Privacy Policy

How Does Recruit Action Handle and Protect Personal Data Collected During the Recruitment Process?

Recruit Action (“we”, “us”, “our”) are committed to protecting and respecting your privacy. This strategy will form the basis of our treatment of personal data that we collect from job applicants, or data provided to us by individuals or third parties for recruitment purposes.
Once you apply for a job that we have advertised, the provisions of this Privacy Notice will apply to the way we process your personal data. This is in addition to our other Privacy Notice which has been provided to you separately or is available on our website.
Personal data means any information relating to an identified or identifiable individual.
For the purposes of the General Data Protection Regulation (“GDPR”), the data controller is Recruit Action.
We use Zoho Recruit, a cloud-based application that assists us in our recruitment process. Thus, Zoho Recruit acts on data processing on our behalf and is only authorized to process your personal data in accordance with our instructions.
This strategy does not apply to Zoho Recruit.
This strategy also gives you certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR) and local data protection law.
This strategy does not form part of a contractual agreement and may be modified at any time.

How is Your Personal Information Collected?

We collect personal data about you from the following sources:

You, the candidate, via an online job site, a career site, by e-mail, in person with video interviews, and/or by any other method.
Those who have referred you to us, from whom we have collected your personal data.
Trusted third-party suppliers who recommend you as a candidate for a specific vacancy or for our company more generally.
From publicly accessible sources, such as LinkedIn or source boosters (Indeed, Monster, Career Builder, Dice, etc.) where we collect your full name, e-mail address, work history, and other data included in your profile. Please find detailed information in our section below.

What Is the Personal Information We Collect Fom You?

More specifically, we collect the following personal information:

Name
Contact details
Education
Professional experience
Skills/qualifications
CV or transcripts, and any supporting documentation attached to your CV, such as copies of certificates, passport, letters of application, etc.

Details of your visits to our career site, including but not limited to traffic data, location data, web logs and other communication data, the site that referred you to our website, and the resources you access.

What legal basis does Recruit Action rely on for collecting, using, and disclosing personal data during the recruitment process?

We rely on legitimate interest as the legal basis for collecting and using your personal data. When you apply for a job via our job board integration and quick application providers, we rely on consent during the application process to disclose your personal data to the service provider on the basis described below.

Why does Recruit Action process personal data during the recruitment process, and how is the information used?

We process your personal data in order to determine whether you are suitable for the job. Without this processing, it would not be possible for us to consider your application. We use information about you for one or more of the following purposes:

Identify and evaluate candidates for potential employment, as well as future roles that may become available
Keep recruitment-related files
Communicate with you and respond to your requests or applications

With whom does Recruit Action share personal data during the recruitment process, and under what circumstances is it disclosed?

We take care to share only your personal information with those who really need it to perform their tasks and duties. First, we share your information with our service providers, including Zoho Recruit, their subcontractors, and the third-party integrations we enable in Zoho Recruit, who use your information in accordance with our instructions only and within the law. For example:

Zoho Recruit may hire a subcontractor to help us analyze your resume and obtain the information required for the application/interview process.
We may disclose your personal information to third-party integrations provided by Zoho Recruit for the purposes of background checks, assessments, etc.
When you apply for a job vacancy via our Smart Apply function, and where you have consented to such disclosure, we will disclose to the service provider certain personal data we hold, which includes but is not limited to a unique identifier used by the service provider to identify you, and information about your progress through our recruitment process for the applicable vacancy ; as well as any tangible, intangible, visual, electronic, present or future information we hold about you, such as your name, contact information and other details involved in the data analysis process relating to you as a job applicant (collectively referred to as “Disposition Data”). The service provider’s Privacy Notice regarding its use of this shared data will be available on its website. For more details, find out more about Smart Apply.

How does Recruit Action protect, store, and determine the retention period for your personal data, and what happens in the event of a security breach?

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized manner, altered or disclosed. In addition, we restrict access to your personal data to those employees, agents, contractors, and other third parties who have a professional need-to-know. They will process your personal data according to our specific instructions, and are subject to a duty of confidentiality. In the event of a security breach, we will notify you and any applicable regulator when legally required to do so. Where we store and who has access to your personal data We store your personal data in Canada and the United States. If you are a candidate in the European Economic Area: The data we collect from you and during the process may be transferred to a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. If you would like more information, please contact us (see “Contact” below). How long we store your personal data We determine appropriate retention periods taking into consideration the purposes set out in this strategy and relevant legal requirements. Your personal information will be deleted if any of the following occurs:

We receive a written request from your party.
Deletion of your personal data according to criteria defined by us.For example, if we fail to receive your consent within the defined period, your data will be automatically deleted.

What rights do you have under the General Data Protection Regulation (GDPR), and how can you exercise them with Recruit Action?

In the General Data Protection Regulation, you have a number of important and free rights. In summary, they include:

The right to knowledge and access
The right of rectification
The right to request deletion
The right to receive a copy of your data
The right to object to processing and direct marketing
The right to object to automated decision-making
Right to restrict processing
If you wish to exercise any of these rights, please :
Contact us using our contact details below
Give us enough information to verify your identity
Send us information related to your request

What should you do if you have concerns about how Recruit Action uses your personal data, and what are your rights under the GDPR?

We look forward to resolving any questions or concerns you may have regarding the use of your information. The General Data Protection Regulation gives you the right to lodge a complaint with an appropriate supervisory authority, particularly if you are in the European Economic Area.

Who should you contact with questions, comments, or requests regarding Recruit Action’s Privacy Notice?

All comments, questions and requests regarding this Privacy Notice should be addressed to

mpaquin@recruteaction.com