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Privacy Policy

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Purpose

A privacy policy is a statement or a legal document that discloses some or all the ways a party gathers, uses, discloses, and manages a customer or client's data. It fulfills a legal requirement to protect a customer or client's privacy.

Application

The provisions of this policy shall apply to all Departments. 

Procedure

Privacy Laws 

 

Conduit HR is committed to maintaining the accuracy, security and privacy of Personal Information about its Employees in accordance with applicable Canadian privacy laws.  This Employee Privacy Policy is a statement of principles and guidelines concerning the protection of Personal Information of all prospective, current and former Employees of Conduit HR 

 

Consent: 

BY SUBMITTING PERSONAL INFORMATION TO CONDUIT HR OR ITS SERVICE PROVIDERS AND AGENTS, YOU AGREE THAT WE MAY COLLECT, USE AND DISCLOSE SUCH PERSONAL INFORMATION IN ACCORDANCE WITH THIS EMPLOYEE PRIVACY POLICY AND AS PERMITTED OR REQUIRED BY LAW.  Subject to legal and contractual requirements, you may refuse or withdraw your consent to certain of the identified purposes at any time by contacting Payroll.  If you refuse or withdraw your consent, we may not be able to provide you or continue to provide you with certain services or information, which may be of value to you.  If you provide Conduit HR or our service providers and agents with personal information of another individual, you represent that you have all necessary authority and/or have obtained all necessary consents from such person to enable us to collect, use and disclose such personal information for the purposes set forth in this Privacy Policy. 

 

What is Personal Information? 

Canadian privacy laws define Personal Information broadly as information about an identifiable individual or as information that allows an individual to be identified.  For the purposes of this policy, Personal Information means information about an identifiable individual as defined from time to time in applicable privacy laws. Personal Information does not include what is considered to be business contact information: your name, title or position with Conduit HR  business address, telephone number, facsimile number, or e-mail address.     

 

What Personal Information do we collect? 

The types of Personal Information that Conduit HR may collect, use and disclose about its Employees includes your name, home address, home telephone number, personal email address, date of birth, marital status, gender, social insurance number, driver’s license abstract, banking information, also information related to your educational and employment background, emergency contact information (such as your doctor’s name and telephone number), medical information (including doctor’s notes, correspondence and benefits application forms), work-related information (including your resume or employment application, compensation and benefits history, position and disciplinary information), and the names and birth dates of your dependents and beneficiaries. 

 

Why do we collect your Personal Information? 

 

Conduit HR  limits the collection and use of your Personal Information, both in the amount and type of Personal Information, to that which is necessary to fulfill the purposes identified within this Policy.  We will identify the purposes for which your Personal Information is collected at or before the time your Personal Information is collected.  

 

In general, Conduit HR  collects uses and discloses your Personal Information solely for the purposes of establishing and managing your employment relationship.  More specifically, we collect, use and disclose your personal information for the following purposes: 

 

  • Recruitment for positions with Conduit HR  including for the purpose of obtaining and providing references regarding Employees;

  • Establishing, managing and terminating relationships with Employees, including implementing Employee compensation, benefits and facilitating the implementation of programs, policies, procedures and opportunities for administration of Conduit HR  policies and procedures;

  • Administration of compensation, benefits, insurance, other Employee programs and services, fulfilling taxation and other legal requirements in respect of same;

  • Complying with other requirements imposed by law, including without limitation, collecting personal information required by applicable workplace insurance and safety legislation and occupational health and safety legislation;

  • As permitted by and to comply with any legal or regulatory requirements and laws; and for any other purpose to which you consent.

 

To whom do we disclose your Personal Information? 

From time to time, Conduit HR  may disclose your Personal Information to:  

 

  • Financial institutions for Payroll related purposes 

  • Insurance companies 

  • Government agencies such as Revenue Canada, WSIB, Service Canada to the extent required to comply with applicable laws; and  

  • Any other third party or parties where you consent to such disclosure or where such disclosure is required or permitted by law. 

 

How may you obtain access to your Personal Information? 

Upon your written request and subject to certain exceptions, Conduit HR will inform you of the existence, use and disclosure of your Personal Information and will give you access to that information.   

 

Where do we store your Personal Information? 

Your Personal Information is stored in secured locations and on servers controlled by Conduit HR located either at our offices or at the offices of our service providers.Conduit HR  retains your Personal Information only for as long as is necessary in order to fulfill the purposes identified above, or as may be required to comply with applicable laws.  

 

Protection of Personal Information 

To help protect the confidentiality of your Personal Information, Conduit HR  employs administrative and technological safeguards appropriate to the sensitivity of your Personal Information.  Where Personal Information is sent to a third party for processing, we ensure through our contracts with them, that all your Personal Information is kept secure.  We also operate secure data networks protected by industry standard firewall and password protection systems.   Your Personal Information is kept as accurate, complete and up to date as is necessary to fulfill the purposes identified in this Policy.

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