Personnel and Screening Privacy Notice

Download this version as a PDF. This page is the current version of the Notice and keeps one address when the Notice is reissued. The website’s own Privacy Policy governs information collected through the website and is a separate document.

Why you are receiving this notice

The Paramedic Foundation (TPF) depends on the trust of the people and communities it serves. Screening helps TPF confirm that its representatives meet the requirements for their roles and are suitable for the responsibilities entrusted to them.

Everyone TPF engages is subject to screening, including directors and officers. TPF uses the least intrusive checks needed to protect the people its work reaches and to meet applicable legal, funding, contractual and insurance requirements. Its screening policies reflect those requirements and the risks associated with each role. The checks that apply to you depend on your responsibilities and on what the law permits in your country.

This notice explains what TPF collects, where it comes from, why it is used, who receives it, how long it is kept and what you can ask TPF to do. Several safeguards run through it. TPF keeps the decision a check produced rather than the check itself. A person reviews every result. Any decision not to engage you is made by someone who did not order the check, and you have the chance to respond before it is final.

If anything here is unclear, or you want to know what applies in your country, ask the Security and Privacy Officer before you agree to it.

Who this notice covers

This notice covers every person TPF engages or considers engaging, wherever you live. That includes directors, officers, employees, independent contractors, consultants, temporary personnel, interns and volunteers.

You receive this notice at engagement, before TPF collects any screening information or orders any check, and again whenever the notice changes.

Who is responsible for your information

The Paramedic Foundation, 23 W Central Entrance, PMB 321, Duluth, Minnesota 55811, United States, is responsible for the personal information it holds about you in connection with your engagement.

The Security and Privacy Officer handles questions and requests under this notice and can be reached at the contact address published in the Privacy Policy. Where the law of your country requires TPF to have a representative or a named contact there, that person is identified in the engagement instrument you receive.

What information TPF collects and keeps

TPF collects and keeps the following, and no more than each purpose requires.

Identity and contact details

Your name, address, telephone number, electronic mail address, date of birth where a check requires it, and the government-issued identifier your country of residence uses for employment or tax purposes.

Eligibility and screening records

The results of the checks that Policy 1.4, Eligibility, Screening and Work Authorization, of the Policy and Procedure Manual requires for your role:

• Verification of your identity.
• Criminal record searches, or a criminal record certificate from the national authority of your country.
• Sex offender or equivalent registry results, where a registry exists.
• Child and vulnerable adult protection registry results, where your role involves contact with minors or vulnerable adults.
• A driving record, where your role involves transporting a person.
• Exclusion and debarment screening against the United States federal and state sources TPF's awards require.
• Sanctions and watchlist screening.
• Primary source verification of your licensure, education, employment history and any professional certification you claim in connection with TPF work.

During your engagement TPF also holds the alerts a continuous criminal record monitoring service produces, where one covers your country. Where none does, TPF holds the result of the renewed criminal record certificate you provide at the interval Policy 1.4 states. TPF also holds any event you report under that policy's self-reporting duty.

Work authorization

The record that you are authorized to perform the work in the place where it is performed.

Engagement records

Your agreement with TPF, your scope of work, the countries and locations from which you are authorized to work, invoices and payment details including the verification of your payment instructions, the tax documentation and any insurance evidence your engagement requires, time and task records, acknowledgments of TPF policies, training records, correspondence and performance records. This also includes the conflict of interest disclosures you make under TPF's policies.

TPF does not collect information about your race, ethnicity, religion, health, sexual orientation or political opinions for screening, and does not ask for it. Where a document you provide contains such information incidentally, TPF does not record it.

Where information comes from

Most of it comes from you. TPF also receives information from:

• The screening provider or administrator TPF engages.
• The national police or justice authority that issues your certificate, where you apply for one yourself.
• Licensing bodies, educational institutions and former employers TPF contacts to verify what you have stated.
• The public exclusion, debarment, registry and sanctions sources Policy 1.4 names.

A commercial database search is not an official police certificate, and TPF does not describe it as one.

If you decide not to provide information

Providing this information is your decision. Some of it TPF must hold before it can engage you at all, because an award, a client contract, an insurer or the law requires the check the information supports; where that is so, TPF cannot complete the engagement without it, and it will tell you which requirement applies rather than leaving you to infer it. Other information is sought to complete a record TPF already holds, and declining it affects that record and nothing else. If you decline, TPF records that you declined and the reason you gave, if you give one, and does not treat the fact of declining as an adverse finding about you.

Why TPF uses your information

TPF uses your information for these purposes:

• To decide whether to engage you, and then to perform the engagement.
• To meet the eligibility, exclusion and work authorization obligations that TPF's awards, its contracts and the law impose on it.
• To meet screening requirements for TPF's insurance coverage, and to apply the policies developed to comply with those requirements and manage risks associated with its work.
• To protect the patients, students, trainees and members of the public its work reaches.
• To keep the records its funders, auditors and the law require it to keep.

The legal bases are these. Deciding whether to engage you is a step taken at your request before a contract, and performing the engagement is the performance of that contract. Meeting the eligibility, exclusion and work authorization obligations the law imposes is a legal obligation. Protecting the people TPF's work reaches is a legitimate interest, weighed against your interests, which Policy 1.4 requires TPF to pursue by the least intrusive means.

A requirement set by an insurer, a funder or a contract is not itself a legal obligation. Where a check rests on a requirement of that kind rather than on law, TPF records the basis relied on for your jurisdiction before the check is ordered, and will tell you what it is on request. An insurance or contractual requirement does not authorize a check that the law of your country prohibits.

Criminal record information is treated separately. Where European Union or United Kingdom data protection law applies to you, information about criminal convictions and offenses may be processed only under the control of official authority or where the law of your country authorizes it, which is the requirement Article 10 of the General Data Protection Regulation sets. TPF does not treat a lawful basis for the rest of your information as authority to process criminal record information. Before it orders a criminal record check or asks you for a certificate, TPF identifies the provision of your country's law that authorizes the processing, records it for your jurisdiction, and will tell you what it relies on if you ask. Where TPF cannot identify such a provision, it does not order the check and Policy 1.4 governs what happens instead.

Where TPF processes information about criminal convictions and offenses concerning a person resident in the European Union or the European Economic Area, it does so only where the law of your country permits an organization engaging you to do so, and only to the extent that law permits.

Where the law of your country requires your explicit consent for a particular check, TPF asks for it separately. Your signature on an engagement instrument is not that consent.

Who receives your information

TPF shares your information only with:

• The screening provider or administrator acting on TPF's instructions under a written agreement carrying data protection terms.
• The authorities and institutions TPF contacts to verify what you have stated.
• A client, funder, awarding agency, pass-through entity or auditor that is entitled under TPF's agreements or the law to confirm that TPF screened you. They receive confirmation that the required standard was met, not the underlying results, unless the law or the agreement requires more.
• TPF's insurer, broker or legal counsel, where an incident or a claim requires it.
• A public authority, where the law requires disclosure.

TPF sells no personal information and receives no advertising revenue.

Transfers outside your country

TPF is in the United States. Information about a person resident elsewhere is transferred to the United States and held there.

If you live in the European Union, the European Economic Area, the United Kingdom or Switzerland, the transfer is made under the mechanism recorded in the provider agreement and stated in your engagement instrument. That mechanism is standard contractual clauses or another mechanism the law of your country recognizes. You may ask the Security and Privacy Officer for a copy of the safeguards relied on.

How long TPF keeps your information

TPF keeps the decision a check produced, not the check itself. A criminal record certificate or consumer report is inspected, its result is recorded, and the document is not retained.

TPF does not hold criminal history information, except for what is needed to make a determination under its policies where a person has history that must be adjudicated. Where an adjudication requires TPF to hold that detail, it is kept in a restricted file, with access limited to a documented need to know.

The decision record and your engagement records are kept for the period the TPF Records Retention Schedule states for the class of record, running from the end of your engagement. They are then destroyed by a method that renders them unrecoverable. Where a contract governing your work states a longer period, that period governs.

Your rights and a fair review

You may:

• Ask TPF what information it holds about you, and receive a copy.
• Ask TPF to correct information that is inaccurate.
• Ask TPF to erase information it no longer needs for the purposes above.
• Ask TPF to restrict or object to processing that rests on its legitimate interest.
• Withdraw a consent you have given. This does not affect processing that took place before you withdrew it.

Where a decision not to engage you rests in whole or in part on a screening report, you receive the report and a notice before the decision is final, and you have the opportunity to respond. TPF's adjudication policy gives you written reasons and a route of appeal to a decision maker who did not make the original determination.

Where the law of your country gives you further rights, TPF honors them. You may complain to the supervisory authority for data protection in your country of residence.

Requests go to the Security and Privacy Officer at the address published in the Privacy Policy. TPF answers within the period the law of your country requires.

Human review of decisions

TPF makes no decision about you by automated means alone. A person reviews every screening result, and every adverse decision is made by a person who did not order the check.

Changes to this notice

TPF gives you a new copy of this notice when it changes in a way that affects you. The Security and Privacy Officer keeps this notice consistent with the TPF Privacy Policy and with the Policy and Procedure Manual whenever any of them changes.

Acknowledgment of receipt

TPF records that you received this notice. Your acknowledgment confirms receipt. It is not consent to any processing the notice describes.

Earlier versions

Each superseded version remains available at its own address, so that TPF can show which version a person received on a given date.

• Version 1.1, issued September 18, 2026 (PDF), superseded September 19, 2026
• Version 1.0, issued September 10, 2026 (PDF), superseded September 18, 2026

Questions and requests go to the Security and Privacy Officer at the address in the Privacy Policy. A request may also be made through the privacy request form.