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Cormack Recruitment Ltd. Privacy Policy

Last Updated May 24th, 2018


Cormack Recruitment Ltd. is committed to respecting the privacy of its clients, candidates, employees, and contractors and to complying with applicable Canadian data protection and privacy laws and regulations. This Privacy Policy provides an introduction to the Privacy Policy and outlines the following:


1. Introduction

Defining the Policy, Personal Data, Additional Privacy Information and Additional Links and Services.

1.1 Privacy Policy: This Privacy Policy (“Policy”) informs you about how CORMACK processes information it collects about you during CORMACK’s recruitment activities. It sets out what kind of Personal Data CORMACK may collect about you and from other sources, how CORMACK processes and manages your Personal Data before, during and after its recruitment activities, and what rights you have in relation to such data.

1.2 Personal Data: “Personal Data” means personal information relating to identifiable individuals, whether the information is factual or subjective, recorded or not.

1.3. Additional Privacy Information: CORMACK may provide you with additional privacy information to this Policy via supplements and other notices. If there is a difference between such notices and this Policy, this Policy should be considered first. The date in the top right corner of this Policy indicates when it was reviewed and/or updated.

1.4. Additional Links and Services: Our products, services, and website may contain links to other companies’ websites and services that have privacy policies of their own. CORMACK is not responsible for the privacy practices of others, and we recommend you read their privacy notices.
2. What Personal Data does CORMACK collect?

CORMACK does not collect personal data from clients. In clients’ cases, information collected includes name, position title, work-related phone numbers, email and facsimile and any other information related to the client’s company and position.

CORMACK collects Personal Data directly from candidates, employees, and contractors as well as from other available sources to the extent relevant and permitted by applicable law. Subject to applicable law and practice, the categories of Personal Data typically collected and processed in the recruitment context are:

2.1. The information you provide: When candidates, employees, and contractors create an account in our Applicant Tracking and Candidate Database Management System (ATS) or otherwise interact with CORMACK, either directly or through an agency or other third parties, you may be asked to provide CORMACK with your information, some of which may include:

Your name, street address, telephone number, email address and other contact details
Your competencies, skills, experience, qualifications, employment history, and education
Third-party references
Your preferences (preferred country of employment, areas of interest, compensation, and benefits, preferred ways to be contacted
Your user identity (usernames and other such information used in connection with authenticating you)

2.2. Technical Information: When clients, candidates, employees, and contractors access CORMACK’s services online, our web servers automatically create records of your visit. These records typically include IP-address(es), access times, the sites linked from, pages visited, the links and features used, the content viewed or requested, browser or application type, language, and other such information. When you use our services or otherwise interact with us over telecommunications networks, certain additional information, such as your mobile subscription number, may be transmitted to Cormack by the telecommunications operator as a standard part of that communication. See also our Cookie policy.

2.3. Other information. Information found from public sources as well as information related to reference checks, depending on the position candidates, employees and contractors are applying for, and where necessary for the recruitment activities.
3. What will CORMACK do with your Personal Data?

CORMACK will collect, use, store and otherwise process candidate, employee and contractor Personal Data for the purposes of CORMACK’S recruitment or resourcing activities. Additionally, your personal data may be processed for other purposes you have consented to. Whenever necessary and subject to statutory record-keeping requirements, CORMACK will delete and/or anonymize Personal Data that are no longer needed. If there has not been any recent activity on your profile, we may delete your profile after a reasonable time in compliance with applicable laws.

CORMACK will process your Personal Data for the following purposes:

3.1 Communicating with you, in the context of recruitment activities, such as:

  • To obtain additional information where necessary
  • To inform you of available vacancies
  • To provide you with information relating to your application and to fulfill your requests

3.2. Managing recruitment and resourcing activities, including activities related to organizational planning. In the course of recruitment activities, we may use your information:

  • To set up and conduct interviews and assessments
  • To evaluate, select and recruit applicants
  • To conduct reference checks and/or assessments as required or permitted by applicable local law
  • To contact third-party references provided by you to evaluate your previous performances
  • Or as otherwise necessary in the context of recruitment activities

    3.3. Development of services: We may use your Personal Data to develop and improve our recruitment processes, websites and other related services. Where feasible, we use aggregated anonymous information in the context of the development activities.

3.4. Legal and regulatory compliance, including obtaining and releasing Personal Data as required by law, judicial organizations or practice in order to comply with legal obligations imposed on us.
4. Transfer of your Personal Data

CORMACK will not sell, lease, rent or otherwise disclose your Personal Data except as provided in this section:

4.1 Consent: CORMACK may share your Personal Data if you have given your informed consent for CORMACK to do so. Informed consent may be by written or verbal means.

4.2. Authorized third parties: CORMACK may share your Personal Data with *authorized third-party companies who process Personal Data for CORMACK for the purposes described in this Policy or otherwise provide recruitment related services to CORMACK. In such cases, CORMACK will ensure that there is a genuine need to transfer your Personal Data.

*Authorized third parties may include, recruitment agencies, independent contractors, professional advisors, external legal counsel and recruiting systems providers. Authorized third parties may technically have access to your Personal Data in the course of providing their services, but will be contractually restricted from processing your Personal Data for other purposes. CORMACK also requires them to act consistently with this Policy and to use appropriate security measures to protect your Personal Data.

4.3. International transfers of Personal Data: CORMACK provides services to companies that have affiliates, business processes, management structures and technical systems that cross national borders. This means that your Personal Data may be transferred across international borders to countries other than Canada where you are applying to as an applicant. Such other countries do not always have equivalent laws providing specific protection for our rights in relation to Personal Data or they have different rules on privacy and data protection. CORMACK takes steps to ensure that there is a legal basis for such a transfer and that adequate protection for your Personal Data is provided as required by applicable law. Such steps include, for example, the use of standard agreements approved by relevant authorities and the requirement to use appropriate technical and organizational security measures to protect your Personal Data. By providing information to CORMACK subject to this Policy, you consent to the transfer of your Personal Data as described in this section.

4.4. Mandatory disclosures: CORMACK may be required by or under the mandatory law to disclose your Personal Data to certain authorities or other third parties, for example, to government agencies responsible for the employment activities, statistical information or to the police or other law enforcement agencies, for example in the context of conducting a background check.

4.5. Mergers and acquisitions: Where CORMACK takes steps to sell, buy, merge or otherwise reorganize its businesses, such activities may involve disclosing Personal Data to prospective or actual purchasers and their advisers. In such circumstances, CORMACK will take all reasonable steps to ensure that appropriate measures to protect Personal Data are taken by such prospective or actual purchasers and their advisors.

4.6. Other: CORMACK may also disclose and otherwise process your Personal Data in accordance with applicable law to defend CORMACK’s legitimate interests, for example, in civil or criminal legal proceedings.
5. What steps are taken to safeguard Personal Data?

Privacy and security are key considerations for CORMACK. We have assigned specific responsibilities to address privacy and security-related matters. We enforce our internal policies and guidelines through an appropriate selection of activities, including proactive and reactive risk management, security and privacy engineering, training and assessments. We take appropriate steps to address online security, physical security, the risk of data loss and other such risks taking into consideration the risk represented by the processing and the nature of the data being protected. Also, we limit access to our Applicant Tracking and Candidate Database Management system containing personal data to authorized persons having a justified need to access such information.
6. Data Quality

We take reasonable steps to keep the personal data we possess accurate and to delete incorrect or unnecessary personal data. We encourage you to access your personal data through your account from time to time to ensure that it is up to date. To the extent permitted or required by applicable local law or subject to your consent, we may use public sources in order to verify that Personal Data we hold is correct.
7. Your Rights

7.1. Accessing and managing your profile: You are encouraged to use available CORMACK recruitment tools to access, view and edit your profile. A written request to delete your entire profile directly from the available tools will be required either by email or mail to:

Amanda Cox
In the case where you revoke your consent or object to certain processing activities or delete your profile completely, CORMACK may be unable to continue a recruitment process with you.

7.2.Requests for information: This Policy provides you with the right to know what personal data we hold about you; to request incomplete, incorrect, unnecessary or outdated personal data deleted or updated as well as to object to CORMACK’s processing of your Personal Data on compelling legitimate grounds.

There may be certain categories of information prescribed by applicable law that CORMACK may lawfully withhold. If CORMACK declines to provide access to any of the Personal Data you request, you will be provided with the reasons for such a decision.
8. Whom to Contact?

8.1. Queries and requests: If you have any queries or requests in relation to your Personal Data or Privacy matters, please contact Amanda Cox in any one of the following three methods:
Cormack may need to identify you and may ask for additional information to be able to fulfill your queries and/or requests. CORMACK will fulfill queries within the timeframes required by applicable local law or, in the absence of such timeframes, within a reasonable time.

8.2. Your profile: In the event, you cannot access your profile, you can request assistance through the Technical Support tab located on the home page of our Applicant Tracking and Candidate Management System or contact Amanda Cox at amanda.cox@cormackrecruitment.com or 1 888 366 2881.
9. Changes to this Policy

From time to time CORMACK may change this Policy or change, modify or withdraw access to this site at any time with or without notice. However, if this Policy is changed in a material, adverse way, CORMACK will post a notice advising of such change at the beginning of this Policy and on this site’s home page for 30 days. We recommend that you re-visit this Policy from time to time, to learn of any such changes to it.
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