This statement discloses the privacy practices for Anne Whitten Bilingual Recruitment Inc.

Accountability

Anne Whitten Bilingual Recruitment Inc. (AWBR) respects the privacy of our candidates, applicants, employees, suppliers and clients in all aspects of our business operations. We have a longstanding commitment to protecting the personal information of candidates when providing services to our clients. Your personal information is only collected, used and disclosed by AWBR in accordance with this Privacy Policy.

Privacy Officer

To confirm our commitment to privacy, AWBR has appointed a qualified member of our management team as the Privacy Officer. The Privacy Officer is available to offer more information on our practices and policy, to ensure compliance by everyone at AWBR, and to rectify any complaints. The Privacy Officer may be contacted by mail at: 4 Robert Speck Parkway, Suite 1500, Mississauga, Ontario L4Z 1S1

Purpose in Collecting Information

As a job seeker using AWBR’s services, you are asked to provide certain pieces of information in order for us to provide you with the best possible service. In addition to your contact details, your resume and a description of the type of work you are looking for, your file may include the following:

  • our interview notes
  • language test results
  • computer software proficiency results
  • educational records
  • reference letters
  • information obtained through reference and background checks

For temporary staffing arrangements, we may also require the following:

  • information required to provide payroll services, including SIN number, banking details, tax deductions, and vacation allowances

We use your information to:

  • understand your qualifications, needs and preferences
  • find the best job opportunities to match your skill set and career goals
  • fulfill our clients’ requests for information about job candidates
  • assess and develop our business and operations to better service job seekers and our clients
  • provide payroll and other HR functions to you for temporary staffing arrangements

AWBR never collects more personal information than is needed to fulfill these purposes, unless requested by the client and consented to by the candidate.

Disclosure

Your personal information is never traded, sold, or leased by us to any external companies. Your information is only disclosed for AWBR’s legitimate business purposes or as required to meet legal and regulatory requirements, for example to comply with 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. As a job seeker, you are relying on us to share such information. We only provide your information to employers if there is a job opening that is suited for you, and we only provide information required and requested to make an informed decision regarding a job candidate. We may share information with our affiliates, partners, contractors or other companies (collectively “representatives”) that we use to provide full staffing services. However, we only disclose limited information as required for the function that will be performed by the representative on our behalf. We also ensure that every contract we enter into with a representative clearly outlines the representative’s obligation to protect your private information and live up to the principles of privacy. Examples of companies we share your limited personal information with include:

  • organizations that perform background checks including criminal, educational, and credit checks as required by the client
  • an outsourced payroll service provider for temporary staffing arrangements

Consent

Having read this Privacy Policy and using our services and providing us with your personal information, we imply your consent to the collection, use, and disclosure of your personal information as specified herein. Wherever possible and when necessary, we obtain your expressed consent for particular uses and disclosures. For example, we obtain your expressed written consent before releasing your information to a third party who provides background checks on potential employees. We imply your consent if we feel we are using your personal information for purposes that are obvious to you. For example, if you list the names and phone numbers of your previous employers on your resume for reference checking purposes, we will not seek your express consent before checking these references.

Retention of Personal Information

We retain your information as long as you are using our placement services, or longer if required by law. For temporary workers that means 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 a minimum of one year and a maximum of five years after you accept a permanent employment position. For candidates who we do not place, we retain your information for a maximum period of five years. For applicants who we do not register, we retain your resume from 1 – 12 months from the date received. Should we feel that for whatever reason we are unable to assist an applicant in their search for employment, their personal information is immediately destroyed.

Security

We have staff procedures and policies in place to ensure that your personal information, in both paper and electronic format are secure. For example, we require the following:

  • all visitors to the office are required to sign in and be escorted into the office
  • filing cabinets are locked at all times
  • access to electronic database is password-secured
  • password selection criteria and expiry make unauthorized access more difficult
  • our staff is fully trained on the importance of privacy

For the most part, communication with us through our website is via email transmission. Email transmission is inherently insecure and can potentially be accessed by other Internet users. If you wish to keep certain information confidential, please contact us by a method other than email.

Accuracy

AWBR strives to maintain accurate records of your personal information, however, this cannot be achieved without your help. In this ongoing effort, we ask you to provide us with your most up-to-date information. Contact us if any personal information you have given us in the past is incomplete, inaccurate, or no longer relevant. We shall then make the appropriate modifications.

Openness

This Privacy Policy as presented here is in its most thorough form. AWBR will provide any further information about its policy or practices. To access this information, please contact the Privacy Officer by sending a request in writing. The information will be released within 30 days of receipt of the request.

Individual Access

AWBR relies on the information provided by you as well as third parties such as those providing references, educational institutions, or those conducting background checks. You may at any time make a written request to the Privacy Officer for access to your personal information. Upon payment of a modest administrative fee, the information will be released within 30 days of receipt of the request. Should AWBR not be able to comply with the request for a justifiable reason, that reason will be given to the requestor.