Quick Givers || Applicants & Employees

Privacy Notice for Job Applicants & Employees of Quick Givers

Quick Givers (“we”, “our”, or “us”) is committed to protecting the personal data (“personal information”) of job applicants and its employees. This Notice sets out important information about how Quick Givers collects and uses your personal information during the pre-employment process, the course of your employment, and after your employment has ended. You should read this Notice carefully and raise any questions with the Human Resources Department or Privacy Officer.

1. What Personal Information Do We Collect About You?

Personal information means any data that identifies you and relates to you as an individual. As a job applicant, employee, or ex-employee, Quick Givers will collect, use, and store your personal information for various reasons in connection with the employment relationship. We process the following categories of personal information about you:

Personal contact information (including your name, home address, personal telephone number(s), and personal email address).
Business contact information (including email address and telephone number).
Job title and corporate grade.
Date of birth.
Gender.
Marital status.
Passport or portrait photographs.
Government-issued identification (e.g., Social Insurance Number (SIN), driver’s license, or passport).
Tax and pension information.
Emergency contact information/next of kin details.
Bank account details.
Sensitive personal information from pre-employment medicals (e.g., health conditions, if applicable).
Documents gathered during the recruitment process (e.g., CV, application form, interview notes, background checks, references, professional memberships, and qualifications).
General employment records, including details of training, disciplinary and grievance matters, benefits, holiday and other absences, loans, performance records (including appraisals), and salary history.
Information gathered through Quick Givers’ monitoring of its IT systems, building access records, and CCTV recordings.
Personal information you voluntarily provide, for example, when using your company email.

The personal information we collect is mandatory to administer an employment relationship and/or comply with statutory requirements under Canadian laws, such as the Canada Labour Code and Personal Information Protection and Electronic Documents Act (PIPEDA). Failure to provide personal information may affect our ability to accomplish the purposes stated in this Notice and potentially impact our recruitment process, your employment, or post-employment obligations. The list above is not exhaustive, and we may update this Notice to reflect changes in the categories of personal information processed.

2. How Do We Get Your Personal Information?

We collect personal information in various ways and from the following sources:

Directly from you (e.g., through applications or forms you submit).
From notes made during your recruitment interview.
From a recruitment agency.
From third parties, such as former employers, pension administrators, or health providers from medical tests, with your consent or as permitted by law.
CCTV images from our premises or landlords’ systems.
From background checks and investigations, including criminal record checks where permitted under Canadian law.

3. Why Does Quick Givers Process Your Personal Information?

Quick Givers processes your personal information for the following purposes:

To perform obligations under your employment contract or take steps to enter into a contract with you.
To comply with legal obligations under Canadian federal and provincial laws, including tax, employment, and anti-money laundering regulations.
To pursue legitimate business interests or those of a third party.
To protect your vital interests or those of another person.
For public interest, official purposes, or in furtherance of national security or investigations, as required by Canadian law.
When we have obtained your explicit consent.

4. How Do We Use Your Personal Information?

Quick Givers will use your personal information when permitted by law or in the following circumstances:

Administering job applications and offering you a role with us.
Conducting due diligence checks during the application process or employment, including verifying education and employment history.
Performing the employment contract, including payroll and benefits administration (e.g., pensions).
Monitoring attendance, performance, and conducting performance appraisals.
Publishing work or products you create while employed by Quick Givers.
For disciplinary purposes, including investigations where required.
For administrative purposes, such as updating terms and conditions or pension arrangements.
Maintaining internal records, including feedback or complaints.
Providing information about Quick Givers and employment opportunities (e.g., before a formal application).
For security purposes, including operating CCTV and producing photo ID cards.
Enabling authorities to monitor Quick Givers’ performance or assist with incidents.
Supporting loan provision to customers (e.g., recording audio/images, where applicable).
Complying with regulations from the Office of the Superintendent of Financial Institutions (OSFI) or other Canadian regulatory bodies.
For management planning, forecasting, research, statistical analysis, and benchmarking.
Organizing events and corporate social responsibility (CSR) activities.
Arranging travel on your behalf.
Contacting you or your next of kin for business continuity or absence confirmation.
Publishing your image or likeness in connection with your employment.
Promoting Quick Givers’ services, events, and resources.
Monitoring IT and communications systems in accordance with our IT policy.
Managing performance and considering eligibility for promotion or alternative roles.
Protecting Quick Givers’ confidential and proprietary information and intellectual property.
For business transfers or changes in ownership.
For tax purposes, including transferring information to the Canada Revenue Agency (CRA).
For the prevention and detection of crime, assisting with investigations by police or other Canadian authorities.
To monitor physical or mental health for workplace accommodations or sickness absences, as required by the Canada Labour Code or provincial employment standards.
To protect vital interests, such as ensuring medical attention in emergencies.
For establishing, exercising, or defending legal claims.
With your explicit consent for specific purposes.

This list is not exhaustive, and we may process personal information for additional purposes aligned with those above. We will update this Notice to reflect notable changes in how we use your personal data.

5. Who Has Access to Your Personal Information?

Personal information is stored in various systems, including your personnel file in the Human Resources Management System (HRMS) and other IT systems. Access is permission-controlled and limited to:

Human Resources, Finance, and Administration staff.
The Executive Board and managers in your business area.
IT staff, where necessary for their roles.

We may share your data with third parties for:

Pre-employment references from other employers.
Employment background or criminal record checks, where permitted by Canadian law.
Payroll, benefits, occupational health services, outsourced IT services, or training providers.
Winning business, by sharing limited information (e.g., name, job title, qualifications) with third parties.

6. Security of Your Personal Information

We implement technical and organizational security measures to protect your personal information, including:

Limiting access to employees and authorized service providers who need it for the purposes described.
Data encryption, secure access controls, and regular security audits.
Employee training on data protection practices.

While we strive to protect our systems and information, the inherent risks of the Internet and other factors mean we cannot guarantee absolute security from unauthorized access, such as hacking.

7. Retention of Your Personal Information

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected, including satisfying regulatory, accounting, or reporting requirements under Canadian law (e.g., CRA or OSFI regulations). Retention periods are determined based on:

The amount, nature, and sensitivity of the personal information.
The potential risk of harm from unauthorized use or disclosure.
The purposes for which we process the data and whether those purposes can be achieved through other means.
Applicable legal requirements.

Data no longer needed is securely deleted or anonymized per our retention policy.

8. Your Personal Information Rights

Under Canadian privacy laws (e.g., PIPEDA), you may have the following rights:

Right of Withdrawal of Consent: Withdraw consent for processing where we rely on consent and no other legal basis applies.
Right of Access: Request a copy of your personal information.
Right of Correction: Update inaccurate or outdated information.
Right to Object: Object to how we process your personal information, though this may impact our ability to provide employment-related services.
Right to Restriction of Processing: Request suspension of processing in certain cases, such as when accuracy is contested.
Right to Portability: Request your data in a machine-readable format, provided you ensure the security of the receiving medium. Quick Givers is not liable for disclosures not caused by our negligence or willful misconduct.
Right to Erasure: Request deletion of data when no longer needed, subject to legal retention requirements.

9. Complaints

If you have concerns about how we process your personal information, contact our Human Resources Department or Privacy Officer. You may also file a complaint with the Office of the Privacy Commissioner of Canada (OPC).

10. Remedies and Contacting Us

In the event of a data breach, Quick Givers will notify the OPC and affected individuals within the timelines required by PIPEDA (typically within 30 days). Contact us at:

[Insert Contact Details: Email, Address]

We will respond to inquiries within 30 days.

11. Changes to This Privacy Notice

This Privacy Notice may be updated periodically. Check our website or contact Human Resources for the latest version.