In a world of ubiquitous computing and information sharing it is increasingly difficult to ensure appropriate use and protection of personal information. Strong privacy governance and management within organizations are effective means of mitigating privacy risks and ensuring that fair information principles are applied in business decisions and day to day operations.
“An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.”
PANTHER Technical Services Ltd (“PANTHER” or “we” or “us”) respects the privacy of individuals in all of our business operations. We are committed to safeguarding the personal information entrusted to us by our candidates and clients.
Your personal information is only collected, used and disclosed by PANTHER in accordance with the Alberta’s Personal Information Protection Act (PIPA) or otherwise as permitted by law.
This Policy does not apply to any organization other than PANTHER Technical Services Ltd.
This Policy sets out the following information:
What Personal Information do we collect.
Why do we collect it?
How do we collect it?
How do we use it who it is disclosed to?
Where do we keep it and is it secured?
Who has access to or uses it.
When is it disposed of?
Where can I get more information?
What Personal Information do we collect?
The following list is an example of the types of Personal Information PANTHER may collect at various stages of the employment relationship. This information includes, but not limited to:
Name, date of birth, gender, marital status, beneficiaries, identification numbers, including social insurance number, banking information, incorporation details.
Background information, including education, training, work history and references, professional designation, Reference letters, Specialized Testing certifications, compensation information.
Contact information, such as personal address, telephone (including mobile) numbers, email address and emergency contact information.
Criminal Records; if it is a prerequisite of the opportunity.
Drug and Alcohol Testing; if it is a prerequisite of the opportunity.
Health and Medical information.
Why do we collect this Information?
“The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected.”
As an employer/staffing agency, the primary purpose PANTHER collects, uses and discloses Personal Information, is for the purpose of recruitment services in the recruitment (Search & Selection) and placement of Contract, Temporary and Permanent candidates including payroll services.
The information not only helps us to access and confirm qualifications with regards to the employment opportunities, it also helps us maintain an employment, staffing or placement relationship with our candidates. The information is also used to comply with laws and regulations, including but not limited to employment law, tax and payroll information to obtaining employment.
Health and medical information is used for enrollment to PANTHER Health benefits.
How do we collect this information?
“The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.”
The Personal information is collected in number of different ways which include, but not limited to:
Submissions via PANTHER website, fax, electronic mail or in person resume drop off
Recruitment/ Search & Selection by PANTHER Recruiters via Public Job Boards, Networking and Social Media.
In person interviews with candidates, discussing and disclosing details or work history, work locations, background, personal situations.
Conducting Reference checks by PANTHER Recruiters or External Service Providers of candidate’s job skills and performance.
“The knowledge and consent of the candidates are required for the collection, use, or disclosure of Personal Information except where inappropriate or otherwise permissible by law.”
PANTHER relies on implied consent when appropriate and on candidate’s reasonable expectations. PANTHER relies on the implied consent to collect, use and disclose the Personal Information of the candidate for the purpose outlined in this policy.
Consent may be requested or assumed in the following way, but not limited to it:
By agreeing to use our staffing and recruitment services and providing us with your personal information as specified in this policy is implied.
When personal information is volunteered verbally or in writing.
When contact is initiated with PANTHER, we assume that consent has been implied.
Consent is also assumed on submission of information, through PANTHER’s website and external PANTHER job ads, relative to the recruitment processes and procedures.
During the Recruitment Process, after your consent is already implied, PANTHER may seek your express consent to contact your references, to collect, use and disclose information we obtain from your references and for your references to disclose that information to us.
In granting your consent for these purposes, you also release, remise and forever discharge, to the fullest extend possible at law without limitation, and agree to fully indemnify your references and PANTHER from and for any and all legal, financial and other liability, loss or damage whatsoever flowing from that information or its collection, use or disclosure.
“Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.”
PANTHER employs reasonable measure to ensure that Personal Information is kept as accurate as required for its recruitment process.
We will routinely update Personal Information only if such a process in necessary to fulfill the primary objective for which the information was collected.
How do we use this information and who is it disclosed to?
“Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes.”
The collection of Personal Information shall be limited to that which is necessary for the sole purpose identified by PANTHER as its primary objective:
To provide HR, Recruitment/ Search & Selection Staffing Services.
To facilitate the search for, selection and recruitment of candidates.
Your Personal Information is never traded, sold or leased by us to any external organization.
We disclose your personal information to our clients when we feel there is a potential for a job placement with that client, either when there is a specific job opening to which you are well suited or when we reasonably believe that such a position may be available or may be coming available.
In some cases, it may be a requirement of some client companies to perform testing and background & Reference checks on candidates through the recruitment process via External Service Providers. When using these external service providers, PANTHER will:
Employ due diligence in selecting External Service Providers to process Personal Information on its behalf.
Impose reasonable contractual terms on such organizations with a view to maintaining comparable data security and
Oversee such organizations with a view to maintaining comparable data security.
These external service providers are required to collect, use, disclose and retain Personal Information in a manner that is consistent with this Policy and applicable law.
From time to time, we may be required to provide personal information in response to a valid court order, subpoena, government investigation, or as otherwise required by law. Unless prevented by law, we will notify you prior to the release of such information. We also reserve the right to report to law enforcement agencies any activities that we, in good faith, believe to be unlawful. We may release certain personal information when we believe that such release is reasonably necessary to protect the rights, property, and safety of others and ourselves.
Where do we keep this information and is it safe?
“Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.”
We have appropriate technical and organizational security measures in place to protect your Personal Information under our control and to prevent unauthorized access, destruction, transmission, misuse or alteration of it. However, we cannot guarantee that such unauthorized access, destruction, transmission, misuse or alteration will not happen.
Transfer of data via the internet is not completely secure and while we do our utmost best to protect your Personal data, any data you transmit to us is at your own risk. Once we have received your information we will follow our procedures and policies to protect it, in both paper and electronic format.
Our staff/ recruiters are trained on the importance of how privacy and security are undertaken.
With this training PANTHER staff/ recruiters who are handling personal information understand and respect the limitations on use and disclosure.
Who has access to this information?
“Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal information and shall be given access to that information.An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.”
Personal information shall not be used or disclosed for purposes other than those for which it was collected, which is for the recruitment services, except with the consent of the individual or as required by law. Personal information shall be retained only as long as necessary for the fulfillment of those purposes.
When is the information disposed?
All personal information on file are collected for a specific primary purpose of recruitment services, including all steps in the recruitment and hiring process.
Unless you direct otherwise, we retain your personal information, including but not limited to your personal employee information, in our records notwithstanding that you may be considered for but not placed in a particular position. We imply your consent for us to collect, use and disclose your personal information, including but not limited to your personal employee information, on an on-going basis in order for you to be considered for numerous potential placements both with PANTHER and with its clients.
Your personal information will be retained for Seven (7) years, based on our organizations retention policy and practices. These practices are based on the premise that information should be retained only as long as necessary for the fulfilment of PANTHER’s primary objective for which it was collected.
Seven (7) years from the date that you submit to us your information including your resume in the course of using our recruitment and placement service, or for Seven (7) years from the last date that you consent to the collection, use or disclosure of your information by us, or for Seven (7) years from the date that we place you with one of our clients on a permanent or contract basis, or Seven (7) years from the date you were last employed by us on assignment, whichever is latest.
To prevent improper disclosure, all personal information is destroyed and purged using secure methods from our systems electronically and hard copies shredded and safely discarded.
The Right to Erasure: If you wish for us to cease to collect, use and disclose your information and to purge and discard all of it within the seven (7) years, it is the duty and responsibility upon you to instruct us in writing to do so; in which case we will be pleased to comply with your request as soon as possible, subject to any legal and tax requirements.
Where can you get more information?
"An organization is responsible for the personal information under its control and shall designate an individual or individuals who are accountable for the organization’s compliance with the following principles."
If you require more information or have questions or concerns about this policy or PIPA please contact:
PANTHER Technical Services Ltd
#208, 7923 Coronet Rd, Edmonton, AB, T6E 4N7
Office of the Information & Privacy Commissioner of Alberta
#410, 9925 – 109 Street, Edmonton, AB, T5K 2J8