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Options Personnel Inc has implemented policies and procedures to give
effect to the principles, including:
- Implementing procedures to protect personal information.
- Establishing procedures to receive and respond to complaints and
inquiries in connection with the collection, use and disclosure of personal
information by Options Personnel Inc.
- Training staff and communicating information to staff about Options
Personnel Inc's policies and procedures.
- Developing information to explain Options Personnel Inc's policies
and procedures to Candidates.
These principles are explained in more detail below:
- Accountability
Options Personnel Inc is responsible for the personal information under
its control and has designated a Privacy Officer to be accountable
for Options Personnel Inc's compliance with PIPEDA.
- Identifying Purpose
Options Personnel Inc will identify and document the purposes for which
it collects personal information. Only personal information that is
necessary for those identified purposes will be collected. If Options
Personnel Inc intends to use the personal information that has been
collected for a new purpose, this new purpose will be identified and
consent for such new purpose will be obtained from the Candidates and
Clients to which the personal information relates prior to using such
personal information.
Options Personnel Inc shall only collect use and disclose personal information
about Candidates and Clients for the following purposes:
- To assist Options Personnel Inc in representing candidates to potential
employers
- To assist Options Personnel Inc in confirming candidates previous employment
history
- To assist an entity with whom Options Personnel Inc has an agreement
relating to the collection of further personal information for example
credit history.
Options Personnel Inc does not collect and use personal information about
Customers for the following purposes:
To sell Customer lists to third party agencies.
Candidate inquiries regarding the purposes for the collection, use and
disclosure of personal information will be addressed by Options Personnel
Inc or referred to the Privacy Officer.
- Consent
The knowledge and consent of Candidates is required for the collection,
use or disclosure of personal information, except when inappropriate,
including where permitted or required by law. Options Personnel Inc
will seek consent for the collection of personal information at the
time of collection, wherever possible. Options Personnel Inc will make
a reasonable effort to ensure that Candidates are advised of the purposes
for which the personal information being collected will be used, and
will state the purposes in a manner that will allow Candidates to reasonably
understand how their personal information will be used or disclosed
by Options Personnel Inc.
Consent may be obtained in a variety of ways, for example, through an
application form, orally by telephone or by electronic media, depending
on the circumstances and the type of personal information being collected,
and in particular, on the sensitivity of the personal information. The
reasonable expectations of Candidates and Clients will be considered
when obtaining consent. For example, where Candidates and Clients provide
their names and addresses for mailing and billing purposes, they should
reasonably expect that this information would also be used for sending
out Candidate Satisfaction Surveys, where the choice to respond is the
Candidates'.
In certain circumstances, personal information can be collected, used
or disclosed without the knowledge or consent of the Candidate. For example,
legal, medical or security reasons may make it impossible or impractical
to seek consent. Seeking consent may be impossible or inappropriate when
there is an emergency threatening the Candidates life, health or security,
or where the Candidate is a minor, seriously ill or mentally incapacitated.
Although information may be publicly available, Options Personnel Inc
will treat this in accordance with PIPEDA principles. Moreover, Options
Personnel Inc may provide personal information to its lawyers, advisors,
agents and/or third parties to collect a debt comply with a subpoena,
warrant or other court order, to a government institution requesting
the information upon lawful authority, or as may be otherwise required
by law. In all cases, proper internal authorization for disclosure procedures
will be followed.
Copies of the Options Personnel Inc Privacy Policy will be published
on the Options Personnel Inc Website at www.optionspersonnel.com.
Consent may be withdrawn by a Candidate by providing reasonable notice
to Options Personnel Inc to the Privacy Officer. Options Personnel Inc
will inform the Candidate of any implications of such a withdrawal. Any
withdrawal of consent will still allow Options Personnel Inc to use and
disclose a Candidate's personal information in order to collect or enforce
payment of amounts owing as a result of a Candidate's previous employment.
- Limiting Collection
The collection of personal information will be limited to that which
is appropriate in the circumstances. The Options Personnel Inc Website
does not use or capture cookies; a technology that installs a small
amount of information on a visitor's computer to permit the Website
to recognize future visits from that computer. The only information
collected through the Website, other than that provided by the Candidates
voluntarily to initiate a transaction is browser information used only
to solve errors on processing transactions, when these occur.
- Limiting Use, Disclosure & Retention
Options Personnel Inc will not use or disclose personal information for
purposes other than those for which it was collected, except with the
consent of the Candidate or as required by law. Personal information
cannot be used or passed on in a manner inconsistent with the identified
purpose.
Options Personnel Inc may disclose a Candidates personal information
to third parties retained by Options Personnel Inc for the purposes verifying
employment history, credit history ect.
Certain Options Personnel Inc employees may be given access to a Candidate's
personal information collected by Options Personnel Inc in so far as
their duties require access for the purposes outlined. Options Personnel
Inc employees are governed by a non-disclosure agreement prohibiting
disclosure or use of any confidential or personal information for any
purposes other than the stated purposes.
Personal information that has been used to make a decision about a Candidates'
will be retained in accordance with the Options Personnel Inc document
retention guidelines. Personal information that is no longer required
will be destroyed, erased or made anonymous. Options Personnel Inc retains
personal information of a Candidate only for as long as it is required
for Options Personnel Inc's business purposes or as required by federal
and provincial laws.
- Accuracy
Options Personnel Inc will take reasonable steps to ensure that the personal
information under its control is as accurate, complete and up-to-date
as is necessary for the purposes for which it is to be used. Options
Personnel Inc will not routinely update personal information, unless
such a process is necessary to fulfill the purposes for which the information
was collected. Options Personnel Inc will take reasonable steps to
ensure that personal information that is used on an ongoing basis,
including personal information that is disclosed to third parties,
is accurate and up-to-date.
Access to a Candidate's personal information on record with Options
Personnel Inc may be requested by that Candidate in order to review and
amend their personal information, as appropriate. In circumstances where
personal information has been provided by a third party, Options Personnel
Inc will refer the Candidate to that party, for example Equifax Canada.
It is the responsibility of the third party to maintain accuracy of the
personal information that is provided by them. To access your personal
information, you may contact Options Personnel Incs' privacy officer
in writing.
- Safeguards
Options Personnel Inc will take reasonable steps to protect personal
information through security safeguards appropriate to the sensitivity
of the personal information. Employees of Options Personnel Inc who
have access to personal information will be made aware of the importance
of maintaining the confidentiality of personal information. Security
safeguards protect against loss or theft, as well as unauthorized access,
disclosure, copying, use or modification.
- Openness
Options Personnel Inc will make readily available to Candidates specific
information about its policy and guidelines relating to the management
of personal information.
Options Personnel Inc will be open about its policy and procedure with
respect to the management of personal information, and Candidates will
be able to acquire information about these policies easily and in a form
that is generally understandable. This policy and any related information
is available at all times on Options Personnel Inc web site, www.optionspersonnel.com
under Privacy.
- Individual Access
Options Personnel Inc will inform a Candidate of the existence, use and
disclosure of their personal information (including to third parties)
and will provide access to that personal information, upon written
request. Options Personnel Inc will assist a Candidate in the preparation
of a request for access when such a Candidate requests assistance.
Options Personnel Inc will inform the Customer whether or not it holds
personal information about them, and will indicate the source of any
such personal information, when possible.
There may, however be situations in which Options Personnel Inc will
not be able to provide access to all the personal information that it
holds about a Candidate or Client, although these situations will be
limited and specific, and permitted or required by law. For example,
Options Personnel Inc will not be able to provide access to a the Candidates
personal information where giving such access would likely reveal personal
information about a third party, unless that third party's personal information
can be severed from the Candidates personal information. If Options Personnel
Inc refuses a request for access, the Candidate will be informed in writing
of the refusal, setting out the reasons for the refusal and informing
the Candidate of their recourse.
Options Personnel Inc will require that Candidates requesting access
to their personal information will provide the appropriate verification
information required to obtain access to such personal information. This
information will not be used for any purpose other than to permit Options
Personnel Inc to provide an account of the existence, use and disclosure
of the Customers' personal information. Options Personnel Inc will be
as specific as possible in providing an account of third parties to which
personal information has been disclosed, and will provide a list of organizations
to which personal information may have been disclosed when it is not
possible to provide a list of the organizations to which specific personal
information have actually been disclosed.
Options Personnel Inc will respond to a Candidates request to access
their personal information within a reasonable time, and not later than
30 days after receipt of the request. Options Personnel Inc may be entitled
to a 30 day extension to respond, in limited circumstances, in which
case the Candidate will be notified of such an extension, the new time
limit, the reasons for extending the time limit, and their right to make
a complaint to the Privacy Commissioner with respect to the extension.
Options Personnel Inc may charge a reasonable fee for responding to
a request. This fee will be determined based on the request and any request
specific administrative or system costs that may be incurred, and will
advise the Candidate, in advance, of the approximate cost. The personal
information requested would be provided in a form that is generally understandable.
A Candidate will be able to challenge the accuracy and completeness
of the personal information and have it amended as appropriate. Depending
upon the nature of the personal information challenged, amendment may
involve the correction, deletion or addition of information, and the
amended information will be transmitted to third parties having access
to the personal information, where appropriate. In some circumstances,
the Candidate will be referred to a third party to amend their information,
for example the Equifax Canada.
When a Candidates challenge to the accuracy and completeness of their
personal information is not resolved to their satisfaction, Options Personnel
Inc will record the unresolved challenge and will transmit the existence
of the unresolved challenge to third parties who have access to the personal
information, where appropriate.
- Challenging Compliance
A Candidate will be able to address a challenge concerning compliance
with the above principles to the Privacy Officer. Options Personnel
Inc will handle all complaints or inquiries about the policies and
procedures relating to the handling of personal information in line
with the processes that are in place.
Options Personnel Inc will inform Customers who make inquiries or lodge
complaints of the existence of the relevant complaint procedures. Options
Personnel Inc will investigate all complaints, and if a complaint is
justified, Options Personnel Inc will take appropriate measures, including
amending policies and procedures.
How to contact us
If you have any questions or comments about this Privacy Policy or you
feel that your concerns or complaints have not been resolved to your
satisfaction, please contact us
By calling our Options Personnel Inc Privacy Officer
at 416-926-8820
by fax to 905-926-1977
or email: privacy@optionspersonnel.com
in writing to the Privacy Officer, or
in person to:
Options Personnel Inc
80 Bloor Street West Suite 700
Toronto Ontario M5S 2V1
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