Privacy Notice Candidate (Canada)
Privacy Notice: Candidate (Canada)
HireRight Canada Corporation (“HireRight”) is engaged to provide pre-employment and employment background screening services (the “Services”) to our clients (“Clients”, also referred to in this privacy notice as “your current or prospective employer”) in Canada. If you are not a candidate or employee of a HireRight Client in Canada then please follow this link to access HireRight’s other privacy notices.
HireRight respects your privacy and is committed to protecting your personal data. This privacy notice explains HireRight’s policies and practices about how HireRight uses your personal data when providing the Services to our Clients.
How do the Services work?
HireRight offers a range of Services to our Clients, including verification of information about your qualifications, searches for information about your background, and other background screening services. HireRight’s Client will determine what Services HireRight performs. The Services that HireRight performs will determine what personal data HireRight needs to collect and process to provide the Services. For more information about what Services are being performed and why, please speak with your current or prospective employer. HireRight always acts under the instruction of our Client.
There are two ways that HireRight might obtain personal data that is about you and that is necessary for HireRight to perform the Services. HireRight’s Client might provide some (or all) of your personal data directly to HireRight. Or, HireRight’s Client might generate an invitation, which HireRight’s system sends to you, to provide your personal data directly to HireRight. When you receive this invitation, a link in the invitation will take you to HireRight’s secure website called “Applicant Center”. Once you have accessed Applicant Center, the system will ask you to create an account. You will be able to access that account using your unique user ID and a secure password that the system will prompt you to create.
Once you create your account, the system will ask you to read an Information Notice. This notice will describe the Services that HireRight’s Client has requested about you. It will also describe how your personal data will be collected, processed, disclosed, and maintained. After you say that you have read and understood the Information Notice, the system will ask you to enter your personal data into Applicant Center.
On what basis does HireRight process my personal data?
HireRight processes your personal data based on your express consent. If your current or prospective employer uses Applicant Center, the system will ask you to provide your consent for HireRight to:
Collect and process your personal data on behalf of our Client,
Prepare a background report (called a “Screening Report”) about you for our Client; and
Provide the Screening Report to our Client.
The Information Notice will provide you with enough information to ensure that your consent is fully informed. The system will not ask you to provide your consent until after you say that you have read and understood the Information Notice. HireRight encourages you to contact your current or prospective employer if you have any questions about the Services and how your personal data will be processed, so that you can exercise choice and control.
If your current or prospective employer does not use Applicant Center, your current or prospective employer is responsible for providing you with information about the Services and for obtaining your consent.
You may withdraw your consent at any time. Please see below “How can I withdraw my consent for HireRight to process my personal data?” for additional information.
What personal data does HireRight collect about me?
HireRight needs your personal data to be able to provide the Services to our Client and to ensure that any information we provide to our Client is accurate. HireRight will collect only the personal data that HireRight needs to perform the specific Services that HireRight’s Client has requested. The types of personal data that HireRight may need to collect include:
Type of personal data
Reason for collecting
Name (and former names)
Your name is how HireRight can identify you when performing the Services. We ask for your name as it appears on your government-issued ID and any names that you may also be known as, or have been formerly known by. This is important particularly where you may be known professionally by a name other than that shown on your government ID document.
Date of Birth
Your date of birth may be necessary to perform certain searches. We and our Sources also use your date of birth to increase the accuracy of results obtained from Sources.
HireRight needs your contact information to keep in touch with you during the provision of the Services. HireRight does not use your contact details for any other purpose.
Your current or prospective employer will ask HireRight to perform certain Services going back a certain period (the “Search Depth”). HireRight needs your address history covering the Search Depth period to identify locations where we should search for information. Your address history also increases the accuracy of results obtained from sources.
HireRight collects your employment history for the Search Depth if your current or prospective employer has asked HireRight to verify this information.
HireRight collects your education history if your current or prospective employer has asked HireRight to verify this information. In most cases this requires the highest level of education achieved.
HireRight will request referee contact details if your current or prospective employer asks HireRight to conduct reference checks to support the verification of your employment qualifications. Before providing your referee’s contact details, you should ensure that you have the referee’s consent to do so.
HireRight needs the ID Number from a government-issued ID if your current or prospective employer asks HireRight to conduct a search for which the ID Number is required. Examples of such searches may include driving records (which will require your driver’s license number) or license verifications (which will require your license number).
Some public records sources require an individual’s sex to search their records and return results. Information about your biological sex will be requested only if your current or former employer asks HireRight to conduct a search for which this information is required.
HireRight may ask you to provide supporting documents during your background check. HireRight may ask you for multiple documents. The types of documents will depend on the type of Services requested by HireRight’s Client and whether the documents will help HireRight to complete the Services. For example, we may ask you to upload (where lawful) a copy of your government issued ID; certificates showing professional qualifications; or documents that verify your employment history or any gaps in your employment history.
The Information Notice that Applicant Center will display to you when you log in for the first time provides further details regarding the specific Services that HireRight’s Client has asked HireRight to perform for your background check; the personal data that will be collected; and the Services for which we will use that personal data.
How does HireRight ensure that my personal data is accurate and up to date?
As described in the sections “How do the Services work?” and “What personal data does HireRight collect about me?”, HireRight uses your personal data (whether provided to us by you or by our Client) to conduct the specific Services that our Client has requested. When acquiring information to perform the services, HireRight identifies sources of information that HireRight believes to be reliable. When possible, HireRight prefers to go directly to the primary source of the information to obtain current, up-to-date information at the time that we perform the Services. Each source determines the identifiers that we can use to request or search for information about you. When HireRight cannot request or search for information about you using unique identifiers, HireRight uses proprietary matching standards to affirmatively match search results to you.
When might HireRight transfer my personal data?
HireRight might transfer your personal data in these circumstances:
To a third party to fulfill the Services. Depending on the Services requested by HireRight’s Client and your history, the third party may be located outside the specific Province in which you currently live or outside of Canada.
To HireRight’s Client in the form of the Screening Report that compiles the results of the Services.
To a third party:
The third parties to whom your personal data might be transferred may be organizations, institutions, agencies, or individuals from which HireRight will request information about you for the purpose of fulfilling the Services. These third parties may include local vendors, employers, educational establishments, referees, government agencies, courts, data providers or repositories (“Sources”).
Whether HireRight transfer your personal data to Sources outside of Canada or the Province in which you currently live will depend on your history during the Search Depth set by HireRight’s Client. Where your history is outside Canada or the Province in which you currently live, HireRight will transfer your personal data to the relevant Sources in those locations.
Additionally, HireRight has representatives (“Representatives”) in Toronto, Ontario and outside of Canada (including the United States, the Philippines, and India) who perform
showing professional qualifications; or documents that verify your employment history or any gaps in your employment history.
specific functions for HireRight in fulfilling the Services or who provide support services (such as customer service) to HireRight. HireRight Representatives may have access to your personal data. Those Representatives may be located outside of Canada or the Province in which you currently live.
To HireRight’s Client:
As part of the Services, HireRight produces a Screening Report detailing the results of the Services. HireRight will provide this Screening Report only to our Client.
Each HireRight Client has its own secure account and designates users of that account. HireRight’s Client will determine each user’s access rights to Screening Reports. Many of HireRight’s Clients choose to view the Screening Report directly from their secure account. Others choose to download a copy of the Screening Report to retain in their own systems. In addition, many of HireRight’s Clients have interfaced their systems with HireRight’s systems, so that HireRight may transmit the results of the Services directly to the Client’s own systems. You should contact your current or prospective employer for further information about how HireRight’s Client will access Screening Reports.
How does HireRight protect my personal data?
HireRight is committed to protecting your personal data. HireRight has implemented numerous security measures to protect your personal data from accidental loss and from unauthorized access, use, alteration, or disclosure. These measures include access controls, physical security, and information collection, storage, and processing practices. The measures that HireRight implemented also apply to the electronic transfer of personal data to and from Sources and its Representatives so that such transfers are also protected and are in accordance with any instructions that the Source mandates. As contracted with HireRight’s Clients, HireRight has implemented provisions within HireRight to assure protection for all transfers of personal data.
Does HireRight operate any automated decision making?
No, HireRight does not make any decisions at all about you or your personal data, whether automated or otherwise. All employment eligibility decisions are made by HireRight’s Client in accordance with its own eligibility criteria.
When you are using Applicant Center, HireRight places session cookies on your computer or mobile device. Your browser deletes these session cookies automatically when you close your browser. They usually store an anonymous session ID allowing you to browse our website without having to log in to each page. They do not collect any information from your device.
Does HireRight use my personal data for any reason other than providing the Services?
No, HireRight uses your personal data only to provide the Services. Once the Services are completed HireRight will delete your personal data in accordance with data retention
periods agreed to between HireRight and our Client. For additional information, please see “For how long is my personal data retained” below.
Where does HireRight store my personal data?
HireRight stores your personal data and Screening Reports on its servers located in the United States, except for the results of Canadian Police Information Center (CPIC) searches, which HireRight stores on servers located in Ontario, Canada.
For how long is my personal data retained?
HireRight’s standard data retention policy for the Services in Canada is typically 6 months from the date that the Screening Report is completed. As an exception, if HireRight’s customer has requested a CPIC search, HireRight will retain the Screening Report for 2 years. However, HireRight’s Client may set their own customized retention period which they will make available to you on your request. The Information Notice will identify the data retention period that applies generally to Screening Reports requested by your current or prospective employer, except that if the Screening Report contains a CPIC search it will be retained for at least 2 years.
How can I withdraw my consent for HireRight to process my personal data?
You can withdraw or modify your consent for future collection or use of your personal data at any time. Please see “How can I exercise my rights under relevant privacy laws?” for information about how to withdraw your consent.
If you withdraw your consent, HireRight will cease any additional processing of your personal data. HireRight will contact your current or prospective employer to notify them you have withdrawn your consent. Processing will only begin again if you give your consent again.
Depending on when you withdraw your consent, HireRight might have already provided information about you to our Client. Your withdrawal of consent will only be for future processing.
We encourage you to speak to your current or prospective employer to discuss any concerns or reasons that led to the withdrawal of your consent.
How can I exercise my rights under relevant privacy laws?
Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Provincial privacy or consumer reporting legislation, you have certain rights regarding your personal data. Those rights may include:
The right to access your personal data.
The right to correct your personal data.
The right to delete your personal data.
The right to request information about the processing of your personal data, including the sources from which your personal data is collected and to whom your personal data has been disclosed.
The right to withdraw your consent for the collection, use, and disclosure of your personal data.
Click here for additional information about how you can request a copy of your Screening Report or to request the correction of any information in your Screening Report.
For any other requests, please contact HireRight’s Customer Service at 866-521-6995 or firstname.lastname@example.org. In some cases, HireRight may need to coordinate with our Client to satisfy your request, or may suggest that you address your request directly with our Client (your current or prospective employer).
How do I make a complaint?
HireRight is committed to handling your personal data in a way that provides you comfort and confidence. However, if at any time you have concerns over the handling of your personal data by HireRight you may contact either HireRight or HireRight’s Client (your employer). If necessary, HireRight will cooperate with our Client to investigate and resolve any potential issues.
If you wish to contact HireRight directly regarding any concerns or complaints, please email us at email@example.com. We are committed to protecting your personal data and investigating and resolving any complaints or concerns you may have about our collection or use of your personal data.
Privacy Officer Information
HireRight’s Privacy Officer is:
Kristin Brooks Jones
Deputy General Counsel, Vice President for Compliance
100 Centerview Drive, Suite 300
Nashville, TN 37214 USA