Allegis Group and its group companies which include those listed here (collectively, "Allegis Group", "we", “our” or “us”) are committed to safeguarding your privacy.  

This Policy applies to Personal Information we collect from residents of the various provinces of Canada who are job applicants, interns, agency workers, contractors, consultants, directors, and other individuals whose information we collect in connection with providing employment. For ease of reference, this Privacy Policy generally refers to employee data, but this does not indicate in any way that an individual is our employee.

Privacy accountability is of top priority at Allegis Group. By implementing a privacy management program that includes privacy training, up-to-date data handling policies and procedures, and vetting the privacy and data security practices of key third parties with access to Personal Information, you can be rest assured that any Personal Information that you entrust to Allegis Group is well managed and protected.

To see our other Privacy Notices, please click here.   

We are committed to ensuring this Privacy Policy is accessible to individuals with disabilities. If you wish to access this notice in an alternative format, please contact us as at CanadaDPO@allegisgroup.com. 

When This Policy Applies

This Privacy Policy is intended solely for, and is applicable only to, current and former Canadian employees. Where relevant, it also applies to job applicants, interns, agency workers, contractors, consultants, directors, and other individuals whose information we have collected in connection with providing employment. For ease of reference, this Privacy Policy generally refers to employee data, but this does not indicate in any way that an individual is our employee.

When This Policy Does Not Apply

This Privacy Policy only applies to individuals who are Canadian residents. 

If you are from Canada but you are not an Employee or Job Applicant (e.g., website visitors, customers, suppliers, and candidates), please see our Canada Privacy Notice.

Personal Information We Collect

We collect the following categories of Personal Information from you (what we specifically collect will depend on where you are in the job applicant to employment lifecycle):

• Identifying Information: such as your full name, gender, date of birth, marital status, employee ID number, signatures
• Contact Information: such as your Email address, telephone number, postal address, and contact information for you and for your referrals, references, or emergency contacts.
• National Identifiers: such as your SIN, Driver’s License Number, passport and visa information and immigration status and documentation
• Dependents’ Information: such as your dependents’ and their respective names, addresses, dates of birth and Social Insurance Numbers (SIN)
• Educational and Professional Background:  such as your work history, resume/CV, academic and professional qualifications and history, certifications, language proficiencies, awards, security clearance information, and other work-related skills
• Employment Details:  such as your job title, position, hire dates, base pay, bonus, commission, expense reimbursement, incentive pay and any other wage related information; performance and disciplinary records; timekeeping records including vacation and sick leave records; training records; and personality assessment information that you may take as part of the interview process or while you are an employee 
• Background Check Information: such as your background check, credit check, education verification, employment verification, and/or drug testing results (where you have provided consent for such screenings)
• Benefits Administration Information:  such as your benefits enrollment information, including Dependents’ Information you provide
• Career Planning Information:  such as your career interests, desired compensation and benefits, desired work location and willingness to relocate, family information you provide as it relates to your career goals or plans, hobbies and interests
• Financial Information:  such as your bank account routing and account information, tax information, payroll information and withholdings, and credit card information (for example if you choose to provide it for booking a hotel for work travel)
• Health and Safety Information:  such as your absence or leave records that contain health-related information (for example information about pregnancy, illness or other medical leaves of absence); information about your health as part of required occupational health screenings or related to a workplace injury; health information related to disability or other accommodation requests; health information related to COVID-19 symptoms, COVID-19 testing results, or COVID-19 vaccination status.  
• Geolocation Information:   such as time and physical location related to your logging into our network or applications or using your badge to enter one of our office locations.
• Biometric Information:  Your fingerprints (we will collect fingerprints only if we have provided you with a notice prior to collecting it that explains the reason for collection, which is usually for purposes of timekeeping or a security system). If a customer where you will be placed collects fingerprints, we will provide you with that information where we know it, but it is the customer’s responsibility to notify you since they are collecting the fingerprint.
• Additional Demographic Information:  Your race and national or ethnic origin, gender, and veteran status (for example in order to complete legally required pay equity or other DEI company initiatives); 
• Accommodation Request Related Information: such as disability status, information about religion (including religious dress and grooming practices and sincerely held religious belief, practice or observance); pregnancy and childbirth information (for example when you request parental leave, EI benefits or short-term disability); status as a victim of domestic violence, assault or stalking (if you request time off or an accommodation as allowed under law); 
• Union Membership Information: if as part of working for one of our clients you are part of a union;
• Audio, Visual or Similar Information:  Photographs (for example for your security badge, your photo for our intranet or photos of you at company events), video interviews, IS help desk phone call recordings, WebEx/Teams video and audio recordings and video captured by our security systems.
• Device Information:  Your IP address, browser type and version, browser plug-in types and versions, operating system and platforms of the Allegis Group Electronic Resources (e.g., computers and other devices) you operate.
• Other Information You Provide: including any other Personal Information you may elect to provide to us. 

Sources of Personal Information

• Information you submit to us: Where we request information from you, we will inform you prior to collection whether the provision of the Personal Information may be provided on a voluntary basis, and the consequences of not providing the information, which may include being unable to properly provide you with Services.
• Information we obtain from other parties: We may receive or acquire information about you from other parties such as: 

1. Websites and services like job boards and professional network sites (for example LinkedIn) and social media platforms and websites where you post information;
2. Clients (for example a client may provide current or prospective candidates for us to consider for a job they have asked us to fill):
   • Business intelligence sources, including data aggregators and list providers;
   • Your referrals and references (for example a referral who refers you to us for a potential job opportunity or a reference you provide to us);
   • Trade journals and news sources (for example industry publications); and
   • Allegis Group affiliates, which are companies that have ownership in Allegis Group, that are owned by Allegis Group, or are under common control with Allegis Group. 

Any Personal Information you provide to a third party will be subject to that third party’s privacy notice and our use of the Personal Information we obtain from such third parties will be subject to this Privacy Notice. 

We do not collect all categories of Personal Information from each source.

Purposes for Collection

We currently collect and have collected the above categories of Personal Information for all purposes of providing employment, including to:

• Comply with applicable local, provincial and federal laws and regulations;
• Evaluate job applicants and candidates for employment;
• Evaluate suitability for temporary assignments with our clients, to facilitate such assignments and address any issues that may arise from them;
• Process payroll and/or travel and expenses;
• Obtain and verify background, credit and education checks and/or drug testing as well as employment references;
• Verify your ability to work in Canada;
• Track time and attendance at work;
• Communicate with you regarding employment-related matters;
• Communicate with your family or other contacts in case of emergency or other necessary circumstance;
• Arrange business travel;
• Establish and manage training, professional development and employee recognition programs;
• Evaluate, make and communicate decisions regarding your employment, including decisions to hire, terminate, promote, demote, transfer, suspend or discipline;
• Administer, manage and maintain benefits, including group health insurance, retirement accounts, short-term disability, and other Company benefits and perks;
• Manage your job-related performance and/or employee conduct, including by engaging in lawful monitoring of your activities and communications;
• Investigate and handle workplace investigations (such as investigations of workplace accidents or injuries, harassment or other misconduct), disciplinary actions or termination;
• Administer and maintain our operations for safety purposes, including preventing the spread of illness and administer programs during a pandemic (e.g., COVID-19);
• Implement, monitor and manage electronic security measures (including detection of security incidents);
• Grant and monitor your access to secure company facilities;
• Verify and respond to consumer requests under applicable consumer privacy laws;
• Promote and foster diversity, equity and inclusion in the workplace;
• Perform workforce analytics, data analytics and benchmarking;
• Perform company audits;
• Engage in corporate transactions requiring review of employee records and information, such as for evaluating potential mergers and acquisitions;
• Maintain commercial insurance policies and coverages, including for workers’ compensation and other liability insurance, including managing workers’ compensation claims;
• Evaluate, assess and manage the Company’s business relationship with vendors, service providers and contractors that provide services to the Company;
• Improve user experience on Company computers, networks, devices, software applications or systems, and to debug, identify and repair errors that impair existing intended functionality of our systems; and 
• Exercise or defend our legal rights.

The following identifies the categories of Personal Information that we disclose for business purposes and, for each category, categories of recipients to whom we disclosed Personal Information.   For all of the Personal Information categories below except for Biometric Information, we may disclose, as appropriate under the circumstances, to government or law enforcement entities and lawyers.  

• Identifying Information and Contact Information: Clients and potential clients; vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as applicant tracking, back-office solutions, security vendors, data analytics providers, insurance vendors, company banks, benefits providers); Allegis Group affiliates; auditors, consultants and other professional advisors
• National Identifiers: Clients and potential clients; vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as applicant tracking and back-office solutions, security vendors, data analytics providers, insurance vendors, company banks, benefits providers); Allegis Group affiliates; auditors, consultants and other professional advisors
• Dependents’ Information and Benefits Administration Information:  Vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as human capital solutions and back-office solutions, security vendors, insurance vendors, company banks, benefits providers); Allegis Group affiliates; auditors, consultants and other professional advisors
• Education and Professional Background:  Clients and potential clients; vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as applicant tracking and back-office solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisors
• Employment Details and Career Planning Information: Clients and potential clients; vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as applicant tracking, human capital solutions and back-office solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisors 
• Background Check Information:  Clients and potential clients (where you have authorized releasee); vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as applicant tracking, human capital solutions and back-office solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisors
• Financial Information:  Vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as human capital solutions and back-office solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisors
• Health and Safety Information:  Vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as human capital solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisors
• Geolocation Information:  Vendors, contractor and other service providers (e.g., badge entry information systems, security vendors); auditors, consultants and other professional advisors
• Biometric:  Not disclosed
• Additional Demographic Information, Accommodation Request Related Information and Union Membership Information:  Vendors, contractors and other service providers who assist us in providing our Services (e.g., IT operating system and platform vendors, SaaS vendors such as human capital solutions, security vendors); Allegis Group affiliates; auditors, consultants and other professional advisorsAudio, Visual or Similar Information:  Vendors, contractors and other service providers (e.g., Company intranet system (for photos), video conferencing providers, security providers); auditors, consultants and other professional advisors
• Device Information:  Vendors, contractors and other service providers (e.g, IT operating and system and platform vendors; networking monitoring systems; security providers); auditors, consultants and other professional advisors

We disclosed Personal Information to the above categories of recipients for all of the business or commercial purposes identified in the above “Purposes for Collection” section.

We do not knowingly collect, use, or share the Personal Information of individuals under 16 years of age.

Allegis Group follows up-to-date and comprehensive retention schedules for different record classifications. We retain your Personal Information for as long as necessary to fulfill the purposes for which we collect it, such as to provide you with services you have requested, and for the purpose of satisfying any legal, accounting, contractual, or reporting requirements that apply to us, or to fulfill an access to information request.

Allegis Group obtains meaningful consent for the collection, use and disclosure of Personal Information, unless consent is not required under applicable provincial or federal laws. We do so by sharing our practices with you as outlined in this Policy, as well as through our on-line forms and written procedures. Your consent may be express (that is, where we specifically ask for your consent, whether verbally or in writing) or implied for non-sensitive information as permissible by law, when we can reasonably conclude that you’ve given consent by some action, or when it is obvious that you would consent if directly asked.

Note that there may be instances where the law permits the collection, use or disclosure of your Personal Information without your consent, for example in the context of fraud investigations, and where necessary to protect our legal interests or the safety of others. For example, we may be required to collect, use, disclosure or store Personal Information without your consent to comply with other laws, an order of a court or other legal administrative tribunal, or to respond to an authorized inquiry of a government agency. 

Ensuring your consent is informed is of critical importance to Allegis Group. If you need any assistance in understanding the scope of the consent being requested of you, contact CanadaDPO@allegisgroup.com 

As a global company, we may transfer Personal Information within Allegis Group and to third parties located in the United States and in other countries that may be outside of Canada for storage and processing in order to provide the Services.  If we transfer data to a province or country that does not have data protection laws as comprehensive as your resident province, we will include contractual obligations that meet the standards of your resident province. In addition, we will have taken appropriate safeguards to protect your Personal Information in accordance with this Notice and applicable law wherever it is processed. These safeguards include taking reasonable steps to vet the data handling practices of third parties, conducting privacy impact assessments and implementing data protection language in our contracts with any business partners with whom we are sharing your Personal Information. Note that in working with third parties, Personal Information may be transferred to a foreign jurisdiction to be processed or stored. Such information may be provided to law enforcement or national security authorities of that jurisdiction upon request, in order to comply with foreign laws.

We respect your privacy rights related to the Personal Information we collect, use and disclose about you and we will comply with applicable data protection laws and regulations in the handling of your Personal Information. Note that the availability of certain rights depends upon your province of residence and when such rights come into effect. Examples of these specific rights and the ways in which you can exercise them are set out below. 

Right to be Informed/Right to Access: The right to know what Personal Information we have collected about you, including the:

• categories of Personal Information;
• the specific pieces of Personal Information we collected about you;
• categories of sources from which we obtained Personal Information about you;
• categories of people within Allegis Group who have access to Personal Information;
• the purpose for collecting, using or sharing your Personal Information; and
• the names of the third parties to whom we disclose Personal Information and where they are located.

Right to Restrict Dissemination; The right to request that we stop sharing your Personal Information where the dissemination (i) contravenes the law or a court order, or (ii) otherwise causes serious injury to you or your privacy.

Right to Rectification: The right to correct inaccurate Personal Information that we maintain about you or complete your records with additional information that may be missing.

Right to Request Deletion: The right to delete Personal Information we collected about you, subject to certain exceptions (for example, we may refuse your deletion request if we are permitted by law to keep the information).

Right to Withdraw Consent: The right to withdraw consent subject to legal or contractual restrictions. Upon receipt of written notice of withdrawal of consent, we will inform you of the likely consequences of withdrawing your consent before we process your request, or the inability of Allegis Group to provide you with certain information or services if you withdraw consent.

Right to Data Portability: The right to receive computerized personal information collected from you in a structured, commonly used and technological format and with your written direction, to have this information transferred directly to any person authorized by law to collect such information.

You may submit a request to exercise the rights listed above through our interactive webform available here or at  https://privacyportal.onetrust.com/webform/b30a9c1e-bba2-4172-8e2c-4fe30d877ce1/ba239aae-8811-4f33-bf42-38aa44946744  or by calling us at 1-800-889-0159.   If you experience any issues with the web form or phone number, please contact datasubjectrequests@allegisgroup.com.  

For all requests, after submitting the request, we will require additional information to reasonably verify your identity.

If you would like to update your personal information, such as to notify us of a change of name or address, or if you have questions about your employment, please contact your local Human Resources contact.

When we hire you, we provide you with other policies and procedures that govern your use of our offices, networks, computers, and other devices. We have the right to monitor your use of our offices and electronic resources in accordance with those policies and procedures. 

For more information, please read our Acceptable Use of Electronic Resources, Bring Your Own Device Policy, Personal Data Protection Policy, Social Media Policy, Workplace Monitoring Policy and our Employee Handbook.  You can find copies of these policies on our intranet or by contacting your local Human Resources contact.

To contact us for questions or concerns about our privacy policies or practices please email CanadaDPO@allegisgroup.com.

If we change this Privacy Policy, we will post the revised Privacy Policy on our Sites, with an updated revision date and distribute the new version to all employees upon hire.  The Effective Date of this Privacy Policy is September 22, 2023.