Personal Information Privacy Policy
The Ian Martin Group of Companies respects the privacy of our employees, our suppliers
and our clients and ensures that the personal information we collect about or on
behalf of the aforementioned remains secure and protected. In order to operate effectively
there are times where personal information must to be shared with an interested
third party. In such circumstances, The Ian Martin Group of Companies will not release
any personal information without first advising of its intended use and obtaining
the permission to do so from the affected individual.
Our policy is designed to meet or exceed the requirements of Canadian Federal and
Provincial privacy laws. We are committed to constant self-evaluation of our practices
and procedures and to maintaining the highest standard in this regard.
Privacy Officer
To confirm our commitment to privacy, The Ian Martin Group of Companies has appointed
a qualified member of our senior management team as the Privacy Officer. The Privacy
Officer is available to offer more information on our practices and policy, to ensure
compliance by everyone at The Ian Martin Group of Companies and to rectify any complaints.
The Privacy officer can be contacted by mail at 465 Morden Road, 2nd
Floor, Oakville ON L6K 3W6.
The Ian Martin Group of Companies Privacy Officer will review any new processes,
procedures or practices affecting the privacy of our employees, our suppliers and
our clients to ensure they are compliant with our Privacy Policy.
The Ian Martin Group of Companies Privacy Officer commits to being aware and knowledgeable
about any changes in the Canadian Provincial privacy legislation and to ensuring
The Ian Martin Group of Companies consistently meets or exceeds the Provincial privacy
requirements.
Information Protection, Identification and Consent
The Ian Martin Group of Companies maintains that it will identify the purpose(s)
for collecting personal information and inform the affected individuals of this
purpose. When the intended use for the collected information involves releasing
it to an interested third party, The Ian Martin Group of Companies will ensure the
individual grants consent before any information is released. Consent for these
purposes can be either explicit or implicit depending on the sensitivity of the
information. The Ian Martin Group of Companies will only collect information for
which there is an intended purpose. The collected information will only be used
for the purposes stated. Should the information be necessary for purposes other
than those stated separate consent would be obtained. This is true for all situations
but those where The Ian Martin Group of Companies has obtained general consent or
where required by law. All third party suppliers, vendors and clients to whom personal
information may be released have been carefully screened to ensure their Privacy
Policies meet or exceed the legislated requirements.
Security
- Only employees who need the information to perform a specific job (for example,
a placement representative or a customer service representative) are granted access
to personally identifying information.
- We have certain secure databases where we store data. We also may store your personal
information in paper document files in our offices.
- The processes of our business include sharing your personal information with others
to carry out our staffing services, that is, to try to find job matches for applicants
and fulfill staffing service requests of client companies.
- Our staff will ensure that all personal information, including but not limited to
the following:
- ARAs, application forms, time cards, resumes, interview notes, correspondence, payroll
records, personnel files, garnishee orders, credit reports, payroll stubs, T4’s,
Employment Equity information etc.
Collected from our own employees and from our applicants, candidates, contractors,
will be secured in locked filing cabinets. Access to this information will be based
on a “need to know” basis as prescribed by the requirements of their job function
only.
Cookies
A cookie is a small amount of data, which often includes an anonymous unique identifier
that is sent to your browser from a web site's computers and stored on your computer's
hard drive.
Each web site can send its own cookie to your browser if your browser's preferences
allow it, but (to protect your privacy) your browser only permits a web site to
access the cookies it has already sent to you, not the cookies sent to you by other
sites.
You can configure your browser to accept all cookies, reject all cookies, or notify
you when a cookie is set. (Each browser is different, so check the "Help" menu of
your browser to learn how to change your cookie preferences.)
Our site uses cookies to keep track of user sessions. We use cookies to deliver
content specific to your interests and for other purposes such as keeping track
of user navigation within the web site.
Retention and Safeguards
The Ian Martin Group of Companies has set mandatory retention timeframe limits based
on Provincial Employment and Labour Standards and will retain personal information
only as long as is outlined in the applicable legislation. Third party suppliers
have been instructed to follow the same guidelines. In addition, appropriate safeguards
relevant to the sensitivity of the information, while retained, will secure the
information.
Accuracy
The Ian Martin Group of Companies will make every effort to ensure personal information
remains current and is updated internally and with third party suppliers in a timely
manner. Individuals are expected to update The Ian Martin Group of Companies with
any changes to their personal information. The information will only be updated
when required for the intended, previously informed purposes.
Openness
The Privacy Policy as it is presented here is in its most thorough form. The Ian
Martin Group of Companies will provide any further information about its policy
or practices. To access this information please contact the Privacy officer by sending
a request in writing to the Privacy Officer at 465 Morden Road, 2nd Floor,
Oakville, Ontario L6K 3W6. The information will be released within 30 days of receipt
of the request.
Individual Access
The Ian Martin Group of Companies will release the personal information retained
by the organization to the individual that the information is about upon request,
along with the use and disclosure of any personal information.
Specific requests for information can be directed to the Privacy Officer at 465
Morden Road, 2nd Floor, Oakville, Ontario L6K 3W6. The information will
be released within 30 days of receipt of the request. Should The Ian Martin Group
of Companies not be able to comply with the request for a justifiable reason, that
reason will be given to the requestor.
The Ian Martin Group of Companies considers the following reasons justifiable reasons
to refuse access to personal information.
- Solicitor-client privilege
- Litigation privilege
- Security and ongoing fraud investigations
- Proprietary or trade secret information
- Sensitive medical information that could be obtained through other means
- Requests that would prove prohibitively costly to provide
- Requests that could reasonably be expected to threaten the life or security of another
individual
This list is not exhaustive and other reasons may be considered justifiable.
Challenging Compliance
Individuals of whom The Ian Martin Group of Companies holds personal information
have the right to file a challenge about the company’s compliance with Privacy legislation.
The Ian Martin Group of Companies will consider all requests serious and will investigate
any complaints thoroughly. To make a challenge please send all relevant details
and specifics to The Ian Martin Group of Companies Privacy officer at 465 Morden
Road, 2nd Floor, Oakville ON L6K 3W6.
Contact Us
If you have any questions about this Privacy Statement and our website, you can contact
Loree Bennett at bennett@ianmartin.com.
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