The provisions of this policy shall apply to all Departments.
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
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.