E-mail at firstname.lastname@example.org
Telephone at 905 940 0255
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.
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.
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?
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 7 years from the date that you submit to us your information including your résumé in the course of using our placement services, or for 7 years from the last date that you consent to the collection, use or disclosure of your information by us, or for 7 years from the date that we place you with one of our clients on a permanent basis, or 7 years from the date you were last employed by us on assignment, whichever is latest. Upon the expiry of this 7 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 7 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.
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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