DMC - PRIVACY POLICY

DMC Recruitment Group Ltd. places protecting the privacy and confidentiality of our candidates, clients, reference providers and assessment parties as our top priority.

DMC Recruitment is a recruitment business placing top talent for our clients’ organizations. Successful applicants may become employees of our clients or become employees of DMC Recruitment providing permanent, contract or temporary solutions to our clients’ organizations.

In order to assess the suitability of candidates for the potential positions on which we are engaged by employers to fill, DMC Recruitment Group will need to collect relevant information about the candidate. We will not collect information that is not applicable to the appropriate employment search.

Personal information is not used or disclosed for any purpose other than for the use in which it was collected, except with the given consent of the individual or as required by law.

Upon request, any individual will be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information at their request.

Further information and requests for access to personal information can be directed to DMC Recruitment Group’s Partnership Team at [email protected].

1) Why do we collect personal information?

We require the collection of personal information from our candidates to apply their candidacy to the most appropriate and applicable position within our employment opportunities. We avoid collecting information that is not relevant to the employment search or available opportunities.

In addition to positions with our clients we may also employ applicants as DMC Recruitment Group employees and will need personal information to properly administer payroll, benefits and compensation details.

2) What types of personal information does DMC Recruitment Group collect?

Collected From and About Candidates Candidates are asked to provide:

o a current resume, complete with home address, telephone number and employment history
o a list of employment references we may contact
o any personal information that may impact the candidate’s availability or suitability for work

Applicants may also be asked to undergo testing of their skills. Test results are immediately available to the applicant and are added to the candidate’s file within DMC Recruitment Group and may be shared with our clients at the discretion of the candidate.

There may be occasions where a credit or criminal record check may be requested from the candidate based on the credentials and requirements of the position applied for. We will never pursue the collection of this information without the written consent of the candidate.

Other information that candidates will or may have attached to their files is outlined below:

o references
o proof of education, professional status and/or designation
o record of communications with the applicant or with client firms, if related to the applicant’s employment search
o interview assessments
o verification of any or all of the information contained in the resume
o offer of employment and/or employment contract
o record of presentations, interviews and hires conducted by or through DMC Recruitment Group


Collected From and About Employees
Employees of DMC Recruitment Group are will be asked to provide:

o their full name, home address and telephone number
o their Social Insurance Number
o their date of birth
o income tax information relevant to payroll processing
o bank information, if being paid by direct deposit
o emergency contact information

If the employee is eligible for health or other company benefits, he or she will be asked to provide information required by the external party providing the benefits, such as:

o marital status
o dependant information
o smoking / drug history (if required)
o health history (to the degree required)

DMC Recruitment Group will add to the employee’s file any or all of the following:

o payroll records
o attendance and punctuality records
o employment reviews
o official correspondence
o disciplinary actions taken, if applicable

3) How does DMC Recruitment Group record and save collected personal information?

All personal information pertaining to applicants is recorded and stored in DMC Recruitment Group’s computerized database and CRM system. This database is accessible only to current and active DMC Recruitment Group employees and Partners.

Personal information pertaining to employees is recorded and stored in DMC Recruitment Group’s computerized accounting database held in confidence with a third part accounting firm. The accounting database is accessible only to the third part accounting firm and DMC Recruitment Group’s team. It is password-protected against access by any other DMC Recruitment employee or any other third party.

The DMC IT environment is protected from outside intrusion through the use of a variety of measures (tools, software and processes) including perimeter security, wireless security, workstation security, network security, email and office 365 security.

Most personal information will be contained electronically and will be stored and protected as addressed above. Should there be details or personal information recorded on paper these files will be retained in a secure location within each employee’s office and will be scanned and transferred into an electronic file to be transcribed and entered into the secure database in a cloud location where in the event of computer failure the files are still secure and protected.
4) When will the collected information that DMC Recruitment Group has obtained be disclosed?
Personal information is never shared with outside parties for any purpose other than with the intention of obtaining employment for our applicants, except when disclosure of the information is required by law or when the candidate has asked us to disclose the information.

Clients will also be regulated to follow DMC Recruitment Group’s privacy standards before resumes and other personal data will be released to them.

Personal information is not submitted to a prospective employer without the prior approval of the candidate.
5) How long is personal information retained by DMC Recruitment Group? Employee records are retained for at least 7 years, as required by law.

Information about applicants is retained for as long as we anticipate finding suitable employment for those candidates or for as long as we anticipate that candidates may wish to reactivate their files.
Most frequently, the successful placement of candidates does not terminate our relationship with them. DMC Recruitment Group will maintain relationships with the successfully placed candidates and over time should their employment status change due to change in economy, organization restructuring, change in industry or interest for new challenges, candidates may choose to return to DMC recruitment Group for additional employment search opportunities.

Once DMC Recruitment Group believes the working relationship with a candidate has been completed, the candidate’s records are destroyed. Computer files are purged from the system and, if there is any remaining paper file, it is shredded.

Candidates may request the destruction of their personal records at any time.

6) How can applicants and employees access their personal information held by DMC Recruitment Group?

Upon request, any individual will be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information at any time.

Written requests for access should be forwarded to the Privacy Officer by emailing [email protected]. Access will be given within 30 days of receipt of the written request.

Please note that not all personal information can be accessed by an applicant. Where references obtained from prior employers and notes recorded by personnel consultants contain the personal opinions of the employers or consultants, those personal opinions are protected by the Privacy Act. Information falling into this category will be removed from the files prior to viewing by the applicant, unless the providers of the opinions provide explicit permission to share their views with the applicant.

7) Please assist us with maintaining your privacy. It is important to not include unsolicited personal information on a resume or application when it is not relevant to a job search. For instance, prospective employers have no right to know the age, sex, race, marital status or social insurance number of a candidate.

When we notice that this has been included within an application, we will ask to have it removed before the application is processed and before information is recorded.

Should there be a client or DMC Recruitment Group consultant requesting information from a candidate that is not necessary or relevant to the application or employment opportunity we ask that all candidates refrain from submitting this information and contact our Privacy Officer at [email protected]

Also, if you should ever feel that our client or consultant is requesting information that is not reasonably necessary or relevant, please refrain from providing that information and inform our Privacy Officer as soon as possible.