candidate privacy policy.

Randstad Interim Inc. (referred to in this notice as: “we” or “us” or “Randstad Canada”) values transparency. Your privacy and the security of your personal data is important to Randstad Canada and the rest of the Randstad Group companies. We are responsible for ensuring that all personal information entrusted to us is processed in accordance with applicable data protection legislation. 

With this data protection notice, along with our cookie and interest-based advertising policy we are striving to provide you with a good understanding of why we collect and use your personal information, how your information is shared, retained and protected, and how you can exercise your personal choices. We will also explain how you can find out what personal information we hold about you. 

This data protection notice applies to the processing of personal information we collect when you visit our website, use our mobile app, when we provide you our Services (as defined below) and the processing of personal information of persons who work for companies with which we conduct (or intend to conduct) business.

 

Randstad Canada will process your personal information in accordance with this data protection notice (such personal information sometimes also referred to as “data”). For greater clarity, processing means any operation or set of operations which is performed on your personal information, such as collection, storage, adaptation, disclosure, restriction, and/or destruction, among others (collectively referred to as “Processing” or “Process”). 

Except as otherwise set out below, Randstad Canada is the Controller of personal information (“Controller” within the meaning of applicable data protection legislation). For greater clarity, Controller means the entity who decides why and how personal information is Processed. As the Controller, Randstad Canada will alone or jointly with others, determine the purposes and means of processing your personal data. 

For the efficient operation and management of our business, Randstad Group Companies may in certain instances jointly define the purposes and means of Processing personal information (in which case the Randstad Group Companies may be defined as “joint controllers”). Examples of joint Processing activities include, but are not limited to, those related to managing our Misconduct Reporting Procedure, as well as our Economic Sanctions checks, which we do jointly with Randstad Group Companies. Please contact us (see the section “Contact us” below) if you want to know more about these jointly-controlled processing activities or would like to receive a summary of the joint controllers’ roles and responsibilities and/or exercise your data protection rights regarding any jointly-controlled processing of your personal data.

website visitor

When you visit our website, Randstad app, or any Randstad digital platform, we collect some information related to your device, your browser and to the way you navigate our content. We may use cookies to collect this personal information.

Cookies are small text files that are saved on your device when you visit our website. Cookies enable the website to remember your actions and preferences (for example, your choice of language) and recognize you when you return, so that we may analyze trends, determine your areas of interest and administer our website in order to speed up the navigation process and to make your site experience more efficient.

what personal information do we collect

When you visit our website, we gather information that relates to your device, your browser and to the way you navigate our website content, such as:

• the Internet Protocol (IP) address of your device
• the IP address of your Internet Service Provider
• device screen resolution
• device type (unique device identifiers)
• browser and operating system versions
• geographic location (country only)
• preferred language used to display
• the date and time of access to the website
• the internet address from which you were directly linked through to our website
• the control system that you use
• the parts of the website that you visit
• the pages of the website that you have visited and the information that you viewed
• the hyperlinks you have clicked
• the material that you send to or download from our website

If you choose to download our reports or white papers; or to subscribe to our newsletter news, events and alerts; or submit an inquiry we may ask you to fill out a form with information such as your name, e-mail address, job title and company. From the moment you engage in one of the aforementioned actions, we will be able to relate the information listed above about your device, your browser and to the way you navigate our website content directly to you.

why do we need your personal information

Randstad Processes your personal information only for the purposes specified below:

• To manage the website and for system administration purposes (e.g. also for diagnosing technical problems, analyse the traffic to our website)
• For web analytics, in order to optimize the user experience (analyzing the way our pages are visited, analyzing trends, observe and measure how our visitors engage with our website) and the quality of the content provided to you (e.g. job posting)
• If you choose to download our reports or white papers or to subscribe to news, events and alerts, fill in webforms, we will use the information you provide us to send you the content requested, to communicate with you (including, where you agree, to send you related information that might be of interest to you) and to improve our marketing and communication strategy
• For managing specific inquiries
• Cooperating with law enforcement agencies/courts, management of legal disputes/claims and handling any reports through Randstad's misconduct reporting procedure

our cookies

Please find more information on the cookies we use, for what purpose and further settings for configuring or deleting cookies in our cookie and interest-based advertising policy. 

 

candidates

We use your personal information when applying and/or interviewing for opportunities at Randstad and/or when providing our HR services, which include services in the field of recruitment and selection, temporary staff, secondment, payroll, personal development, career guidance, coaching, planning, and personnel and salary administration as further described in the Terms and Conditions (collectively “Services”). 

By innovating at scale, Randstad will fulfill our compelling vision: to empower lifelong employability and deliver on our brand promise of proactivity, transparency and guidance to offer a truly enriching talent experience for finding a job around the world.

what personal information do we collect

As a candidate, we collect and process personal information about you such as:

• Identification information – we may process your name, contact information (including home address, home phone number and mobile phone number), citizenship and country of residence, date of birth, (in exceptional cases) gender, digital signature and languages spoken.
• CV/resumes and other recruitment information – we may process your CV/resume, work history, information about your skills, your experience and educational background and other relevant information (such as your photograph, interview notes and personal data included in the cover letter or as part of the application process).
• Compensation and benefits information – we may process personal data relating to your current compensation and benefits including (without limitation) your current bonus, recurring payments and benefits.
• Government issued identifiers – we may process government issued identifiers including (without limitation) the social insurance number and social security number, as legally required.
• Photographs and video footage – when participating in recruitment-related events, meetings, conferences etc., we may process photographs or videos of you.
• Visitor information – when accessing our buildings, we may collect your name, contact details, license plate number, and other identification for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
• Information you choose to share with us – we may process additional personal data if you choose to share that with us.

This information may be obtained directly or indirectly from you. In the latter case, we will inform you of the purpose and data sources we use when we communicate with you in connection with our Services (e.g. to alert you about a job opportunity). The exception is where the provision of this information to you would cause disproportionate efforts. In that case, we may take alternative measures to protect your rights and freedoms.

why do we need your personal information

Randstad Processes your personal information only for the purposes specified below:

• To provide our Services to you (including matching and proposing you to clients, interviews, assessments). For example, we may Process your personal information to recommend jobs to you based on your profile and enable our consultants to provide you with tailored job opportunities, career advice, reskilling options, inclusiveness, suggest additional training where necessary and introduce you to hiring managers.
• Training and updating of systems/statistical purposes. Some of the systems that we use to provide our Services are based on machine learning technology. In order for that technology to function reliably, it needs to be trained and updated on the basis of existing data. We may also process personal data in an aggregated manner for statistical purposes. 
• Dispute management, litigation and handling any reports through Randstad's misconduct reporting procedure
• Compliance with labour/employment, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)
• Events
• Facilities, security and contingency planning purposes
• To conduct corporate transactions (including mergers, acquisitions and divestments)

how long we keep your personal information

Randstad Canada maintains record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements.

 

temporary workers and independent contractors

We use personal information in order to facilitate temporary and project-based assignments with our clients. 

what personal data do we collect

When you are a temporary worker on an assignment or an independent contractor engaged to work for one of our clients, we may Process personal information about you such as:

• Identification information – your name, contact information (including home address, home phone number and mobile phone number), citizenship and country of residence, date of birth, (in exceptional cases) gender, digital signature and languages spoken.
• Professional information – we may process personal information related to your work including (without limitation) your job title, description and location, your department, professional email address, reporting levels, and employment status (full-time/part-time/etc.).
• Financial information – financial information including (without limitation) your bank account number, bank details, 
• Salary/Pay Rate information – we may Process salary and pay rate information including (without limitation) recurring payments and benefits, your bonus, as applicable.
• Performance-related information – performance-related information including (without limitation) information on your performance reviews or client feedback.
• Disciplinary information - information relating to disciplinary measures taken against you, if any.
• Grievance information – In order to assist in the reporting of grievances and (suspected) misconduct within the Randstad Group of companies, we have established dedicated channels through which stakeholders may voice concerns, either through local reporting mechanisms in place at the level of the local Randstad Group companies or, for serious misconduct (including whistleblowing), through our Integrity Line, the Randstad Group reporting facility. Whenever we receive a grievance report or a report about (suspected) misconduct we may process personal data related to the complainant, the other individuals mentioned in the complaint and the person(s) that is/are subject of the complaint and/or of the investigation into the complaint. 
• Government issued identifiers – government issued identifiers including (without limitation) social insurance number and social security number, as legally required.
• CV/resumes and other recruitment information – your CV/resume and other relevant information (such as your photograph, interview notes and information included in the cover letter or as part of the application process).
• Travel and expense data – travel and accommodation information and expenses including (without limitation) travel itineraries, hotel and travel reward cards.
• Information you choose to share with us – information you choose to share with us, including (without limitation) information you share when using IT support or calling the helpline, and information about you that may be conveyed by your use of a webcam in communicating with us.
• Vehicle information – information about your personal or company car including (without limitation) your license plate, parking tickets and driving fines.
• Photographs and video footage – when participating in external or internal events, meetings, conferences or other events, we may process photographs or videos of you.
• Trade union membership – information revealing your trade union membership.
• Family and dependent information – information related to your family and dependents including (without limitation) details regarding family composition (names, genders, ages), any accomodation or education requirements for children or dependents, emergency contact information. 
• Information related to identification/access control cards – personnel identification and access control cards may contain your name, photograph, personnel number and may be linked to other details on record (department, phone number, license plate).
• CCTV footage – we may Process footage of you obtained through our use of CCTV surveillance systems.
• Survey results – we may Process your responses to questions in personnel surveys.
• Information related to your usage of Randstad devices, software and access to Randstad’s network – we may Process information related to your use of our devices, software and access to our networks, including (without limitation) your browsing history, your use of email, internet and social media, whether at the workplace, on our equipment or otherwise through our networks. 
• Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally required to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
• Special categories of data, such as: 
  • Health-related information – health-related information including (without limitation) injuries and exposure, incident reports, disability, sickness and absences and maternity leave information, as legally required.
  • Ethnic origin – information revealing your ethnic origin, as legally required. 

To the extent we process these special categories of data, we will protect, secure and use that information in a manner consistent with this notice and applicable laws.

• Trade sanctions information relating to you - we may verify whether you are a politically exposed person, a specially designated national or otherwise subject to sanctions under applicable laws or regulations.

why do we need your personal information

Randstad Processes your personal information only for the purposes specified below:

• General HR management and administration purposes (including workforce management)
• Compensation, payroll and expense reimbursement (including reporting and billing to clients)
• Insurance, pension and other benefits
• Performance management, career development and training
• Fleet management
• Disciplinary and grievance management, investigations, appeals (including managing complaints) and handling reports through Randstad’s misconduct reporting procedure
• Dispute management and litigation
• Health and safety management
• Managing holidays, leaves and other absences
• Compliance with employment/labour, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)
• IT support
• Facilities, security and contingency planning purposes
• Network and device usage optimization and related security controls (including company network access and authentication)
• Preventing, detecting and investigating fraud and other crimes, and compliance with sanctions regimes (including identification of politically exposed persons, specially designated nationals and screening against sanctions lists)
• Emergency and disaster management
• Relocation, mobility and travel management
• To monitor and enforce compliance with Randstad policies and procedures
• To monitor and enforce compliance with legal obligations applicable to us (including the requirements set out in your contract with us)
• Recruitment and staffing
• Employee surveys, statistical purposes
• Events
• To manage memberships of employees to professional associations
• To perform internal and external audits
• To conduct corporate transactions (including mergers, acquisitions and divestments)

how long we keep your personal information

Randstad Canada maintains record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements.

 

business relations

In the context of our Services, we Process your personal information if you are working for companies with which we are conducting (or intending to conduct) business (e.g. to make offers for the Services and to maintain a business relationship with the company you work for).

what personal information do we collect

We Process the following personal information about you:

• Identification information – we may Process your name and other contact information (including email address, landline phone number and mobile phone number), gender, digital signature and languages spoken.
• Professional information – we may Process information related to your work including (without limitation) your job title, your location and your department.
• Photographs and video footage – when participating in our events, meetings, conferences etc., we may process photographs or videos of you.
• Survey results – we may Process your responses to questions in surveys.
• Visitor information – when accessing our buildings, we may collect your name, contact details, car plate number, identification, etc. for security reasons. Where we are legally permitted to do so we may also ask you to disclose information about your health (including information related to viral infections, flu, etc.) for health and safety reasons.
• Information you choose to share with us – we may Process additional information if you choose to share that with us.
• Trade sanctions information relating to you - we may verify whether you are a politically exposed person, a specially designated national or otherwise subject to sanctions under applicable laws or regulations.

why do we need your personal information

Randstad Processes your personal information only for the purposes specified below:

• To administer and manage the contractual relationship between Randstad and our clients and service providers
• Business development (including sending direct marketing and offers) 
• Facilities, security and contingency planning purposes
• Health and safety management
• To conduct corporate transactions (including mergers, acquisitions and divestments)
• Events
• Preventing, detecting and investigating fraud
• IT Support
• Surveys (including satisfaction surveys)
• Dispute management, litigation and handling any reports through Randstad's misconduct reporting procedure
• Compliance with legal or regulatory requirements 
• Preventing, detecting and investigating fraud
• To monitor and enforce compliance with Randstad policies and procedures
• To perform internal and external audits

how long we keep your personal information

Randstad Canada maintains record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements.

our use of innovative HR technologies for talent matching and services

Our ultimate goal is to support people and organizations in realizing their true potential. We believe that the best way to achieve that goal is by combining our passion for people with the power of today’s HR technologies. By HR technologies we mean technologies that help us digitize and enhance a variety of recruitment-related processes. 

For example we use chatbots to improve your talent experience. Chatbots give candidates the opportunity to answer questions based on the requirements of the job they apply for. This is a user-friendly way for candidates to:

• provide us with relevant information that may not be readily apparent from the application, profile or resume of a candidate.
• know promptly whether their skills meet a job’s essential requirements and, if not, to easily explore other jobs or to identify gaps in their skillset.
• answer at any moment convenient to the user.

As part of the larger recruitment process, HR technologies allow us to connect candidates more quickly to our consultants. This, in turn, allows our consultants to better support candidates in exploring jobs and to deliver the right candidates more quickly to our clients. HR technologies also allow our consultants to find people based not only on the jobs they qualify for but also on the basis of jobs they are interested in. 

improving the client experience 

HR technologies help us to search through a broader and more diverse set of candidates so that we become even better at finding the best talent with the most relevant skill-set for our clients. Thanks to these technologies our consultants can focus on the tasks that require genuinely human traits that technology cannot emulate: creativity and emotion. 

web beacons

Our emails may contain a single, campaign-unique "web beacon pixel" to tell us whether our emails are opened and verify any clicks through to links or advertisements within the email. We may use this information for purposes including determining which of our emails are more interesting to users, to query whether users who do not open our emails, wish to continue receiving them and to inform our advertisers in aggregate how many users have clicked on their advertisements. The pixel will be deleted when you delete the email. If you do not wish the pixel to be downloaded to your device, you should select to receive emails from us in plain text rather than HTML.

responsible use of HR technologies

Randstad is committed to the ethical and responsible use of innovative HR technologies (you can read our AI principles here). Randstad does not use these technologies as a substitute for humans or human interaction in any part of its processes. Instead, our use of HR technologies is intended to make interactions with clients and candidates more personal, relevant and meaningful.

We strive to involve human beings whenever we make decisions that significantly impact you. If, in exceptional cases, we were to make such decisions based on a fully automated process (ie. without involvement of humans), we will only do so where that is permitted by law and after having notified you.

To ensure all candidates are treated fairly we take steps to avoid bias where we use HR technologies. For example:

• We regularly test the output created by these technologies to identify potential unfair bias.
• We regularly obtain expert advice to continuously improve the way in which we identify and remove bias.
• Both our consultants and our search and match algorithms are thoroughly trained and always work together. 

We may share your personal information:

• with other entities of the Randstad group of companies, including but not limited to Randstad Sourceright, Randstad Risesmart, Monster, and Ausy by Randstad, among others . We are part of a multinational group of companies and sometimes we may share personal information with other Randstad groups of companies for the purposes of efficient management of business, compliance with legal and regulatory requirements and to provide our Services to you (include as matching) and to our clients. For an overview of these entities, click here.
• with Randstad clients. Within the scope of our Services, including recruitment and provision of temporary work, as well as to facilitate a transfer of employment (“temp-to-perm”) 
• with third parties providing HR-related services to use (e.g. payroll service providers).
• with third party providers of IT-related services (e.g. we use an external provider to support our IT-infrastructure; e.g. an important part of our software and databases sit in a cloud-environment which is operated by a third party service provider).
• with third parties providers of marketing-related services (e.g. we may store your personal information in a cloud-based CRM-application that is hosted and provided by a third party service provider; e.g. when we use a third party service provider to organise an event we may share your personal data with that third party in order to invite you to that event).
• with providers of professional services (e.g. to our auditors, our tax advisors, our legal advisors).
• with banks and insurers (e.g. in order to pay the salaries of our temporary workers we share some of their personal data with our bank).
• with pension funds. 
• with public authorities (e.g. pursuant to applicable law Randstad must disclose personal data to the social security authorities and to tax authorities).
• with law enforcement authorities, courts and regulatory authorities (e.g. as part of a criminal investigation police services may require us to disclose personal data to them).

We may also disclose your personal information to third parties:

• in the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets; or
• if all or a substantial part of our assets are acquired by a third party, in which case the personal information that we hold about you may be one of the transferred assets.

When we share your personal information as described above, such personal information may be transferred outside of Canada. In the event that we transfer your personal information internationally, we will only do so in line with applicable law, and we will require that there is an adequate level of protection for your personal data, and that appropriate security measures are in place.

For more information about the safeguards that we have implemented to protect your personal information internationally, please contact us at privacyofficer@randstad.ca.

 

We have technical and organizational security measures in place to protect your personal information from being accidentally lost, used, altered, destructed, disclosed or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those Processing your personal information are governed by Randstad's rules for information and IT security, data protection and other internal regulations and guidelines applicable to the processing of personal data.

While we have measures in place to protect your personal information, it is important for you to understand that 100% complete security cannot be guaranteed. Accordingly, we have procedures in place to deal with data security incidents and to comply with legal requirements applicable to the detection, handling and notification of personal information breaches.

You have the following rights regarding your personal information: 

 

right to be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your personal information and your rights. This is why we are providing you with the information in this notice. 

right of access: You have the right to access the personal information we keep about you – this is because we want you to be aware of the personal information we have about you and to enable you to verify whether we Process your personal information in accordance with applicable data protection laws and regulations.

right to rectification: If your personal information is inaccurate or incomplete, you have the right to request the rectification of your personal information.

 

You can exercise your rights by emailing privacyofficer@randstad.ca.

We will handle your request with special care to ensure your rights can be exercised effectively. We may ask you for proof of identity to ensure that we are not sharing your personal information with anyone else but yourself!

You must be aware that, in particular cases (for instance, due to legal requirements) we may not be able to make your request effective right away.

In any case, within one month from your request, we will inform you on the actions taken.

You have the right to lodge a complaint with a supervisory data protection authority including but not limited to the Office of the Privacy Commissioner of Canada, 30 Victoria Street, Gatineau, Québec, K1A 1H3, 1-800-282-1376

 

We may update this notice from time to time. You can see the date on which the last change was made below in this notice. We advise you to review this notice on a regular basis so that you are aware of any changes.

If you have any questions about this policy or any privacy concerns, or would like to exercise your rights, or obtain further information about the safeguards we have in place so that your personal data is adequately protected w, please contact us at privacyofficer@randstad.ca