ZAPMIND, Inc., including its Staffing, Recruiting, Consulting, and Operations divisions, as defined in the Ontario Business Incorporated Act (collectively, “We”, “we”, “ZAPMIND”, or “Zapmind”), is committed to protecting personally identifiable (PI) information of all clients, employers, candidates, employees, applicants, contractors, and staff that use its services. To express this commitment, employees of ZAPMIND that are privy to personal information are informed of their legal requirement, under the federal privacy act, to protect any personally identifiable information and to sign a confidentiality agreement. We have also designated a Privacy Officer, who is responsible for ensuring compliance with this policy.
Collection, use, and disclosure of personal information
We are a Staffing, Recruiting, and Consulting organization; we collect personal information that is necessary to provide recruitment services to our clients and not for any other reason. In registering with ZAPMIND, personal information that may be collected, and that falls under this policy, includes but is not limited to:
- Resumes submitted by applicants, contractors, and employees
- Contact information
- Education records
- Employment history
- Professional training, certifications, and designations
- References from third parties named by candidate or applicants, as well as reference letters
- Skill testing results
- Interview notes
- Background check results
- Social Insurance Number (“S.I.N.”)
- Social Security Number (“S.S.N.”)
- Date of birth
- Banking information
- Any other information listed in an employment form
All individuals, when registering with ZAPMIND, are required to sign a consent form. This permits the collection of personal information, as outlined above, that is necessary in order for ZAPMIND to render its services. Information may be collected in person, over the phone, by fax, or by corresponding via email with one of our employees, consultants, contractors, or staff.
When we consider an individual to be a suitable candidate for a vacant position with one of our clients, the individual’s consent will be sought before sending their personal information to the client. We may disclose information to third-party companies and/or individuals we utilize to perform business functions and services on our behalf. These functions and services may include, but are not limited to:
- Marketing services
- Web Service Hosting
- Data Analysis
Unless required by law or for reasons of security, ZAPMIND will NOT disclose personal information for any new purpose without first seeking the consent of the individual. An individual may withdraw their consent at any time through written notification to ZAPMIND in advance. We will notify the individual of the implications of withdrawing consent.
Retention and Safety
Personal information shall be retained ONLY as long as necessary for the fulfillment of those purposes for which it was collected. We will destroy personal information in a secure manner when the information is no longer required. In order to protect personal information we have physical, organizational, and technological measures in place. Physically, we keep all hard copies of personal information stored in locked filing cabinets and ensure that sensitive information is not visible to the public. Organizationally, we ensure that ONLY those employees who need to access personally identifiable (PI) information in order to perform a specific job are permitted access. Technologically, we have password-protected Computers and Servers on which personally identifiable (PI) information is stored, is kept in a secure environment.
We will make every effort to ensure that personal information is as accurate and complete as possible. Individuals are expected to update ZAPMIND on any changes to their personal information.
Openness and Revisions to Policy
The Privacy Officer
92 Malvern Street Toronto, ON - M1B 2V4