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Maizis & Miller Consultants has developed a privacy policy to comply with the new privacy legislation known as the Personal Information Protection and Electronic Documents Act (PIPEDA) which came into effect on January 1, 2004. This document is intended to ensure that Maizis & Miller Consultants is in full compliance with this new legislation by explaining the following:
Maizis & Miller Consultants respects the privacy of each and every individual who contacts us with the intent of securing employment. Our respect for their privacy carries over into every aspect of our business operations. Although we have always had an unspoken commitment to protecting the personal information of any candidate that contacts our organization, it has become imperative due to the PIPEDA that we outline these responsibilities to better clarify our obligations. Your personal information is only collected, used and disclosed to prospective clients by the staffing representatives at Maizis & Miller Consultants and only with your consent as applicable under this privacy legislation.
What personal information will be collected?
Maizis & Miller Consultants requires all candidates who register with us to complete an application form that requires some detailed personal information. On this form you will be asked for your full name, home address, phone number, social insurance number, educational background, salary requirements, email address, current salary, cell phone number, reference names and their contact information. There are also areas, which include space for personal strengths, areas of expertise, shift availability and job area preferences, these areas are optional and may be filled out to your level of comfort. During the interview process you will also be required to give accurate information specific to your previous job functions as well as the reason or reasons why you left your employment, to whom you reported as well as their name, title and contact information. Finally you may be asked behavioural and performance based questions, specifically related to your past experience and how you performed in certain situations which will relate to the characteristics required for the position you are being interviewed for.
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Why is this information collected?
You are asked to provide the above mentioned information in order to assist Maizis & Miller Consultants in making the best fit possible in the placement process to the benefit of both our candidates and clients. In addition to the above-mentioned information, which is collected on our applications, candidates may also be asked for further information as the application process progresses during your interview. This information may include:
- Any interview notes – either phone, initial contact or face to face
- Information obtained through our reference and/or authorized background checks
- Criminal background checks
- Education certificates & degrees
- Reference letters
- Skill testing results
- Any additional information as provided by the candidate
For Temporary or Temporary to Permanent staffing arrangements, we may also require the following documentation:
- Information required for payroll department – including banking details and Social Insurance Number (S.I.N)
We will use the provided information to:
- Determine your qualifications, needs and preferences
- Find the best possible fit in a job opportunity, which will result in the greatest level of job satisfaction
- Fulfill our clients needs and requests for information about your experience and credentials.
- Provide appropriate direction in interviewing techniques and tips
- Assess and develop our application processes and techniques to better serve you and future job seekers, as well as our clients
- Provide payroll, WSIB, deductions and other possible HR functions to you, during temporary staffing provisions
Maizis & Miller Consultants will only collect the necessary personal information from a candidate to fulfill these purposes, unless there is a specific request from a client for additional information and consent is obtained from the candidate.
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Where is this information stored?
All documentation received from the candidate is retained within the initial application folder. This folder then becomes the candidate's file, and any further information added to this folder will be as a result of future placements done by Maizis & Miller Consultants. Once this data is collected, the application forms are stored in a secure filing cabinet with restricted access by only the members of our staffing team, payroll department and senior management. All other electronic documentation is retained on our network and internal database.
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How is this information kept secure?
Electronically obtained information such as resumes and/or education certificates etc, is embedded in our database and backed up on a nightly basis. Our database is profile and password secured, and all activity in our database is recorded to ensure accountability. All resumes added to our database are modified by removing personal information and then password protected to ensure your privacy prior to submission to our clients.
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Who has access to this information?
Initially all candidates of Maizis & Miller Consultants are contacted by one of our Staffing Specialists. This individual is responsible for your information throughout the preliminary stages of your application. Once you have been taken through the first registration process, your resume will be entered in our database for use by all internal Staffing Specialists. Our Staffing Specialists are provided with individual logons plus secure passwords and only then have access to our candidate database with restricted levels of access. All levels of senior management plus the payroll department will also have unrestricted access to your file and personal information. Modified resumes will only be presented to our clients with the expressed consent of both the candidate and their Staffing Specialist.
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When will this information be disposed of?
Personal information of any candidate will be kept in our database until it is deemed necessary to purge or a specific request in writing to our Privacy Officer for this information to be discarded.
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Have you consented?
By providing us with your personal information and having read and signed the privacy policy, you have consented to the collection, use and disclosure of your personal information as specified herein.
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Contact information for the Privacy Officer at Maizis & Miller Consultants
Sue Wood
Privacy Policy Officer
5405 Eglinton Ave West Suite 109
Etobicoke, ON
M9C 5K6
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