Privacy Policy

1) Who we are & how to contact us

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Doris Workforce Solutions
755 Queensway East, Suite 204, Mississauga, ON L4Y 4C5
Phone: 416 477 4779 | Email: contact@dorisworkforcesolutions.ca

Privacy Officer: Please address privacy requests to “Privacy Officer” at the above mailing address or email.

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2) What we collect

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A. Candidates & employees

• Identity & contact: name, address, phone, email, date of birth (where required for employment), emergency contact.

• Work eligibility: work authorization status, photo ID details (not copies unless needed), immigration/visa status where relevant.

• Employment profile: resume/CV, cover letters, credentials, certifications (e.g., WHMIS, GMP/HACCP, forklift), training records, references, skills, availability, shift preferences, compensation expectations.

• Employment screening (with consent): reference checks, employment verifications, skills testing, background checks as permitted by law and required by the role.

• Assignment records (if placed): timesheets, schedules, attendance, performance notes, safety and incident reports, WSIB information, site onboarding confirmations.

• Payroll & tax (employees of record): SIN (only when required for payroll/tax), banking details for direct deposit, payroll history, T4/T4A records, statutory deductions.

• Health & safety (limited): fit-for-work confirmations, accident/incident details required by law; we do not create or store medical records beyond what is necessary for compliance.

B. Clients & business contacts

• Business contact information: name, title, company, mailing address, email, phone.

• Engagement details: job requisitions, service proposals, contracts, billing records, feedback on candidates.

C. Website & communications

• Technical data: IP address, device/browser type, general location (city/region), pages viewed, and interactions (via analytics cookies).

• Forms & messages: content you submit via “Contact” or “Apply Now”, bookings, or newsletter sign-ups.

• Preference data: marketing opt-ins/opt-outs.

 

Sensitive identifiers (e.g., SIN) are collected only when legally required (e.g., payroll/tax reporting) and stored with enhanced safeguards.

We do not collect payment card details on our Site.

 

3) How we obtain personal information

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• Directly from you (applications, forms, interviews, calls, texts).

• From referrals you authorize (references, former employers, training providers).

• From publicly available sources used for recruiting (e.g., job boards, LinkedIn) consistent with their terms.

• From third-party service providers (skills testing, background screening—only with consent).

• From clients during assignment feedback or issue resolution.

 

4) Why we use personal information (purposes)

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• Recruitment & placement: assess qualifications, match you to roles, present profiles to clients, schedule interviews.

• Onboarding & employment administration: verify identity/eligibility, set up payroll and benefits (if applicable), manage timesheets and schedules.

• Compliance & safety: meet legal obligations (OHSA, ESA, WSIB), track mandatory training (WHMIS/GMP), manage incident reporting.

• Client service & operations: fulfill contracts, provide candidate shortlists, manage billing, quality assurance.

• Communication & marketing (consent-based): job alerts, service updates, newsletters; you may opt out anytime.

• Analytics & security: improve Site usability, prevent fraud, maintain security logs.

 

Legal bases under PIPEDA: consent (express or implied), performance of a contract/service request, and compliance with law.

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5) When we share personal information

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    We do not sell personal information. We share it only as needed:

• Client employers: candidate profiles, work history summaries, certifications, and interview notes for the purpose of hiring/placement.

• Service providers (under contract): background screeners, skills testing platforms, payroll processors, benefits administrators, IT/hosting, email/SMS tools, document e-signature, and analytics. They may only use information to provide services to us.

• Legal & compliance: regulators, WSIB, law enforcement, or courts when required by law or to protect rights, safety, or our services.

• Business transactions: if we undergo a merger, acquisition, or asset sale, personal information may be transferred subject to confidentiality and continued protection.

 

6) International data transfers

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    Some service providers or cloud platforms may process data outside Canada (e.g., the U.S.).

    We take reasonable steps to ensure comparable protections and require contractual safeguards.

    However, information may be subject to the laws of the destination jurisdiction.

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7) Cookies & online tracking

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• We use strictly necessary cookies (site functionality) and analytics cookies (traffic and usage trends).

• You can adjust cookie preferences via your browser. Blocking certain cookies may affect Site performance.

• We do not use cookies to serve interest-based ads.

 

8) How long we keep information (retention)

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• Candidate profiles (not yet placed): typically up to 24 months from last interaction to consider you for roles, unless you withdraw consent sooner.

• Placed workers/payroll & tax records: retained at least 7 years after the end of employment or as required by law.

• Health & safety / WSIB records: retained per statutory requirements.

• Client contracts & billing: retained 7 years after last activity.
   

         When retention ends, we securely delete, anonymize, or aggregate data.

 

9) Your choices & rights

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    Subject to legal limits, you may:

• Access your personal information and obtain a copy.

• Request corrections to inaccurate or incomplete data.

• Withdraw consent to processing (this may affect our ability to offer services).

• Opt out of marketing communications (unsubscribe links or email us).

 

    To exercise these rights, contact our Privacy Officer (see Section 1). We may verify your identity before responding.

    We aim to respond within 30 days.

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10) Automated decision-making & profiling

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    We may use applicant tracking systems (ATS) to help search and rank candidates against job requirements. Final hiring decisions involve human review.

    You can request information about how ATS criteria affected your application and ask for human reassessment.

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11) Security measures

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    We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including role-based access, encryption in transit

    where supported, secure storage for sensitive identifiers (e.g., SIN), and staff training.

    No method of transmission or storage is fully secure; we cannot guarantee absolute security.

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12) Children’s privacy

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    Our services are intended for adults. We do not knowingly collect personal information from individuals under the age of 16.

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13) Third-party links

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    Our Site may link to third-party websites. Those sites have their own privacy practices; please review their policies.

    We are not responsible for their content or privacy controls.

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14) Canadian Anti-Spam (CASL)

 

    We send commercial electronic messages only with consent or as otherwise permitted.

    You can withdraw consent at any time by using the unsubscribe link in emails or contacting us.

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15) Changes to this Policy

    We may update this Policy from time to time. The “Last updated” date shows the most recent revision.

    Material changes will be highlighted on the Site or communicated directly when appropriate.

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16) Questions or complaints

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    If you have a question or concern about our privacy practices, contact our Privacy Officer first.

    If we cannot resolve your concern, you may contact the Office of the Privacy Commissioner of Canada (OPC) or, where applicable,

    your provincial privacy regulator.

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• Office of the Privacy Commissioner of Canada
  Toll-free: 1-800-282-1376 | Website: www.priv.gc.ca