Employee Assistance Privacy Policy | Eastbrook Deli

Eastbrook Food LLC may use artificial intelligence-powered tools, including a custom ChatGPT-based assistant, to support internal business operations and employee workflows. These tools may connect with Eastbrook's authorized business systems, including its Notion-based Business Operating System ("BOS"). Information We May Collect When an employee or authorized user interacts with these tools, Eastbrook may collect and process information voluntarily submitted through the tool, including: • Name and contact information • Job title, position, or work location • Work assignments and completion updates • Inventory counts and ordering information • Daily closeout and operational information • Scheduling, attendance, training, and performance-related information • Workplace questions, reports, incidents, approvals, and other business records • The date, time, and content of submitted information Users should not submit Social Security numbers, financial account credentials, medical information, passwords, or other highly sensitive personal information unless specifically authorized and required through an approved process. How Information Is Used Eastbrook may use this information to: • Operate and manage its business • Assign, track, review, and verify work • Maintain employee and operational records • Support inventory, finance, workforce, marketing, facilities, and other authorized business functions • Provide management notifications and approval requests • Investigate and address workplace or operational issues • Maintain business continuity, accountability, and audit records • Comply with legal, regulatory, employment, accounting, and recordkeeping obligations How Information Is Transmitted and Stored Information submitted through an AI-powered tool may be processed through OpenAI's ChatGPT service and transmitted through an authorized Action or integration to Eastbrook's Notion-based BOS or another approved business system. Information may be stored in Eastbrook's authorized business records and retained for as long as reasonably necessary for operational, employment, legal, accounting, security, or recordkeeping purposes. Access and Disclosure Access to this information is limited to Eastbrook owners, managers, authorized personnel, and service providers who require it for legitimate business purposes. Eastbrook does not sell employee personal information. Information may be disclosed when reasonably necessary to operate the business, protect Eastbrook or others, comply with applicable law, respond to lawful requests, investigate misconduct, or enforce company policies. Third-Party Services OpenAI, Notion, and other authorized service providers may process information according to their respective terms and privacy policies. Their privacy and security practices are governed by their own policies and agreements. Accuracy and Human Review AI-powered tools may produce incomplete or inaccurate information. Eastbrook does not rely solely on automated output to make significant employment decisions. Information requiring approval, disciplinary action, termination, financial authorization, or another material decision is subject to appropriate human review. Information Security Eastbrook uses reasonable administrative and technical safeguards intended to protect information against unauthorized access, use, alteration, or disclosure. However, no electronic system or internet transmission can be guaranteed to be completely secure. Access, Correction, or Deletion Requests Employees and authorized users may request access to, correction of, or deletion of information submitted through Eastbrook's AI-powered tools, subject to applicable legal, employment, accounting, security, and record-retention requirements. Requests may be submitted to: Eastbrook Food LLC 446 Coliseum Boulevard Montgomery, Alabama 36109 Email: eastbrookdeli@gmail.com Telephone: (334) 398-5220