Candidate privacy notice

1. About this notice

This candidate privacy notice explains how Corpshore Canada, the Canadian operation of Corpshore Solutions Corporation, handles the personal information of people who apply for a role with us, express interest in future roles, or join our talent community. It supplements our general privacy policy and should be read with it. Our head office is at The Exchange Tower, 130 King Street West, Suite 1900, Toronto, Ontario M5X 2A2, Canada, and our Privacy Officer can be reached at privacy@corpshore.ca.

1a. Who is responsible

Corpshore Canada is the Canadian operation of Corpshore Solutions Corporation, and it is the organisation accountable for the candidate personal information collected through this site. Our Privacy Officer is accountable for our compliance with this notice and with applicable privacy law, and is the point of contact for any question or request. Recruitment for a given role may be carried out together with the relevant part of the Corpshore group, under consistent governance, but the accountability for the information described here rests with the Canadian operation.

2. The personal information we collect about candidates

When you apply or join our talent community, we collect the information you provide, which typically includes: your name and contact details; your city, province and country; your right-to-work or work-authorisation status in Canada; the languages you speak and your proficiency, including English and French; your work experience, current or most recent role and employer; your education and qualifications; your availability, salary expectation and preferred work mode; your resume and any documents, portfolio links or covering letter you provide; how you heard about us; and your answers to the application questions. Where a role requires it and the law permits, we may collect additional information later in the process, such as references and the results of background checks, and we will tell you before we do so.

We do not ask you to provide sensitive information such as health, religion or political opinion as part of an application, and we ask that you do not include it in free-text fields unless it is necessary. Where employment-standards or human-rights law requires us to collect specific information, for example to support an accommodation you request, we collect only what is needed for that purpose.

3. How we use candidate personal information

We use candidate personal information to assess your suitability for a role, to communicate with you about your application, to arrange and conduct interviews, to make and document hiring decisions, to operate our talent community where you have asked to join it, to meet our obligations under employment-standards, human-rights, occupational-health-and-safety and pay-transparency law, and to establish, exercise or defend legal claims. Where you consent, we keep your details on file to consider you for future roles.

During recruitment we also generate our own records about your application, such as interview notes, assessment scores against the requirements of the role, and the reasons for a decision. We treat these as part of your candidate record, we keep them factual and relevant, and they are subject to the same access, correction and retention rules as the information you give us.

3a. References, verification and background checks

Later in a process, and only where a role requires it, we may verify the information you have given us, contact the references you provide, and, where the law permits and the role justifies it, arrange background checks such as confirmation of qualifications or, for certain roles, a criminal-record check. We tell you before we do any of this, we collect only what is proportionate to the role, and, where your consent is required, we obtain it. We do not ask for or use information the law does not allow us to consider in a hiring decision.

4. Consent

We collect and use your personal information for recruitment with your consent. When you apply, we record the exact wording and version of the consent you agree to, together with a timestamp, so that we can demonstrate the consent you gave. You may withdraw your consent at any time by contacting our Privacy Officer, subject to any information we must keep to meet a legal obligation or to defend a legal claim. Withdrawing consent may mean we can no longer consider you for a role.

5. Automated processing

We do not make hiring decisions based solely on automated processing. Tools may help our recruiters organise and search applications, but a person reviews your application and makes the decision. If we ever introduce a system that would decide an outcome about you based only on automated processing, we will tell you, explain the main factors, and offer you a way to ask for a review by a person, as Quebec Law 25 requires.

6. Who we share candidate information with

We hold candidate records in Zoho Recruit, operated by Zoho Corporation, which processes them on our behalf under contractual terms that require appropriate security and confidentiality. We may share your information within the Corpshore group where a role or a shared recruitment function requires it, with a client where you are being considered for a role connected to that client and you have been told, and with providers who help us run recruitment, such as background-check providers where the law permits and you have been informed. We disclose candidate information where the law requires it. We do not sell candidate information.

7. Cross-border processing

Some of the providers that support our recruitment, including Zoho, may store or process candidate information outside Canada, including in the United States and other countries. While your information is in another country it may be accessible to the authorities of that country under their laws. We remain accountable for the information and use contractual and technical safeguards to require a comparable level of protection. Our data governance and cross-border transfers notice explains this.

8. Employment standards and fair treatment

We recruit in accordance with the employment-standards and human-rights law of the province in which a role is based, including Ontario's Employment Standards Act and Human Rights Code, Quebec's Act respecting labour standards administered by the Commission des normes de l'equite de la sante et de la securite du travail (CNESST), and Alberta's Employment Standards Code and Human Rights Act. Where Ontario's pay-transparency requirements apply to a posting, we follow them, including publishing expected compensation information where the law requires it and not asking about your compensation history where that is restricted. We are committed to a recruitment process that is free of discrimination and that provides accommodation to the point of undue hardship for candidates who request it.

If you need an accommodation at any stage of the recruitment process, for example an accessible format, additional time or an adjustment to an assessment, tell us and we will work with you to provide it. We collect only the information needed to arrange the accommodation, we use it only for that purpose, and we handle it as sensitive information under our privacy policy.

8a. Bilingual recruitment

We recruit in both English and Canadian French. For roles connected to Quebec we communicate with you in French where you wish, and our French language policy explains how we treat language requirements. Where a role genuinely requires a specific language, we identify and justify that requirement rather than applying it by default.

9. How long we keep candidate information

We keep the application records of candidates we do not hire for twenty-four months after the recruitment decision, so that we can consider you for similar roles, respond to any question about the process, and defend any claim, unless you ask us to remove your information sooner. Where you have asked to join our talent community, we keep your information until you ask us to remove you, and we review it at least every twenty-four months for continued relevance. Where you are hired, your information becomes part of your employment record and is governed by the retention rules that apply to employee records. Records of the consent you gave are kept for three years after the consent is withdrawn or the relationship ends.

9a. Information you provide about other people

If you give us information about another person, for example a referee, you confirm that you are entitled to provide it and that you have told that person their details may be shared with us and used to support your application. We use a referee's details only to contact them about your application and we keep them only as long as we keep your related candidate record.

10. Your rights

You have the right to access the personal information we hold about you as a candidate and to ask us to correct it if it is inaccurate or incomplete. To make a request, contact our Privacy Officer at privacy@corpshore.ca. We verify your identity, respond within thirty days or the shorter period Quebec law requires, and explain any information we cannot provide. Where we make a decision about you based on your personal information, you may ask about the information we used. You may also withdraw your consent as described above, and you can help us keep your information accurate by letting us know when your details change.

10a. Security of candidate information

We protect candidate information with the same safeguards we apply across our systems, including encryption in transit, access on a least-privilege and need-to-know basis, authentication controls, and logging and monitoring. Access to candidate records in Zoho Recruit is limited to the people involved in recruitment who need it for their role. If a breach of our security safeguards affecting candidate information created a real risk of significant harm, we would notify you and the appropriate authority as the law requires, as our privacy policy describes.

11. Complaints

If you have a concern about how we have handled your personal information as a candidate, please raise it with our Privacy Officer first. You may also complain to the Office of the Privacy Commissioner of Canada, to the Commission d'acces a l'information du Quebec if you are in Quebec, or to the Office of the Information and Privacy Commissioner of Alberta or British Columbia if that province's law applies to you. Raising a concern will not affect how we treat your application, and we do not penalise anyone for exercising their privacy rights.

12. Changes to this notice

We may update this notice as our recruitment practices, providers or legal obligations change. The date at the top of this page shows when it was last revised. Please review it when you apply, and read it together with our general privacy policy and our data governance and cross-border transfers notice, which give the fuller picture of how we handle personal information and where it flows. If any material change affects how we handle your candidate information, we will make the updated notice available on this page.