Last Updated: September 2025
This California Employee and Job Applicant Privacy Notice (“Notice”) applies only to employees and job applicants who are residents of the State of California. The Notice describes how Old Dominion Freight Line, Inc. (“OD,” “we,” or “us”) collects, uses, discloses, and processes your Personal Information (“you” and “your”). We reserve the right to change this Notice at any time. If we change the Notice, we will post an updated version on our Careers site as well as in Workday. Please check back periodically to see if this Notice has been updated. Updates to the Notice will be referenced by the “Last Updated” date shown above.
For individuals with disabilities, please contact us at 336-822-5932 or humanresourcesdepartment@odfl.com to discuss the best alternative method to access the information in this Notice.
This Notice supplements, and should be read in conjunction with, our website Privacy Policy to understand our privacy practices.
1. Definitions
“Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular person or household. “Personal Information” does not include: (1) publicly available information or lawfully obtained, truthful information that is a matter of public concern; or (2) personal information that has been deidentified or aggregated.
“Sensitive Personal Information” means Personal Information that reveals: (1) social security, driver’s license, state identification card, or passport number; (2) account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account; (3) precise geolocation; (4) racial or ethnic origin, citizenship or immigration status, religious or philosophical beliefs,or union membership; (5) the contents of mail, email, and text messages when OD, including your own email address at OD, is not the intended recipient of the communication; (6) genetic data; (7) neural data; and (8) information about a known child. Sensitive Personal Information also includes the processing of biometric information that uniquely identifies you, such as for the purpose of verifying employee identity and to ensure employee time is accurately captured, Personal Information collected and analyzed concerning an individual’s mental or physical health, and Personal Information collected and analyzed concerning an individual’s sex life or sexual orientation. Sensitive Personal Information that is publicly available, deidentified, or aggregated is not considered Sensitive Personal Information or Personal Information.
2. Personal Information We Collect, its Sources, and Our Processing Purposes
We collect a range of Personal Information about you. The exact types of Personal Information will depend on your role with OD. This includes information collected at the time you submit an employment application, such as your resume or writing samples, documents you provide to us (in person or otherwise) during the employee interview and onboarding processes, and/or during your employment with us. We may also obtain information from other sources, such as background check providers, your manager, the technology you use for work, or personal references you provide.
Set forth below are the categories of Personal Information we collect and have collected in the preceding 12 months, the categories of sources from which the Personal Information was collected, and our business or commercial purposes for processing Personal Information. Please note, we may not collect all of the information below about you, and we may only use your Personal Information some of the purposes identified.
Personal Information Category
| Types of Personal Information We Collect
| Personal Information Sources
|
|---|---|---|
Identifiers and Non-Public Personal Information
| Real name Alias Contact details Unique personal identifier Online identifier Identification number Internet protocol address Account name Date of birth Signature Names of relatives employed by us Workers’ compensation information Physical characteristics or description Insurance policy information Bank account number and other financial information Health insurance and other medical information Dependent, beneficiary, and emergency contact information | Directly from you Automatically, such as when you visit our website (e.g., cookies on our websites) or use OD-issued or OD-managed technology Our service providers
|
Protected Characteristics
| Race, color, national origin, or ancestry Religion Sex, gender, gender identity, or gender expression Sexual orientation Marital status Military or veteran status Age (if over 40) Disability Genetic information Certain medical conditions Request for leave (family care, pregnancy, serious health conditions) | Directly from you
|
Commercial Information
| Records of personal property or products or services purchased, obtained, or considered, such as from receipts you submit for reimbursement
| Directly from you Our service providers
|
Internet Information or Other Electronic Network Activity Information
| Information about your use of OD networks and systems, such as your browsing, download, and search histories, including for personal devices that you permit OD to manage
| Directly from you Automatically, such as when you visit our website (e.g., cookies on our websites) or use OD-issued or OD-managed technology Our service providers
|
Geolocation Data
| General location derived from internet protocol address General location derived from employee key cards
| Automatically, such as when you visit our website (e.g., cookies on our websites) or use OD-issued or OD-managed technology Our service providers
|
Audiovisual Information
| Audio and/or video recordings (e.g., call or meeting recordings) Visual information (e.g., security camera footage) Photographs
| Directly from you Our service providers
|
Professional or Employment Information
| Employment history Education, including licenses and certifications Sanctions with professional bodies Benefits, compensation, payroll, and tax information Work schedule and time worked Job assignments Business travel details Details about employee performance, such as performance evaluations, accomplishments and awards, training and development, disciplinary actions, counseling, and departure or termination
| Directly from you Our service providers Managers and colleagues OD Human Resources Former employers and references
|
Inferences Drawn from Other Personal Information
| Predictive behavior information Dominant influence, social, and compliance information Behavioral assessment information
| Service providers (based on information you provide)
|
Sensitive Personal Information We Collect and Process | ||
Sensitive Personal Identifiers
| Social security number Driver’s license information and status (including history, penalties, restrictions, and expiration dates) State identification card number Passport number or similar information Alien identification number
| Service providers Directly from you
|
Account Information
| Information required to access your work account
| Directly from you
|
Precise Geolocation
| Electronic logging device information from trucks, which we may be able to link to you
| Automatically through electronic logging device technology
|
Sensitive Protected Characteristics
| Race or ethnic origin Religious beliefs Union membership
| Directly from you
|
Biometric Information
| Fingerprints or finger scan data for OD’s biometric timekeeping
| Directly from you Maintained by our service providers
|
Health Information
| Medical history Job restrictions and medical limits Substance abuse testing Vaccine status Workplace accident and illness information Safety incident information Health insurance information Other information to determine reasonable accommodations or related to employee leave Health insurance information Disability Information Other health information
| Directly from you Our service providers
|
Sex Life or Sexual Orientation Information
| Sexual Orientation
| Directly from you
|
In addition to the categories of Personal Information designated by California law, we also collect Personal Information as necessary to respond to law enforcement, governmental agency (e.g., Federal Motor Carrier Safety Administration) requests; comply with legal and contractual obligations; exercise legal and contractual rights; and initiate or respond to legal claims.
We collect Personal Information from you and service providers regarding your gap or travel activities, publicly sourced information (e.g., media or online information), civil court records, criminal history, appearance on sexual predator watch lists, foreign travel, foreign associates, names of all persons residing in the same domicile as you, names of extended family members and drug use for background checks, and to comply with various legal requirements.
We use your Personal Information, including Sensitive Personal Information, for a range of essential business and employment-related purposes. These include managing the recruitment process; evaluating and confirming your qualifications, including for background screening; making hiring decisions; administering benefits, payroll, and other HR functions; contacting emergency contacts as needed; for timekeeping and maintaining business records; assessing work capacity and monitoring performance; providing reasonable accommodations; protecting company, customer, and employee property, equipment, and confidential information; enforcing company policies and IT security; processing reimbursements and facilitating relocations; and fulfilling our legal and contractual obligations. Additionally, your personal information may be used for our regulatory reporting obligations and to help us establish, exercise, and defend legal and contractual rights and claims, as well as operate and secure our communication and IT systems.
We only use Sensitive Personal Information for purposes permitted by the CCPA and do not offer the right to limit its use or disclosure to California residents. If you have questions about our use of biometric identifiers, please request our separate Biometric Policy from HR.
Personal Information We Disclose About You and Its Business Purpose.
We do not sell your Personal Information and we do not share your Personal Information for cross context behavioral advertising as those terms are defined by the California Consumer Privacy Act (“CCPA”).
Your Personal Information may be disclosed internally for the purposes of recruitment, employee onboarding, and to manage our employment relationship with you. This includes, but is not limited to, disclosures to our Human Resources, Legal, and IT departments and staff; interviewers engaged in the recruitment process; and vice presidents, directors, managers, and supervisors in a business area with a vacancy. We may disclose any of your Personal Information internally if such access is necessary for the performance of certain roles.
Your Personal Information may be disclosed to external service providers for the sole purpose of delivering products and services to us. For example, we may disclose your Personal Information with third-party background check providers to verify the information you have provided to us in order to obtain the necessary background checks prior to extending an offer of employment. We also use service providers to help manage the security of our business, to provide employee benefits and payroll, and to provide technology services. When we disclose Personal Information to our service providers we take commercially reasonable steps, including contract terms, to maintain the confidentiality of your Personal Information and to prevent unauthorized access, use, modification, or other misuse.
The business purposes for which we disclose Personal Information to our service providers, contractors, and vendors include:
- Services on Our Behalf: We may disclose Personal Information in order to receive services performed on our behalf, including maintaining or servicing accounts, providing services for employees, processing or fulfilling requests and transactions, verifying employee information, processing payroll, expenses and payments, evaluating and responding to requests, providing storage, or providing similar services on our behalf.
- Security and Fraud Detection: We disclose Personal Information for our security and fraud detection services including detecting security incidents, protecting against malicious, deceptive, fraudulent, or illegal activity; and prosecuting those responsible for that activity.
- Functionality & Debugging: We disclose Personal Information as needed to identify and repair errors that impair existing intended functionality of OD’s systems, networks, and services.
- Advertising and Marketing Services: We disclose Personal Information to provide advertising or marketing services on our own behalf, including placing ads for employee recruitment and auditing related to that advertising.
- Quality Control & Improvement of Products and Services: We disclose Personal Information to verify, maintain, and improve our products and services, including for purposes of internal research and development.
- As Reasonably Necessary: We may disclose any Personal Information, as reasonably necessary (1) to comply with a valid legal process; (2) to respond to requests from regulatory authorities; (3) to enforce our policies and procedures; (4) to protect our operations and to protect our/your/others rights, privacy, safety, or property; and (5) to pursue available remedies, limit damages, or to otherwise exercise or defend our legal rights or those of others. We may also use Personal Information in connection with or during negotiation of any reorganization, acquisition, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with bankruptcy or similar proceedings).
3. Our Retention Policy – How Long We Keep Your Personal Information.
Your Personal Information may be stored in different places, including in your digital and paper applicant record, in HR management systems (paper and digital), with our service providers, and in other electronic or digital systems (including email).
We retain your Personal Information for as long as necessary to (1) fulfill the purposes described in this Notice, (2) meet the timelines required or recommended by regulators, professional bodies, or associations for retaining employee information, (3) comply with applicable laws, legal holds, and other legal obligations (including contractual obligations), and (4) comply with your requests related to your Personal Information.
To determine the appropriate retention period for Personal Information, we consider the amount, nature, and sensitivity of the Personal Information, the potential risk of harm from unauthorized use or disclosure of your Personal Information, the purposes for which we process your Personal Information and whether we can achieve those purposes through other means, your employment relationship with us, and applicable legal requirements.
4. Privacy Rights for California Residents.
California residents are entitled to exercise certain privacy rights pursuant to the CCPA. If you choose to exercise any of your privacy rights, OD will not discriminate or retaliate against you. You or someone you authorize to act on your behalf may submit a privacy request by calling 1-800-235-5569 or emailing privacy@odfl.com. These rights are:
- Right to Know: You have the right to know (1) the categories of Personal Information we have collected about you, including the specific pieces of Personal Information collected; (2) the categories of sources from which the Personal Information is collected; (3) the purposes for processing Personal Information; (4) the categories of third parties to whom we disclose Personal Information; and (5) any Personal Information we sell or share, as those terms are defined in the CCPA.
- Right to Request Deletion: You have the right to request that we delete your Personal Information.
- Right to Correct Inaccurate Personal Information: If you believe that any of the Personal Information, we maintain about you is inaccurate, you can ask us to correct that Personal Information.
When you make a privacy request, we will take steps to verify your identity. Our verification procedure may differ depending on your relationship with OD and the type of request you make. We generally try to confirm your identity to a reasonable degree of certainty by matching at least two data points provided by you with reliable data points we maintain.
If you use an authorized agent to submit a request to know, delete, or correct, we may require the authorized agent to provide proof that you gave the agent signed permission to submit the request. We may also require you to do either of the following: (1) verify your own identity directly with us, and/or (2) directly confirm with us that you provided the authorized agent permission to submit the request.
We will respond to privacy requests within 45 days whenever possible. If an additional 45 days is needed, we will let you know and explain why a request may take longer to complete. If we cannot complete or grant your privacy request in whole or in part, we will let you know and explain our reasons in our response to you. Please be aware that due to the amount of Personal Information held about employees, particularly those employed long-term, and legal requirements concerning specific employee Personal Information, privacy requests from employees may take longer to process and may be partially or fully denied.
5. Your Obligations.
You are responsible for providing a copy of this Notice to your emergency contacts and beneficiaries prior to disclosing their Personal Information. If you choose to provide us with another person’s Personal Information (such as that person’s name, email, or phone number), you represent that you have gotten that person’s permission to do so.
6. How to Contact Us.
It is important that you understand this notice of OD’s compliance with applicable privacy regulations, together with all other privacy notices/policies OD may provide on specific occasions when collecting or processing Personal Information about you, so that you are aware of how and why we are using your Personal Information. If you have any questions about this Notice, OD’s privacy practices, management of Personal Information, or OD’s compliance with the CCPA, please contact us by calling us at 1-800-235-5569, emailing us at privacy@odfl.com, or writing to us at:
Old Dominion Freight Line, Inc.
Attention: Privacy,
500 Old Dominion Way
Thomasville, North Carolina 27360