Terms & Conditions

State Disclosures

All States: Smoking is prohibited in all indoor areas of CarMax unless designated smoking areas have been established by a particular location in accordance with applicable state and local law. In addition, smoking is prohibited in any outdoor area designated as a “No Smoking” area.

Rhode Island Applicants: CarMax is subject to Chapters 29-38 of Title 28 of the General Laws of Rhode Island and is therefore covered by the state’s workers’ compensation law. In addition, if you willfully provide false information about your ability to perform the essential functions of the job, with or without reasonable accommodations, you may be barred from filing a claim under the provisions of the Workers’ Compensation Act of the State of Rhode Island if the false information is directly related to the personal injury that is the basis for the new claim for compensation. CarMax complies fully with the Americans with Disabilities Act.

Indiana Applicants: It is unlawful for an employer to discriminate against a prospective employee on the basis of status as a veteran by refusing to employ an applicant on the basis that they are a veteran of the armed forces of the United States, a member of the Indiana National Guard or a member of a reserve component.

Maryland Applicants: Under Maryland law, an employer may not require or demand, as a condition of employment, prospective employment, or continued employment, that an individual submit to or take a polygraph examination or similar test. An employer who violates this law is guilty of a misdemeanor and subject to a fine not exceeding $100. If you are a Maryland applicant, you must sign the acknowledgement of this notice.

Massachusetts Applicants: I understand that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Massachusetts Applicants: I understand that any verifiable work that I performed on a volunteer basis can be included as work history.

Nevada Applicants: NRS 613.480 prohibits an employer from taking adverse action against any Nevada employee or prospective employee based on the results of any lie detector test or refusal to take any lie detector test.

Certification Statement

I hereby certify and affirm that the information provided in connection with the application process is true, accurate and complete, and that I have withheld nothing that would, if disclosed, affect this application unfavorably.

I understand that any omission, misrepresentation, or falsification in connection with this application process may be grounds for denial of employment or, if hired, immediate termination of employment regardless of when it is discovered. I further understand that if I am hired by CarMax, I must abide by all the rules and policies of CarMax which, other than the at-will employment policy and the Dispute Resolution Rules and Procedures, may be changed without notice at the discretion of CarMax.

Associate Privacy Notice/CCPA Notice of Collection

1. About This Notice

This Associate Privacy Notice (the “Notice”) provides you with information about how CarMax collects, uses, and discloses personal information in association with your relationship with CarMax as an associate or applicant.

2. What Information Do We Collect?

In the course of your employment with or application for employment with us, we collect information about you and may collect information about your spouse, domestic/civil partner or dependents (“Dependents”). We refer to such information as “Personal Information.” The Personal Information we collect includes the following:

Personal Details: Name, employee identification number, work and home contact details (email, phone numbers (including mobile), fax numbers, physical address) language(s) spoken, gender, age, date of birth, national identification number, social security number, marital/civil partnership status, spouse or domestic partners, dependents, disability status, certain medical information, emergency contact information, nationality and photograph.
Documentation Required under Immigration Laws: Citizenship, passport or visa data, details of residency or work permit.
Compensation and Payroll: Base salary, bonus, employee benefits and allowances, long term compensation awards, total compensation, pay period, compensation rate, benefit plan enrollments and entitlements, benefit election statements, compensation type, stock option awards and grants, restricted stock share awards and grants, performance unit awards and grants, shares purchased in the employee stock purchase plan, other company equity grants, currency, pay frequency, compensation history, effective date of current compensation, salary reviews, banking details, bank account number, tax identification number and related information, tax location code, tax planning information for expats, working time records (including vacation and other absence records, leave status, hours worked and department standard hours), payroll identification number and payroll, and overtime eligibility and overtime pay.
Position: Description of current position, title, status, management category, business unit, job code, salary plan, pay grade or level, job function(s) and subfunction(s), legal employer entity, branch/unit/department name and code, location, employment status and type, full-time/part-time, terms of employment, employment contract, severance plan and eligibility data, internal job and work history, job responsibilities, hire/re-hire and termination date(s) and reason, service date, promotion dates, employee class length of service, retirement eligibility, promotions and disciplinary records, date of transfers, reporting manager(s) information, subordinate employee information.
Talent Management and Manpower Planning Information: Details contained in letters of application, resumes, and CVs (previous employment background, education history, professional qualifications, language and other relevant skills, certifications, certification expiration dates), internal and external employment history, information necessary to complete a background check, details on performance ratings (and ratings dates), training and development programs planned, attended and completed, web-based training programs, performance and development reviews, ratings and comments, including dates for the foregoing, willingness to relocate, driver’s license information, opinions expressed about you, and information used to populate employee biographies, including likes, dislikes and interests.
Management Records: Details of any shares of common stock or directorships.
Business Related Travel and Expenses: Travel and transaction details for business related travel, including travel reservation numbers if issued; expense reimbursement information, credit card numbers and transactions; travel information (airline, flight number, hotel name dates of travel).
Investigation Records: Name, position, and contact information of associates making a complaint, the individuals who are the subject of the complaint or an investigation, and the persons investigating the complaint, the facts collected, the results of the investigation.
System and Application Access Data: Information required to access CarMax systems and applications such as ID, email account, instant messaging account, mainframe ID, previous employee ID, previous manager employee ID, system passwords, and electronic information produced by you using Company systems.
Use of Systems: Employee incoming and outgoing emails (business and personal); employee internet history and sites accessed; incoming and outgoing text messages and social media postings, logs of application access and use.
Medical Information: Due to COVID-19, we may collect certain health information about you, including body temperature and other COVID-19 symptoms. In most instances, this information is not linked to you. However, if we do have to link it to you, only management will have access and we will delete it once the business need to retain has passed.

3. Why Do We Collect Personal Information?

We collect, use, transfer and disclose Personal Information for one or more of the following purposes:

Workforce Management: Managing work activities and personnel, including recruitment, appraisals, performance management, promotions and succession planning, rehiring, administering salary, and compensation administration and reviews, wages, bonuses, and other awards, equity plan (such as stock options, stock grants, and employee stock purchase plan) participation and administration, processing accounts payable and receivable for employees healthcare benefits, pensions and savings plans, training, leave, managing disability and sickness leave, promotions, transfers, secondments, pension plans, honoring other contractual benefits, providing employment references, loans, performing workforce analysis and planning, performing employee surveys, performing background checks, managing disciplinary matters, grievances and terminations, reviewing employment decisions, making business travel arrangements, managing business expenses and reimbursements, planning and monitoring of training requirements and career development activities and skills, and creating and maintaining one or more internal employee directories.
Workforce Analytics: We use workforce analytics for succession planning, workforce management and data security. For instance, we use workforce analytics to assist in planning succession and to ensure business continuity, to design employee retention programs and diversity initiatives, to offer training opportunities and to identify patterns in the use of technology systems to information entrusted to us as well as to protect our associates and property.
Communications and Emergencies: Facilitating communication with you, ensuring business continuity, property management (e.g. laptops and mobile phones), providing references, protecting the health and safety of associates and others, safeguarding IT infrastructure, office equipment and other property, facilitating communication with you, your nominated contacts in an emergency.
Business Operations: Operating and managing the IT and communications systems (including email collection, storage and review), managing product and service development, improving products and services, managing company assets, allocating company assets and human resources, strategic planning, project management, business continuity, compilation of audit trails and other reporting tools, maintaining records relating to business activities, budgeting, financial management and reporting, communications, managing mergers, acquisitions, sales, re-organizations or disposals and integration with purchaser.
Compliance: Complying with legal and other requirements, such as income tax deductions, record-keeping and reporting obligations, conducting audits, compliance with government inspections and other requests from government or other public authorities, responding to legal process such as subpoenas, pursuing legal rights and remedies, defending litigation and managing any internal complaints or claims, conducting investigations, including employee reporting of allegations of wrongdoing, policy violations, fraud, or financial reporting concerns, and complying with internal policies and procedures.
Monitoring Use of Technology: We collect information about the use of CarMax information assets and resources, including internet access, electronic communications, and application usage. We collect this information to assess compliance with applicable laws and policies, to protect CarMax resources against unauthorized access, and to prevent crime and fraud.

4. Inquiries

If you have questions about this privacy notice or our privacy practices, please send an email with your questions to privacy@carmax.com.

5. Associate’s Obligations

Please keep your Personal Information up to date and inform us of any significant changes to Personal Information. You agree to inform your Dependents whose Personal Information you provide to the Company about the content of this Notice.