Privacy Policy
Privacy, Ethics, and Protection of Personal Information
Beyond meeting legal requirements, we believe that observing the highest standards of professional ethics is fundamental to the success of our business. Protecting personal information and maintaining confidentiality are core principles of our operations. We regularly review our policies, systems, and practices to ensure compliance with applicable privacy legislation and to support continuous improvement in data protection.
RSI Recruitment Inc. has reviewed its systems and procedures to ensure compliance with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the General Data Protection Regulation (GDPR).
Collection of Personal Information
We collect personal information only when it is voluntarily provided by the individual to whom it pertains, or where otherwise permitted by applicable law. This may include:
- Personal information contained in résumés, cover letters, LinkedIn profiles, and other recruitment-related materials
- Personal information required to deliver recruitment, career advisory, or networking services specifically requested by the individual
Legal Basis for Processing (GDPR)
Where GDPR applies, personal information is processed on one or more of the following legal bases:
- The individual’s explicit consent
- Legitimate interests related to recruitment, employment placement, and professional networking, provided such interests do not override the individual’s rights
- Legal or regulatory obligations
Consent may be withdrawn at any time, subject to applicable legal or contractual restrictions.
Use of Personal Information
Personal information is used solely for identified and legitimate purposes, including:
- Informing individuals of job opportunities
- Evaluating qualifications and suitability for roles
- Coordinating recruitment processes and interviews
- Engaging in mutually beneficial professional networking related to employment
Storage, Retention, and Deletion
Personal information is:
- Stored in secure databases and systems accessible only to authorized personnel, all of whom are bound by confidentiality and non-disclosure obligations, or
- Permanently and securely deleted when no longer required
Unless securely deleted earlier, personal information is retained for the longest applicable period of:
- The duration required to deliver the services requested
- The period required to meet legal or regulatory obligations
- Until the individual requests permanent removal of their information from our records, where legally permissible
We reserve the right to securely delete personal information without prior notice where retention is no longer justified or required.
Sharing of Personal Information
We do not sell personal information.
Personal information may be disclosed only in the following limited circumstances:
With Clients and Hiring Organizations:
Relevant personal information may be shared with specifically designated employers or their agents only with the explicit authorization of the individual concerned and solely for recruitment and hiring evaluation purposes.
With Service Providers:
We may share personal information with trusted third-party service providers (such as applicant tracking systems, communication platforms, background screening providers, or IT service providers) who process information on our behalf. These providers are contractually required to implement appropriate safeguards and to process information only in accordance with our instructions.
For Legal and Regulatory Compliance:
Personal information may be disclosed where required by applicable law, regulation, court order, or lawful request from public authorities.
International Transfers
Where personal information is transferred outside the individual’s country of residence, including outside Canada or the European Economic Area, appropriate safeguards are implemented in accordance with applicable data protection laws.
SMS and Phone Communications
We do not share, sell, or disclose SMS consent or phone numbers to third parties for marketing or unrelated purposes. Communications are limited to recruitment-related and operational purposes only.
Access, Accuracy, and Individual Rights
Subject to applicable law, individuals may request access to, correction of, or deletion of their personal information. Access or update requests must:
- Be submitted in writing to our Privacy Officer
- Include reasonable proof of identity
We do not update or verify personal information without the consent of the individual concerned. In the event of a dispute regarding accuracy, the information may be permanently and securely deleted.
Under GDPR and PIPEDA, individuals may also have the right to withdraw consent, request restriction of processing, or raise concerns regarding the handling of their personal information.
Security and Limitations
We use reasonable administrative, technical, and organizational safeguards to protect personal information against unauthorized access, disclosure, alteration, or loss. However, individuals are advised that:
- No system can be completely secure
- Information transmitted via the internet may be intercepted, altered, or lost
- Once information is shared with authorized third parties (such as employers or their agents), we cannot control their independent use of that information
- Our website may contain links to third-party websites whose privacy practices are beyond our control
Individuals are encouraged to take appropriate precautions when transmitting personal information and to contact us in advance if they have concerns regarding data transmission risks.
Updates to This Policy
We encourage individuals to review this Privacy Policy periodically, as it may be updated to reflect changes in legal requirements or business practices.
Comments, questions or complaints regarding privacy within RSI Inc. should to be sent to the Privacy Officer at privacyofficer@RSIrecruitment.com marked “personal and confidential”.