WHY DO WE COLLECT PERSONAL INFORMATION?
As a job seeker using HR Vision's services, you are asked to provide certain personal information in order for us to provide you with the best possible opportunity to receive suitable employment. Along with your contact details, resume, and a description of the type of work you are looking/qualified for, your file may include the following:
Our interview notes
Information obtained through reference and background checks
Skill testing results
For temporary staffing arrangements, we also require the following:
Information required to provide payroll services, including government required information (Social Insurance Number), banking details and TD 1 forms
Details regarding emergency contact names and numbers as well as beneficiaries, as required, for employees who qualify for our benefit package
We use your information to:
Understand your qualifications, needs, preferences and skill sets
Match your skills to the most suitable job opportunity that will give you the job satisfaction you are looking for
Fulfill our clients' needs for information about possible candidates
Provide you with appropriate training where needed
Provide payroll and other HR functions to you for temp staffing arrangements
HR Vision only collects personal information that is needed to fulfill these purposes, unless additional facts are requested by the client and consented to by the job seeker.
WHEN DO WE DISCLOSE PERSONAL INFORMATION AND TO WHOM?
Your personal information is never traded, sold or leased by us to any external companies. Your information is only disclosed for HR Vision's legitimate, ongoing business concerns, or as required to meet legal and government regulatory requirements, as in the case of a court order.
In the normal course of business, we disclose your personal information to our clients when we feel there is a potential for a job placement or temporary assignment. As a job seeker, you are relying on us to share this information to your best interests, and we do so only when we feel there is a reasonable possibility of a job match. The client can then make an informed decision regarding the suitability of a candidate.
From time to time, where necessary, we will share certain information with representative companies that we use to provide full service staffing needs. Again, we only disclose that information which is vital to the function of our representatives. We also ensure that each representative practices the principle of privacy protection, and has written policies to identify their obligations.
Examples of companies we share certain personal information with include:
Firms that perform background checks (criminal, educational & credit) as required by the client
An outsourced payroll service provider (i.e. ADP) for temporary staffing assignments
Employee testing centers
HAVE YOU CONSENTED?
Having read this policy, and by using our services and providing us with your personal information, we imply your consent to the collection, use and disclosure of your information as set out herein.
Wherever possible and when necessary, we obtain your express consent for specific uses and disclosure. For example, if you are applying for a job that requires criminal checks, driverÍs license abstracts or other specific information, we will obtain your written consent before proceeding.
In other cases, your consent is implied when you fill out the application and go through our interview process. As stated earlier, we will use this information as we see fit in order to complete our business process.
HOW LONG IS YOUR INFORMATION RETAINED?
We retain your information as long as you are using our services, or longer when required by law. For temporary workers, we retain all your information as long as you remain on our payroll, and for seven years thereafter. For permanent placements, we retain your information for one year after your acceptance of a permanent employment position. At that time, we destroy all records through a certified shredding company.
HOW DO WE KEEP YOUR PERSONAL INFORMATION SECURE?
We have procedures and policies in place to ensure that your personal information, both paper and electronic, is secure. As an example, we require the following:
Only HR Vision authorized employees are allowed access to secure areas of our offices
Filing cabinets containing sensitive information remain locked at all times
Access to electronic data is protected by passwords and only authorized personnel have access to these files
Faxes containing sensitive information transmitted to head office for electronic input are shredded immediately upon entry
Emails containing similar information are deleted immediately upon entry
However, due to the nature of email, HR Vision does not guarantee the security of any information sent to us via the email process and thus, does not accept any responsibility should personal information be stolen before it reaches our offices.
HOW CAN YOU ACCESS YOUR PERSONAL INFORMATION AND CHECK ITS ACCURACY?
HR Vision relies on the information provided by you to be accurate and up to date. You may make a request in writing for access to your information in order to check its accuracy. For a small administrative fee, we will provide you with a copy of the information we have on file.
HR Vision strives to maintain accurate records, however, this cannot be done without your help. We ask that you provide us with your most updated personal information as it changes and inform us, in writing, of any errors or omissions in your personal information. We will be happy to update our files.
CONTACT US WITH ANY QUESTIONS OR CONCERNS
3365 Harvester Road
Burlington, ON L7R 3N2