Trans-United Consultants Ltd. ("TUC") respects the privacy of individuals in all aspects of our business operations. We have a longstanding commitment to protecting the personal information of job seekers when providing services to our clients (the employers).
"Personal Information" is defined as any identifiable information about a job seeker, such as their resume, contact details or opinions about the job seeker.
WHY DO WE COLLECT PERSONAL INFORMATION?
As a job seeker using TUC'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:
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 TUC'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 relevant personal information to our clients, using our exclusive discretion, when we feel there is a potential job placement for you. 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 well-suited for you. We only provide the information required and requested by the client to make an informed decision regarding a job candidate.
Examples of companies TUC shares your limited personal information with include:
- Organizations that perform background checks including criminal, educational, and credit checks as required by the client
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 personal information as specified herein. Personal Information could include email address and /or IP address (if applicable).
If TUC will be using or disclosing your information for purposes that we do not feel are obvious to you, we will first obtain your express consent. We imply your consent if we feel we are using your personal information for purposes that are obvious to you. For example, if you provide us with the names and phone numbers of your previous employers for reference checking purposes, we may not seek your express consent before checking these references.
Please note that withdrawl of consent must be submitted in writing and could result in TUC being unable to represent you to clients for potential employment opportunities, depending on the circumstances surrounding withdrawl of consent. You do also have the option of limiting or otherwise restricting collection of certain personal information and TUC would determine on a case by case basis how the requested limitation would affect your representation to clients through TUC.
HOW LONG IS YOUR INFORMATION RETAINED?
We retain your information as long as you are referable for employment, or longer if required by law. If you request TUC to destroy your file, we will do so, subject to legislative restrictions. For example, for temporary workers, we must retain your payroll information for seven years after you are taken off our payroll, in accordance with tax regulations.
TUC retains and securely destroys personal information in accordance with our internal record retention policy. Typical minimum retention time of a submitted resume / information is one year and maximum retention time is five years, subject to legislative restrictions outlined above.
HOW DO WE KEEP YOUR PERSONAL INFORMATION SECURE?
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:
- TUC employees need security cards to enter the premises, and all others are required to sign in and be escorted while visiting our offices.
- Filing cabinets containing personal information remain locked after hours.
Access to electronic and paper files is limited on a need-to-know basis depending on job function.
- Paper records containing personal information are securely shredded.
Password selection criteria and automatic password expiry make unauthorized access to our systems more difficult TUC secure databases are well protected on servers equipped with enterprise firewalls that are immediately updated when new patches and fixes are released.
- Staff training on the importance of privacy and security is undertaken regularly.
Using our website, you can ask questions about our services, and provide information about yourself, such as your resume. To secure the transfer of such personal information, TUC has obtained a Secure Socket Layer (SSL) Server Certificate. Thus, personal information entered on our site is collected within secure pages, such that it is encrypted while being transferred to a password protected TUC server. If you provide personal information to us via unencrypted e-mail, you should be aware of the inherent risks of interception when communicating with others on-line using standard Internet protocol (HTTP), over which we have no control.
HOW CAN YOU ACCESS YOUR PERSONAL INFORMATION AND CHECK IT'S ACCURACY?
TUC 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 for access to your personal information using our "Access to Personal Information Form". You will be informed in advance should any administrative fee apply.
TUC 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. Let us know of any personal information you have given us in the past that is incomplete, inaccurate, or no longer relevant. It will be our pleasure to make appropriate modifications in order to serve you better.
CONTACT US WITH ANY QUESTIONS OR CONCERNS
TUC takes full responsibility for the management and confidentiality of the personal information it collects, uses and discloses. If you have any concerns about this policy, or feel that TUC is not abiding by it, please send an email to:
Rob Fratric, Privacy Officer or write to:
Rob Fratric - Privacy Officer,
Trans-United Consultants Ltd.
3228 South Service Road, Suite 110
Burlington, Ontario, L7N 3H8