Workday Privacy Policy, Disclaimer, and Terms of Use

Privacy Policy for State of North Carolina External Applicants Using the State’s Workday System

Effective October 8, 2025

This privacy statement explains the collection, use, and security of your personal information when you visit this website and how that information may be shared.

The State of North Carolina, through the North Carolina Office of State Human Resources (OSHR), has partnered with its vendor Workday, Inc. (Workday) to offer this website.  This website uses Workday’s software to perform certain functions with respect to employees of and applicants for employment with the State of North Carolina.  In order to perform those functions, you will be asked to provide personal information to OSHR through this website.  This website then provides that information to the state’s Workday software.

Workday will handle information—like storing it, organizing it, or analyzing it—for the state, but Workday will not determine what data is collected or how it will be used.  Instead, state agencies will determine what information to collect, why it is collected, and how it is used.  Please see below for a summary.

Information Collected and Shared

The following information will be collected through this website or the Workday software, then shared with state agencies.

  • Name, last four digits of social security number, date and month of birth, home address, telephone number, email address, and driver’s license information;
  • The positions or types of positions for which an individual applied;
  • The record of what happened to an application after it was submitted, such as the record of an individual’s selection or non-selection for a position;
  • Education, degree, licensing and certification information;
  • Work experience and references;
  • Citizenship, immigration, and employment authorization information;
  • Selective Service status and military or veteran status (including without limitation any details about military service provided by the applicant or employee);
  • Whether an applicant is the spouse of an active-duty military service member, North Carolina National Guard member, or a disabled veteran;   
  • Any relationship by blood or marriage to any person now working for the State;
  • Information provided for Equal Employment Opportunity tracking, such as gender, ethnicity, date of birth, age, and whether someone identifies themselves as having a disability;
  • Any other information that is included in an application for employment or that is attached to the application; and
  • Any other information submitted in the onboarding or offboarding process, such as a photograph, photo ID, vehicle information, and emergency contact information.

Purpose for Collecting and Sharing Information

Information entered into this website or into the Workday software will be used for the following purposes:

  • Considering applicants for employment;
  • Tracking the hiring process;
  • Sending communications to applicants about the status of their application;
  • Onboarding and offboarding of employees;
  • Form I-9 and E-Verify processing for authorization to work in the United States;
  • Managing and updating the classification, class specification, and job description assigned to positions;
  • Displaying organizational charts;
  • Providing, in response to a public record request, the information designated as public record by North Carolina law (N.C.G.S. §§ 126-22(c) or 126-23);
  • Providing information in response to any other lawful demand for a state agency to provide personnel file information, including without limitation a court order under N.C.G.S. § 126-24(4) or a request by members of the North Carolina General Assembly to inspect and examine personnel records under N.C.G.S. §§ 120-19 and 126-24(3);
  • Use by Human Resources staff and recruiters as described in the Personnel Records Policy issued by the State Human Resources Commission;
  • Analyzing information—such as statistics and whether there was successful recruitment, hiring, and onboarding for particular positions or types of positions—in order to improve state agencies’ ability to recruit, hire, and perform Human Resources functions; and
  • Analyzing information in order to review compliance with Human Resources laws, rules, and policies.

Data Retention

The State of North Carolina’s records retention schedule, called the “Functional Schedule for North Carolina State Agencies,” sets the retention period for personal information collected through this website or the Workday software.  The Functional Schedule is prepared by the North Carolina Department of Natural and Cultural Resources and is available via  this link.  See especially sections 8.6 and 8.7 in the part of the Functional Schedule named “Human Resources.”

Tracking How This Website Is Used

The State of North Carolina may use Google Analytics measurement software to collect information on the following:

  • The Internet domain and IP address from which you access this website;
  • The date and time you access our site;
  • The pages you visit;
  • If you linked to this website from another website, the address of that website.
  • IP addresses, which are numbers automatically assigned to a computer when using the Internet;
  • The type of browser and operating system used to access the site;
  • The search terms used to get to the website;
  • The dates and times users access the site;
  • The type of device used to access the site;
  • How often users visit the site;
  • The pages users visit within the site; and
  • The links made to other websites through this site.

The state may use this Google Analytics information to help make this website more useful to visitors, to learn about the number of visitors to the site, and to learn about the types of technology used by visitors to this site.  The Google Analytics information is automatically sent to Google’s system, which  immediately aggregates the data. 

As explained in the previous sections of this privacy policy, when you choose to enter information into this website, state agencies and Workday will have access to the specifics of the information that you enter.  For Google Analytics, however, the State of North Carolina and Google have access only to the aggregate data from all users for a particular time period, not the specifics of your particular site visits.

Apply with LinkedIn

The State of North Carolina also may use third-party cookies from LinkedIn to support the “Apply with LinkedIn” feature.  These cookies enable candidates to apply for employment on this website using their LinkedIn profile.

Changes to This Policy

This information is current to the best of OSHR’s knowledge as of the date listed above.  Because software, procedures, and laws change over time, the state cannot make any promise that the practices described in this policy will remain the same in the future.

Contact Us

If at any time you have questions or concerns about the privacy of your personal information on this website, please feel free to contact the Office of State Human Resources at the following link: NC OSHR: Get Help/Frequently Asked Questions.

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Disclaimer and Terms of Use for the State of North Carolina External Applicant Career Site, Offered Through Workday

Effective October 8, 2025

Note:  The following disclaimer and terms of use do not prevent applicants or employees from utilizing the grievance and contested case process for issues specified in N.C.G.S. § 126-34.02.

Photos:  Photos and other images appearing on our websites have been purchased with a license for limited use. Use of any photos or images appearing on any State of North Carolina website is strictly prohibited.

Liability: There are inherent risks associated with accessing and using websites and chatbots, including but not limited to defects, viruses, theft, destruction, interruption, breaches, inaccurate, erroneous or omitted information, unauthorized access and unauthorized use.  By using a State of North Carolina website, you expressly and solely assume all risk associated with such use.  Neither the State of North Carolina nor any of its officers, employees, or agents shall be held liable to you or any third party for use or access of or reliance on a State of North Carolina website or any information contained or provided therein.

Warranty: The State of North Carolina and its officers and employees provide no warranties of any kind, including but not limited to express or implied warranties. The State of North Carolina makes no promises or claims that any information or the website, including without limitation features such as the Workday Assistant, is provided in a manner that is completely free from error, inaccuracies, or risk.
Sovereign Immunity: Nothing in the privacy policy or in this disclaimer and terms of use is intended nor shall be interpreted as waiving any claim or defense based on the principle of sovereign immunity or other state or federal constitutional provision or principle that otherwise would be available to the state under applicable law.

Other Agency Websites:  Please note other state agency websites that do not have this privacy policy in the footer may contain additional or different privacy policies.

Choice of Law: All claims and disputes arising from these disclaimers and terms of use and use of this website shall be governed by the laws of the State of North Carolina.

Updates: The State of North Carolina reserves the right to modify these disclaimers and terms of use at any time without prior notice. Any changes will be posted on this page, and your continued use of any State of North Carolina website, including any feature offered on the website, after such change constitutes your acknowledgement, agreement and acceptance of the changed disclaimer and terms of use in its entirety.