W5 Staffing Inc.
Privacy Policy

Protecting your privacy and the confidentiality of your information -whether on the Web, on the telephone, in person or e-mail, or through our offices- has always been fundamental to the way we do business at W5 Staffing Inc. We operate on the basis of a Privacy Policy and related procedures that guide the handling of the personal information we collect.

ACCOUNTABILITY

W5 Staffing Inc. (herein "W5") is accountable for all personal information under its control. W5 privacy officer is the president who is designated as responsible for W5's privacy policy. The president can be reached by:

E-mail at info@w5.net
Telephone at 905 940 0255
Fax at 905 940 0258
PURPOSE OF PERSONAL INFORMATION

We may ask you or you may choose to provide information about yourself or your business to be viewed by various organizations who contract W5 for the purpose of filling a job within the organization. For this purpose and as part of this process, we will take a number of steps, including but not limited to:

  • Obtaining your resume and references (and updates thereof);
  • Interviewing you;
  • Contacting references you have provided;
  • Verifying information and performing other searches and checks done by W5;
  • Evaluating all information about you or your business to analyze the suitability to potential positions and placements and to analyze the suitability of potential positions and placements to you; and
  • Disclosing any information about you or your business as provided by you, by your references and by other sources to any present or future client of W5 who, based on your qualifications, work requirements, desires and other factors and determined solely in the discretion of W5, has or may have a position to which you are or may be suited.
CONSENT

W5 seeks consent for all personal information we collect, use and disclose through information provided to individuals prior to collection, or at the time of collection. If you have voluntarily provided information, you have consented to the collection, use and disclosure of your personally identifiable information as described in W5 privacy policy. W5 will not use personal information for any purpose other than for which you consented. You may withdraw your consent to the collection, use, retention and disclosure of your personal information as described above, by giving W5 reasonable written notice.

POLICY DETAILS

What personal information do we collect?
In order to serve you, and determine your suitability, we require the following information from you:

  • Your contact information (Full name, current address, phone number where you may be contacted, fax number if available, email address;
  • Your resume;
  • Reference contact details (business name & address, phone number, contact name and position held, a brief description of your responsibilities while at that business; and
  • Starting and end dates.

We assume that, before providing us with any contact details for your references, you have obtained their permission to do so. To ensure that we do not offend your references privacy rights, we ask that you only provide the information about them that we list above as "Reference contacts details" and we understand that you have secured their consent before providing their information to us. Should your reference require your written consent before disclosing your personal information to us, we will contact you and ask you to sign an "Authorization form".

In using our services, we may also ask you to provide us with the following additional information:

  • Copy of the "Certificate of Incorporation" whose name will appear on the contract of employment;
  • Education records and copies of all professional accreditation certificates;
  • Results of specialized testing or professional designation testing;

Notes we take when we interview you will also form part of the information we have in our files about you.

We, either directly or using external service providers, may collect, use and disclose some or all of the following information for our file about you from sources other than yourself:

  • Verification of education and professional qualifications;
  • Verification of employment history;
  • Criminal record check, if required by the position;
  • Drug and alcohol testing, if required by the position;
  • Skills testing; and
  • Information obtained through references and background checks.

In some cases W5 will initiate the collection of this information; in others, the information will be obtained at the request of our client. Regardless, we will not collect, use or disclose any such information unless we feel that it is reasonable in all circumstances to do so and that we have your implicit consent, or unless we are required to do so by law.

At your sole discretion, you may withhold your consent; however, doing so might limit the positions or placements for which you might be considered

Have you consented to our collection, use and disclosure of your personal information?
Having agreed to use our services and providing us with your personal information, your consent to the collection, use and disclosure of your personal information as specified in this Policy is implied.

We also imply your consent to use and disclose your personal information for purposes that are reasonable and are obvious and/or necessary in using our services.

Although we imply your consent in any event, we 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 extent possible of the law without limitation, and agree to fully indemnify your references and W5 it's officers directors associates and employees 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.

What can you do if you wish to withdraw your consent?
A revocation of consent must always be in writing.

You may withdraw any express consent you previously gave as indicated on your executed Candidate Consent Form at any time upon giving proper written notice to W5 as indicated on page 1. We may then require you to complete and execute a new Candidate Consent Form.

If you wish to withhold or subsequently withdraw your consent in regards to any of the matters to which we imply your consent under the terms of this Privacy Policy, it is incumbent upon you to inform us of that in writing in sufficient detail and with sufficient clarity for us to identify precisely the point to which you do not consent. We will then evaluate and advise you whether we are able to provide or to continue to provide our services to you as a candidate.

You need to be aware that withholding or withdrawing your consent might impact negatively on W5's ability to serve you and to secure employment or a placement for you.

What about personal information we collected prior to the coming into force of applicable privacy legislation?
If we collected your personal information and inputted it into our internal candidate database before applicable legislation protecting your privacy and personal information came into force, that information will remain there in its most recent form until it is purged or destroyed in accordance with this Privacy Policy. If, in the interim, we feel that you are a potential match for a placement or prospective placement with a W5 client or clients, we will use your information only to identify such a possible match and to contact you to determine whether or not you are interested in having us pursue your possible placement. At that time, we will seek your consent to collect new and updated personal information to use and disclose all of your personal information we have, in accordance with this Privacy Policy.

How long do we retain your information, and then what do we do with it?
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. Unless you indicate otherwise when executing your Candidate Consent Form, we imply your consent for W5 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 W5 and with our clients.

We retain your personal information for 5 years from the date that you submit to us your information including your résumé in the course of using our placement services, or for 5 years from the last date that you consent to the collection, use or disclosure of your information by us, or for 5 years from the date that we place you with one of our clients on a permanent basis, or 5 years from the date you were last employed by us on assignment, whichever is latest. Upon the expiry of this 5 year period, all of your personal information is fully purged from our systems and electronically archived and stored off site plus any hard-copies are shredded and safely discarded. If you wish for us to cease to collect, use and disclose your information and to purge and discard all of it in less than 5 years, it is incumbent 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 is practicable, subject to any legal and tax requirements.

What are our practices related to privacy and security on our web sites?
We do not share information collected on our Sites with any other organizations for commercial purposes.

How do we keep your personal information secure?
We have staff policies and operational procedures in place to ensure that your personal information, in both paper and electronic format, is kept safe and secure. We always use industry-standard encryption technologies when receiving and transferring electronic information. Also, staff training on the importance of privacy and security is undertaken regularly, which enhances the protection of all personal information held by W5.

As well, we require that each external organization with which we deal has in place policies and procedures to protect and safeguard any personal information that it may obtain from us in accordance with this Privacy Policy. You need to be aware that W5 does not conduct a thorough, comprehensive or exhaustive review of the privacy policies of outside organizations and does not oversee their implementation or ensure that they are followed in every case. W5 does, however, make every reasonable effort in the circumstances to ensure that acceptable standards are maintained by these other organizations, and we are pleased to make best efforts to address any questions or concerns that you might have in this regard.

How can you access your personal information and verify its accuracy?
W5 relies on information provided by you and by third parties such as anyone providing references, confirming educational background or conducting checks. You may at any time submit a written request for access to your personal information in our possession and under our control. Upon payment of an administration fee (at the discretion of W5), we will provide you with a copy of the personal information we have about you on our file to the extent provided by law.

W5 strives to maintain accurate records or your personal information, but cannot do so without your help. As part of this on-going effort, we ask that you provide us with your most current information and update us as that information changes. Write to the address showing on page 1 and advise us if any personal information you have provided to us in the past is incomplete, inaccurate, or no longer relevant, and we will be pleased to make the appropriate modifications.

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