Privacy Policy

Last Updated October 30, 2025

eSOPH, or “electronic Statement of Personal History,” is a web-based software program designed by Miller Mendel Inc. (“MMI”) to enable organizations (“MMI Clients”) to more efficiently collect information from job Applicants and better manage that information. eSOPH provides MMI Clients an easier method to collect, review, and verify Applicant information and manage other tasks related to pre-employment background investigations.

Each MMI Client determines the information it collects from you through eSOPH and how it will be used. Please contact the MMI Client to which you applied for more information.

  1. eSOPH Registration & Access

Your registration begins when the MMI Client with which you are applying enters the personal information you have provided to them into the eSOPH system. eSOPH will use that information to create your Applicant Profile.

You will receive an email at the address you provided to the MMI Client with instructions to click on a link and set a password and other additional security features such as selecting a Site Key, Site Key Phrase, or other verification/security questions.

When you access eSOPH, you will review the eSOPH Terms of Use, this Privacy Policy and other pages selected for you to review and accept. Once completed, you will be routed to your Applicant Dashboard where your background investigations for the MMI Client are listed. Clicking on an open background will allow you to go to a main page where you can view additional instructions and complete documents and requests the MMI Client is asking of you.

  1. personal information collected via eSOPH

The information requested from you on eSOPH is determined by the MMI Client. The MMI Client may ask you for detailed, sensitive, and identifying information such as your social security number, address, place of birth, and financial and criminal history information. MMI is not involved with what questions are asked of an Applicant within questionnaires or how the MMI Client will use that information.

MMI Clients typically use information entered in the eSOPH system to conduct an in-depth, very detailed pre-employment background investigation of your personal history to determine suitability for the role for which you applied. MMI Clients may also choose to combine the information you submit to them through eSOPH with information obtained from other sources.

Any information you enter into eSOPH at the request of an MMI Client is governed by your relationship with that MMI Client. You should carefully review the privacy policy (if any) of the MMI Client for which you have applied for employment or a volunteer position. Some people may find these types of background investigations intrusive. If you have questions or concerns about the information requested through eSOPH, you may ask the MMI Client to provide you with details of how your information will be used and disclosed, who it will be disclosed to, and whether the background investigation process will include the use of third-party information.

eSOPH supports information collection and data management on behalf of the MMI Client. The background investigation is conducted solely by the MMI Client and the MMI Client decides whether to hire you or not hire you. MMI is not involved in reviewing your information or determining your suitability a position. Please contact the MMI Client to which you applied to learn about how your information will be used.

MMI does not and will not use your personal information for marketing purposes; MMI does not review the information you submit on eSOPH, except in limited circumstances as disclosed in this Privacy Policy. MMI reserves the right to use information you submit to eSOPH for customer service purposes, to protect our rights or yours, to meet our legal obligations, related to a legal action as we determine necessary, or to fulfill any other purpose to which you consent or the MMI Client instructs. In addition, MMI reserves the right to use information you submit to eSOPH for statistical analyses, and to use your anonymized data, which is not linked with your personally identifying information, for research and analyses to improve hiring practices and hiring criteria for successful candidates for government positions and any other positions in public trust.

  1. LOG FILES

Technical data about your use of eSOPH may be automatically collected and stored in log files. This information may include but is not limited to: internet protocol (IP) addresses, content/pages accessed on the eSOPH System, browser type, internet service provider (ISP), referring/exit pages, operating system and date/time stamps and other information that is typically used to help us with security or other verification processes. Most log files are accessible by the MMI Client to support their background investigation process, and to verify information an Applicant submits.

  1. personal information disclosure

MMI Clients may choose to disclose your personal information according to their own privacy policies and practices. Public disclosure laws in some jurisdictions require public disclosure of specific information about people who have passed initial screening and are in consideration for hiring to positions of public trust, such as law enforcement officers.  In some cases, the MMI Client opts to disclose Applicant personal information to credit report bureau or social media screening service as part of Applicant screening.  Any consent that may be required for an MMI Client to share your information with a third party is the sole responsibility of the MMI Client to which you have applied. Please contact the MMI Client to learn more about their information disclosure practices.

MMI assumes no liability, responsibility, or control of the MMI Client’s use of eSOPH, and your use of eSOPH is your unconditional acceptance to release MMI of any and all claims and to hold MMI harmless for any and all claims arising from or related an MMI Client’s breach of the agreement governing the Client’s use of eSOPH or Client’s unauthorized or illegal disclosure of your information without your valid consent.

Other MMI Clients may access the Applicant Data stored on MMI Systems to conduct more thorough background investigations and help locate additional information about your personal history and previous background investigations by other MMI Clients with whom you submitted applications. You consent that MMI may store and disclose the following information to MMI Clients about your background investigation(s) with other MMI Clients: your name, date of birth, social security number, agency and position names applied for, dates you were entered, and your background investigation was closed in the system, the contact information for the agencies you have applied (“Basic Applicant Data”).

  1. retention of personal information

The information you enter into eSOPH is transmitted to and from, and stored on, MMI Systems. This information may be kept on the MMI Systems for an unlimited amount of time. The specific storage duration of any information you enter is determined by the MMI Client and applicable law, except Basic Applicant Data will be retained within the eSOPH database indefinitely.

  1. data security

MMI takes great care to implement and maintain security measures to protect your information from unauthorized access. Our security measures are appropriate to the volume, scope, and nature of the Personal Information processed and designed to meet our duty of care with respect to your personal information. For data in transit, the system utilizes HTTPS certificates in TLS 1.2 protocol. The HTTPS certificates are FIPS 140-2 validated. When your information is at rest (stored) on MMI Systems, it is encrypted. Encryption operates in FIPS 140-2 validated cryptographic modules and compliant algorithms. MMI utilizes the Amazon Web Services GovCloud for hosting needs related to the System. For more information on AWS GovCloud, please visit: https://aws.amazon.com/govcloud-us.

The information you choose to provide to MMI Clients is not viewable by MMI employees or associates, unless the MMI Client with your information requests troubleshooting assistance which requires access to your information to resolve a problem. MMI is then able to access your information for the sole purpose of correcting a problem related to the System, but we will never save or disclose that information. MMI personnel with access to any data covered by the FBI CJIS policy have undergone a criminal background check, completed Level 4 CJIS Security Awareness Training and have also signed an FBI CJIS Security Addendum.

MMI cannot control, nor is MMI responsible in any way, for any information you provide to others outside of the eSOPH system, such as information you submit to an MMI Client in paper format, email, phone, or by any other method.

  1. service providers

We may use third parties to provide services on, and in support of MMI products and services, to include eSOPH, to include the hosting providers and providers of storage solutions where your information and data is stored.

  1. use by minors

MMI prohibits the use of eSOPH by individuals under the age of 18 years old without confirmation of a valid, signed release agreement from the minor’s legal guardian submitted to the MMI Client. If you are under the age of 18 and the MMI Client has not received a release agreement, you must exit the System and cease any and all further use of eSOPH. If you have already submitted or entered any information on eSOPH but your legal guardian has not submitted a release agreement, you must immediately cease eSOPH use and notify MMI by phone at (206) 330-2094.

  1. your privacy rights

Depending on where you live, you may have certain legal rights over the collection or use of your personal information. This Privacy Policy lists common privacy rights that may be available to some users as a courtesy only. Please contact the MMI Client to which you applied to exercise your privacy rights. Do not send your request to MMI.

  1. Updates

This eSOPH Privacy Policy was last updated October 27, 2025. MMI may update this Privacy Policy and Terms of Use from time to time. If we do, we will post a link to the updated Privacy Policy and Terms of Use at the bottom of the page under “Privacy Policy” and “Terms of Use” at www.MillerMendel.com. You are responsible for periodically checking for updates to this Privacy Policy and the eSOPH Terms of Use.

Any questions regarding this Privacy Policy should be made to:

Miller Mendel, Inc.
Phone: (206) 330-2094