicants:

• Identifiers: Name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, Social Security number, driver’s license number, passport number, or other similar identifiers
• Personal information as defined in applicable law: Name, signature, Social Security number, address, telephone number, passport number, driver’s license or state identification card number, education, employment, employment history, bank account number, credit or debit card number, other financial information, medical information, health insurance information
• Characteristics of protected classifications under state or federal law that employees and applicants may disclose, such as race, religion, national origin, age, sex, sexual orientation, pregnancy, familial status, disability, military or veteran status
• Biometric information
• Internet or other electronic network activity information such as browsing history, search history, and information regarding employees’ and applicants’ interaction with internet websites and applications
• Geolocation data
• Audio, electronic, visual, thermal, or similar information (such as photographs and call recordings)
• Professional or employment-related information (such as work history, prior employer, references, qualifications, skills and experience, human resources data, emergency contact information, and data necessary for benefits and related administrative services)
• Education information that is not publicly available personally identifiable information, as defined in the Family Educational Rights and Privacy Act
• Inferences drawn from any of the information identified above to create a profile reflecting employees’ and applicants’ preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes
• Sensitive personal information employees and applicants may disclose, such as race and ethnicity information, government ID, Social Security number, etc.

How and Why the Company Uses Employees’ and Applicants’ Personal Information. The Company may use employees’ and applicants’ personal information in accordance with applicable laws for the following purposes:

Managing Human Resource Functions:

• Workforce planning
• Recruiting, hiring, and onboarding
• Performing background or credit checks
• Increasing employee engagement
• Training and career development
• Assessing performance
• Determining promotions, transfers, salary, awards, and bonuses
• Managing disciplinary matters
• Managing payroll and business expenses
• Administering leave requests
• Employee communications
• Administration of benefits
• Promoting employee health and safety

Conducting business operations:

• Budgeting
• Recordkeeping and reporting requirements
• Managing infrastructure and company assets
• Strategic planning
• Maintaining security
• Emergency response and business continuity
• Conducting audits
• Pursuing or defending legal or administrative claims

Monitoring:

• Compliance with internal policies and procedures
• Use of company resources
• Any other monitoring activities permitted by applicable laws

Compliance with:

• Legal and regulatory obligations
• Court or other government directives
• Internal policies and procedures

Investigating:

• Reports of wrongdoing
• Policy violations
• Internal complaints

Sell or Share:

• The Company does not sell (i.e., disclose for monetary or other valuable consideration) or share (i.e., disclose for cross-context behavioral advertising), the personal information of employees or applicants.

Sources of Personal Information. Although the Company often collects the personal information described above directly from employees and applicants, it may collect certain information from references, recruiters, former employers, job-related social media sites, publicly available sources, and background screening providers.

Recipients of Personal Information. 

• The Company:  employees’ and applicants’ personal information will be provided to the Company entity that has posted the position for which they are applying, or that has hired them, and may also be shared with affiliates in the United States where necessary for legitimate business purposes.
• Service Providers: The Company may share personal information with third parties that perform services on the Company’s behalf in connection with human resources-related tasks and data hosting services, such as IT service providers, background screening providers, or HR database services.
• Government or Public Authorities: The Company may transfer personal information to government agencies, regulators, or authorities (such as tax authorities or law enforcement), or courts, or as otherwise required or permitted by applicable law.
• Business Transition: Where the Company considers a business transition, like a merger, acquisition by another company, or sale of all or part of the Company’s assets, it may disclose or transfer personal information to the purchaser.

How Long Employees’ and Applicants’ Personal Information Will Be Kept. The Company will keep employees’ and applicants’ personal information for as long as is necessary while they are employees or under consideration for employment by the Company. Thereafter, the Company will keep employees’ and applicants’ personal information:

• To respond to any questions, complaints, or claims made by employees and applicants.
• To show that it treated employees and applicants fairly.
• To keep records required by law.

Employee and Applicant Rights. Depending on where employees or applicants are located, they may have certain rights regarding their personal information, including rights to:

• Information: to know what personal information the Company is processing and why.
• Access: to request a copy of their personal information.
• Correction: to request correction of their personal information where it is inaccurate.
• Delete: in certain circumstances, to request deletion of their personal information where the continued processing is no longer necessary.
• Object: to request that the Company stop processing their personal information, particularly where there are no longer sufficient legitimate grounds to continue such processing.
• Restrict: to request that the Company limit the processing of their personal information.
• Portability: in certain circumstances,  employees and applicants may request that their personal information is transferred to a third party.

To exercise one of these rights, please contact the local Human Resources/Recruiting department or email the Company at the address provided in the contact section below. It may be necessary to provide certain information to confirm identity.

Recording and Monitoring. To the extent permitted by applicable law, the Company may record, monitor, and review communications and activities conducted using Company systems, devices, or networks. This may include, without limitation, telephone calls, video conferences, emails, messages, and other electronic communications, as well as the use of Company-issued devices and systems. Employees and applicants have no expectation of privacy when using Company-provided devices, systems, or communication tools.

Artificial Intelligence. The Company may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, and helping to identify potentially fraudulent or inauthentic submissions. The Company may also use AI to assist in evaluating employees, including supporting performance-related assessments. These tools are designed to assist the Company’s recruitment and management teams and are used as part of the Company’s overall decision-making processes. Where appropriate, decisions are subject to human review and oversight. Final hiring and employment-related decisions are made in accordance with applicable policies and procedures. Where required by applicable law,  employees and applicants may request additional information about the process or request that decisions be reviewed by a human.

Contact. Employees and applicants with questions or concerns about this notice or the information the Company collects about them may contact a member of the HR or recruiting team or send an email to [email protected].