CANDIDATE PRIVACY NOTICE
La Société MavTek Inc., (hereinafter referred to as "MavTek", "We", "Us", or "Our"), is committed to protecting your privacy. We are the controller of the information you provide during your application process. This denotes our responsibility and outlines how we collect, store, and use your personal information. This Privacy Notice applies to all individuals who apply for positions with MavTek, irrespective of the method of application (online, in-person, etc.).
1. Information We Collect
When you express interest in becoming a part of MavTek and commence your application journey, we gather certain specific details about you. This collection is crucial as it facilitates our endeavor to ensure that we are pairing the right talent with the positions available at MavTek. Here's a clearer outline of the types of information we collate during the recruitment process:
Resume and Cover Letter: We carefully review your resume and cover letter to understand your qualifications, professional journey, and the experiences you bring to the table.
Application Form: This form may capture details such as your personal contact information, past employment, academic history, skills, and references, among other relevant data.
Interview Process: Notes, or feedback from face-to-face, telephonic, or virtual interviews help us gauge your suitability for the role and our organization.
Reference Checks: At our discretion, we may contact your provided referees to corroborate the information you've shared and to get insights into your professional conduct and capabilities.
Background Checks: We engage third-party services to perform a background check for all roles, ensuring its objectivity. These checks include verifying your educational credentials, past employment, and any criminal records to ensure the veracity of your information. The results of these checks are provided as either 'cleared' or 'not cleared,' with no further details disclosed.
Online Platforms: Occasionally, we might refer to online professional platforms, like LinkedIn, to gain supplementary insights or validate the details you've provided.
Your trust is pivotal to us, and we always aim for transparency, fairness, and respect for your privacy throughout the data collection process.
2. Sensitive Data Collection
There are instances where we may need to collect more sensitive personal details about you. For instance:
Demographic Data: This might include information such as your age, gender, ethnicity, and the like. This data assists us in adhering to our legal obligations and drives our commitment towards fostering a diverse and inclusive workspace.
Health Information: For roles that have specific physical or health-related requirements, or to ensure that we provide essential accommodations in the workplace, we might collect certain health-related details.
We want to assure you that any sensitive information we gather is treated with the utmost respect and confidentiality. Participation in providing this data is entirely voluntary and our primary goal is always to support your application process, whilst ensuring a safe and inclusive environment for all our employees.
3. How We Collect Your Information
At MavTek, we use various methods to ensure we have comprehensive data to aid our recruitment process. Here's a summary of the primary ways we gather information about potential candidates:
Direct Interactions: The bulk of the information we collect comes directly from your engagements with us. This encompasses the details you provide in application forms, CVs, cover letters, and throughout interviews.
Recruitment Partners: We collaborate with specialized recruitment agencies to pinpoint candidates who would be an excellent fit for our roles.
Referee Feedback: For a holistic understanding of your capabilities and past performance, we occasionally contact your listed referees. Their insights enrich our perspective on your suitability for our roles.
Background Verification: To maintain the integrity of our hiring process, we may engage third-party services to verify aspects of your history, including educational credentials, employment records, and more.
Online Research: Platforms like LinkedIn and other professional networks give us an enhanced understanding of your career trajectory and accomplishments.
Regardless of the source, we pledge to handle all information with the highest degree of privacy and transparency. Our primary objective is always to support our recruitment activities while valuing and safeguarding your personal details.
4. Usage of your personal Information
Safeguarding your personal information is paramount, and we act in accordance with Quebec's data protection standards. Here's a succinct summary of how we utilize your data:
Application Assessment: We meticulously examine your submitted documents like CVs and cover letters to evaluate your fit for specific roles based on qualifications and experience.
Recruitment Communication: We use contact details to streamline the recruitment dialogue, from interview scheduling to addressing queries.
Verifications: Authenticity checks via background investigations and reference contacts validate the accuracy of the provided information and offer insights into your professional track record.
Record-Keeping: For transparency and reference, we maintain records of recruitment activities, including interview notes and test outcomes.
Future Opportunities: If a role isn't immediately available, with your permission, we store your data for potential future positions that match your expertise.
Legal Compliance: When necessary, your data aids in fulfilling legal obligations, such as mandated reporting or addressing regulatory audits.
Analytics and Data Usage: We may also use personal information for analytics and data purposes to measure our efficiency within our recruitment process.
In all activities, our focus remains on using your data ethically and in ways that respect your individual rights.
5. Failure to Provide Personal Information
Our thorough recruitment practices rely heavily on the information provided by candidates. Applicants who have omissions in their information may be excluded from the recruitment process.
6. Automated Decision-Making
We do not base any significant decisions solely on automated processing.
7. Disclosure & Transfer of Your Personal Information
8. Data Security
MavTek places paramount importance on the security of your personal information. We employ a combination of sophisticated technical and organizational measures to ensure that your data is protected from unauthorized access, alteration, and potential breaches. Access to your personal data is meticulously restricted: only specific personnel with a genuine, recruitment-related need are allowed to view or handle it. These individuals undergo regular training on data handling and privacy practices and are bound by strict confidentiality agreements. Moreover, in the rare and unfortunate event of a security breach affecting your personal data, MavTek has established protocols to swiftly identify, address, and rectify the situation. Our commitment to transparency means that should your data be compromised, we'll immediately inform you, detailing the nature of the breach, the data potentially affected, and the corrective measures we're implementing to prevent future occurrences.
9. Retention of Personal Information
At MavTek, we recognize the importance of retaining personal data only for periods that are justified by legitimate business needs and in compliance with legal requirements. For candidates who do not progress to employment, we typically store personal data for up to 36 months from the application date. This practice enables us to consider potential matches for future roles without requiring candidates to resubmit their details repeatedly. For those who join our team, the data collected during recruitment is streamlined: only the essential information that directly pertains to your employment is transferred to official employee records. This approach strikes a balance, ensuring we have the necessary data for administrative and legal employment matters while continuing to prioritize and respect your privacy.
10. Your Rights Regarding Personal Information
MavTek acknowledges and respects your rights concerning your personal data, as outlined by Quebec's data protection laws and PIPEDA. As a candidate or an employee, you are entitled to:
Access: Request an overview of the personal data we have on file for you.
Rectification: Address any inaccuracies in your data, ensuring it's up-to-date.
Erasure: Under certain conditions, you can request the deletion of your personal information from our systems.
Objection: Challenge specific data processing activities if you have concerns.
Restriction: Under certain circumstances, you can ask us to temporarily suspend the processing of your data.
Data Portability: Access your data in a format that allows you to transfer or use it across different services or provide it to another entity.
While you provide consent for us to process your personal information during your application, remember that this consent can be withdrawn at any time. Should you have any queries or wish to exercise any of the above rights, please don't hesitate to get in touch with us at privacy@MavTek.com
11. Contacting MavTek About Your Data
12. Data Privacy Across Employment Spectrum
During recruitment, we collect and use candidate data for evaluation purposes. Upon employment, individuals will be subject to our internal privacy policies, which govern the use and sharing of personal information within the company and with external entities for necessary verifications and legal compliance, such as banks, CNESST, and Pay Equity. Our commitment is to safeguard your information throughout your journey with us, from candidate to employee.
13. Updates to the Privacy Notice
MavTek reserves the right to periodically review and amend this privacy notice. In the event of substantial changes, we will provide you with an updated version of this notice to keep you informed. Furthermore, we may occasionally communicate with you through other means to update you on any significant alterations concerning the processing of your personal information.