What is Personal Information?
“Personal Information” is a broad term that includes any information about or that can be used to identify an individual. The types of personal information we may collect about an individual will depend upon the nature of the services we are requested to provide or the purpose for collecting the information. Personal Information may not include business contact information, including your name, title or position, business or business email address, telephone or facsimile number in your capacity as an employee of an organization. Personal Information also excludes certain publicly available information, such as information listed in a public telephone directory.
If you choose to use our services and/or submit your Personal Information to ProFound, then you are providing your consent for ProFound to retain your Personal Information and use it in the conduct of our business activities. For example, if you submit your resume through our website to apply for a search we are conducting for a client, you are providing your consent for us to use your Personal Information in the context of our search businesses. You may withdraw your consent to the use and disclosure of your Personal Information at any time, unless it is necessary for us to use your Personal Information to fulfill our legal obligations. Please contact us if you would like to withdraw your consent.
Collection and Use of Your Personal Information
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances, and we limit the amount and type of personal information we collect, use or disclose to that necessary for the purposes identified. Generally speaking, ProFound collects, uses and discloses personal information of clients and other individuals for the primary purpose of providing our services and advice on matters in which we have been retained.
We will also collect your Personal Information when you are applying for membership, coaching services or for a search that we are conducting for a client. This information may be acquired from resumes, cover letters, telephone conversations, interviews, security or criminal checks, and/or academic verifications.
We may collect your Personal Information if you are applying for employment within our company. If hired, more Personal Information will be required for payroll, compensation and benefits, office security and emergency services. In all cases noted above, after collecting your Personal Information, it may be used by ProFound to communicate with you from time to time for reasons such as ensuring the information that we have about you is correct, to communicate with you about opportunities for employment, to provide you with information about ProFound and its services, and/or to communicate with you about other appropriate business matters.
By using a browser feature called a “cookie” and other methods, ProFound and our third party service providers may gather non-personal information when you visit our websites such as data about the frequency of your visits to our websites, the duration of your visits, the number of pages you view and the type of Internet browser and operating system you use. A cookie is a small text file containing a unique identification number that identifies the visitor’s browser, but not necessarily the visitor, to our computers each time our websites are visited. Website visitor information is collected on an anonymous basis, which means that no Personal Information is associated with such data, unless a visitor specifically provides us with such information.
Disclosing Personal Information
ProFound does not sell or distribute Personal Information in any circumstance. ProFound may disclose your Personal Information in the normal course of providing our business services in the following ways: If we disclose any Personal Information about you, it will only be used for project purposes, and with your prior consent. ProFound may disclose your resume or any Personal Information about you to our clients, for the purpose of providing you with a recruiting opportunity, only with your prior consent. This information will only be used to evaluate your suitability for the role, or potentially other opportunities as well.
When you accept employment with ProFound, your Personal Information will be disclosed to: third-party insurers, government authorities, our provider for employee benefits, our payroll administrator, our banks, consultants who advise our company regarding employee benefits and other compensation information or issues, staff responsible for hiring and/or performance management, and to legal counsel if ever required. Certain Personal Information will be provided to our office building managers for office security and parking security purposes. Personal Information may also be used for emergency contact information.
In addition, in certain circumstances, ProFound may disclose your Personal Information to comply with applicable laws, respond to inquiries or requests from government authorities, or if compelled by legal process.
Protecting Your Personal Information
In the normal course of providing our services, we utilize both our own technology and third-party IT providers. Where we utilize our own technology, your Personal Information is stored in secure databases on locked servers. We use technological safeguards such as data encryption for security of information, firewall protection and virus protection software, and strong password protection to ensure security, and prevent unauthorized computer access. Where ProFound utilizes third-party IT providers, your Personal Information may be transferred and/or stored on technology not owned by ProFound, and that may be located in Canada, United States or other country. ProFound reviews all third-party IT providers for their security practices, privacy policies and general business reputation. Contractual and other means are used to ensure that the level of protection provided is comparable to the high level of security that ProFound provides when we utilize our own technology. You should be aware that where your Personal Information is transferred and/or stored on technology outside of Canada, your information may be accessible to law enforcement and national security authorities of those jurisdictions in certain circumstances.
All ProFound employees sign a confidentiality agreement and are educated with respect to handling your Personal Information in a confidential manner.
We protect Personal Information in a manner appropriate to the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of Personal Information, as well as any unauthorized access to Personal Information.
Retention of Personal Information
ProFound retains your Personal Information as described below:
We will retain your Personal Information in our confidential database in order to contact you again to discuss future opportunities, unless you specifically request otherwise.
Employment with ProFound: We will retain your Personal Information throughout your employment and for at least seven years after your employment with ProFound ends, as required by Canada Customs and Revenue Agency.
Removal/Disposal of Personal Information
We use appropriate security measures, such as professional waste management for the destruction of any hard copy information, to dispose of any Personal Information. If the information is electronic, then the information is permanently deleted from our server and systems.
Access and Accuracy of Your Personal Information
You may make a request to access your Personal Information by writing to us and providing sufficient information in your request to allow us to identify the information you are seeking. We will respond to your request within 30 calendar days and a reasonable fee to provide information may apply. If we need more time, we will provide an explanation and timeframe. If we refuse your request in whole or in part, we will provide you the reasons for the refusal. For example, we may not be able to provide information about you from our records if it contains references to other persons or cannot be disclosed for legal reasons.
Please inform us if we need to make any changes to your Personal Information so that it is as accurate as possible. When necessary the corrections will be made as soon as reasonably possible and we will notify anyone we may have misinformed.
Questions and Complaints
If you have a question or concern about your Personal Information, or want to request access to your Personal Information, please contact Terri Davis, President & CEO at 587-200-0114 ext. 101.