PolicyMedical’s Privacy Commitment and Accountability
At PolicyMedical, we are committed to protecting the privacy of personal information that you give to us. This document is to inform you of how we, at PolicyMedical, collect, use and disclose your personal information for lead generation and recruitment activities. PolicyMedical is accountable for the personal information you have supplied to us. Our employees and Associates are informed about the importance of privacy and each is responsible for the personal information within his or her control. Our Privacy Officer is responsible for coordinating our compliance with both federal and provincial privacy laws.
Your Personal Information
Generally, personal information is any piece of information, factual or subjective, about an identifiable individual. Some examples of the types of personal information that may be held by PolicyMedical include your name, address, date of birth, contact details, qualifications, education, work history, skills, aptitudes, résumé, salary/benefit information, information derived from background checks, such as criminal and credit record, banking details, driver’s licence number and information about your hobbies and interests. It will also include information we derive from telephone or electronic conversations, and from the administration of skills, personality or aptitude testing.
Purposes for Which We Collect Personal Information
PolicyMedical provides policy management services that respond to the needs of its clients (“Clients”) by helping to place the right solution in the right organization. Personal Information supplied by you is used by us to consider and evaluate your qualifications for either permanent or temporary employment with PolicyMedical, or to assess your interest as a potential client. For individuals who are hired by PolicyMedical, we also collect information to provide payroll services. Finally, we collect information about you and your beneficiaries, as required to enroll in our benefits programs. We collect only what we need for those purposes.
How We Collect Personal Information
PolicyMedical collects your personal information, for the identified purposes, in a number of ways as follows. When you provide information by phone or in documents such as an application form or a resume; this may be via e-mail or delivery of hard copy of such information. Through interviews with you in person or by telephone. By contacting the individuals that you have nominated as your references (“Referees”). Then also through the administration and assessment of the results of aptitude tests and the interpretation of the results of such tests. We may also collect Web Site visitors’ contact information (like their name and e-mail addresses).
We seek and confirm your consent to use your personal information as set out above at the time we first collect your personal information. If you subsequently supply further personal information, it is assumed the consent we originally received is applicable to personal information supplied at a later time, provided the purposes are the same as have been identified in this document or by a PolicyMedical representative. Consent may be expressed (in writing or verbally), or it may be implied, such as when you send us unsolicited personal information, in paper copy or electronically. Your consent can be withdrawn if you notify our Privacy Office in writing.
If you send us unsolicited personal information, your consent will be presumed and you do not need to do or send us anything. If you do not wish to have your personal information used for a particular purpose or you do not wish to receive mailings, you can e-mail us to notify us of your wishes.
You Can Access Your Personal Information
You have a right to access the personal information that we retain about you, subject to some exceptions provided by law, how we use it and to whom it has been disclosed. If you would like to do so, please let us know. For security reasons, you will be required to put your request in writing. Further, you may be charged a small administrative fee for searching for and providing access to your information (we will advise you of the fee at the time of your request). You should address any request for access to our Privacy Office.
We will take appropriate measures to ensure that personal information you have supplied is stored securely, whether in electronic form or otherwise. Unfortunately, no data transmission over the Internet can be guaranteed as totally secure. Accordingly, although PolicyMedical strives to protect such information, PolicyMedical cannot ensure or warrant the security of any information you transmit to us or from our online products or services and you do so at your own risk. Once we receive your transmission, we will take reasonable steps to preserve the security of this information in our own systems. If you have a login name and/or password for use in conjunction with this web site, you are entirely responsible for the maintenance of the confidentiality of that login name and/or password. Furthermore, you are entirely responsible for any and all activities that occur under your login name. You agree to immediately notify PolicyMedical of any unauthorized use of your login name and/or password or any other breach of security known to you.
We rely upon you to notify us of any changes in your personal information that you consider important, in order that we can keep your personal information up to date. Where we determine that your personal information is no longer required for any purpose we have identified to you, we will take reasonable steps to ensure that it is disposed of in a secure manner or rendered anonymous. Some personal information must be retained for specific periods to comply with various laws.
You have the right to complain to us if you feel we have collected, used, or disclosed your personal information in an improper way. You may do so by lodging a complaint in writing with our Privacy Office, and you will be entitled to a response within 30 days. If you feel further action is required to address your complaint, you may seek the involvement of the Privacy Commission in Ottawa.
How to Contact Us
We also will, upon request, make available specific information about our privacy policies, practices and procedures. You can raise concerns and initiate the steps to gain access to your personal information by writing to our Privacy Office, at:
28 Fulton Way, Unit 2
Richmond Hill, Ontario