Canadian Recruitment Privacy Statement
Your privacy is important to us. This statement (the “Privacy Statement”) aims at informing you of how Information Services Corporation (“ISC”) and related entities will use the information you submit when applying for a job via the ISC website ("Job Application Data"). This may also include third parties who may be working with ISC for the purposes of evaluating candidates for employment opportunities or who administer our website or otherwise assist with our online recruiting process (such as internet service providers).
This Privacy Statement covers any Job Application Data you submit, such as: name, address, email address, telephone number, or other contact information; information contained in your resume or cover letter, such as previous work experience, education, or other information you provide for our consideration; type of employment sought, desired salary, willingness to relocate, or other job preferences, names and contact information for references, and data provided to us by those references.
It is your responsibility to obtain consent from references before providing their personal information to us. For the avoidance of doubt, ISC does not wish to receive any confidential or proprietary (or patented) information which you have received from your previous employers.
ISC will not supply any Job Application Data to any third party other than those identified above without your express authorization. ISC recognizes that certain laws may require stricter standards than those described in the present Privacy Statement. ISC will handle Job Application Data in accordance with local law applicable at the place where the Job Application Data are processed. Where applicable local law provides less protection than that established by this Privacy Statement, ISC will handle your Job Application Data in accordance with the present Privacy Statement.
Providing your Job Application Data is voluntary. However, if you choose not to provide all of the data that is requested for your application, our ability to consider you as a candidate may be limited. The Job Application Data you provide will be used to assess your application for employment at ISC (or any affiliated ISC entity), to verify your information and conduct reference checks, and to communicate with you and inform you of further career opportunities. If you accept employment with ISC (or an affiliated ISC entity), the information collected will become part of your employment record and will be used for employment purposes.
By accepting the terms of this Privacy Statement, you expressly agree and consent to the collection, transfer, processing, use or disclosure of your personal information (including to the transfer of your Job Application Data worldwide) as outlined in this Privacy Statement.
Irish Recruitment Privacy Statement
Enterprise Registry Solutions Limited (“ERS,” “we”, “our” or “us”) is an Irish company (Company Number: 358857) that specialises in business and corporate registry solutions. This candidate privacy notice (“Notice”) informs you of how ERS collects and uses information about you when considering you for a job with us.
What kinds of personal information do we collect and process?
We collect and use the following personal information about you when we consider you for a job with us:
- Personal details and contact information: This includes information such as name, home address, phone number, email address and nationality (where required). If voluntarily disclosed, we may also collect information about your disability status and information relating to accommodations that you may request during the recruiting process based upon your explicit consent.
- Recruitment information: This includes information you provided during the application process and your online application such as opportunity applied for, desired salary, job preferences, willingness to relocate, whether you are applying pursuant to a referral from an existing employee, CVs, names and contact information for references, education and employment background, transcripts, date of hire, right to work and work permit or visa information, technical skills, professional qualifications, language capabilities and other relevant skills and whether you are subject to restrictive covenant or other prior employer obligations, current and past compensation and any other information you provide.
- Publicly available information: such as contact information, your education and work experience, including information that is publicly available via online professional media, so far as it is relevant to consider you for career opportunities.
- Assessment details: If we ask you to attend for interview, either in person or by phone or video, we may generate information about you such as assessments or interview notes.
- Offer related information: If we prepare an offer to you, we process your civil status, nationality, photograph, citizen service number, ID card or passport details, declaration of employment status, work permit details, gender, terms of employment, tax details, payment details, insurance details, location and organizations.
In some circumstances, we obtain some of this information indirectly from third parties such as recruitment agencies, referees, public sources e.g. such as online professional media LinkedIn and from universities or colleges.
Where collecting your personal data is mandatory (either under applicable law or in accordance with a contractual requirement), this will be made clear at the time of collection of the personal data. If you choose not to provide the mandatorily required personal data, this might affect your application.
How do we use this information?
We collect and use the above information for the purpose of processing applications and assessing the suitability of candidates for employment with us. This includes reviewing and replying to your application, verifying the information you provided, checking references, assessing your suitability for the relevant opportunity (or, in some cases, other opportunities) with us and, if you are successful, preparing an offer letter.
Unless you object, we also keep this information as part of our talent database for a period of 12 months after the position has been filled so that we can contact you about current and future open positions we have. You can object to this storing of your information by contacting us.
We do all this based upon our legitimate business interests in hiring suitable, trustworthy and talented candidates based upon correct and verified information, seeking assurances from previous employers and referees as to candidates’ work performance and reliability, and maintaining a talent database for future opportunities.
We also use the information as necessary to prepare and enter into an employment contract with you and to fulfil legal or regulatory requirements if necessary. We do this based upon our legitimate interests in doing so as well as where required by Irish or EU law. For example, if we make a conditional offer of employment, we may be required to confirm the identity of our personnel, their right to work in a particular country under immigration and employment rules and their fitness and probity for the role as well as that they are not on any global exclusion or sanction lists.
Sharing of Personal information
We do not share your personal information except in the limited circumstances described below:
With ERS personnel and our affiliates: We share your personal information internally with individuals involved in the hiring process and with other ERS group affiliates. For example, information is transferred to our parent company, Information Services Corporation (ISC) and also to our affiliate ESC Corporate Services, both located in Canada.
For external processing: We transfer your information to our third party service providers who process it in accordance with our instructions and in compliance with this Notice. These include, for example, service providers who provide pre-employment screening services to us and other third party service providers who provide services on our behalf such as recruitment agencies, vendors facilitating interview travel booking and expenses, immigration and employment lawyers and consultants, pre-employment screening services and our applicant tracking system provider.
- For legal reasons or to prevent harm: We may also share your personal information with regulatory bodies and law enforcement bodies (where we are required to do so to comply with a relevant legal and regulatory obligation); to assert legal rights or defend against legal claims; or to prevent, detect, or investigate illegal activity, fraud, abuse, violations of our agreements or policies, or threats to the security of our systems or services or to the physical safety of any person.
- In a business transfer or sale: As is typical of a business, we may buy or sell assets. In such transactions, personal information is generally one of the transferred business assets. Accordingly, if we still hold your personal information at that time, your personal information may also be disclosed, where permitted by applicable law, in connection with a corporate restructuring, sale, or assignment of assets, merger, divestiture, or other changes of our control or financial status including in connection with due diligence undertaken in such regard.
When you use third-party apps, websites or other products integrated with our systems to apply for a role, they may collect information about you subject to their own terms and privacy policies.
If you share information with recruitment agencies, they potentially may use your information in connection with roles with other companies. You should check the privacy notice of any recruitment agency you interact with to find out how they handle and use your personal information.
Transfer of Personal information
Your personal information may be transferred, and stored in countries, outside of the European Economic Area (“EEA”), United Kingdom or Switzerland for the purposes set out in this Notice.
For example, personal information may be shared with our parent company, Information Services Corporation (ISC), and our affiliate ESC Corporate Services, both located in Canada. Personal information may also be transferred to our vendors outside the EEA, UK or Switzerland.
Some countries may not provide an adequate level of protection in relation to processing your personal information. In such cases, ERS relies on standard contractual clauses to make the transfers. A copy of these clauses is available upon request.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment with us and for an extended period of time to comply with our legal obligations (for example, if we are required to retain your personal information to comply with applicable tax/revenue/employment laws) and accounting and reporting requirements, to resolve disputes and to enforce our agreements. We will provide you with more information in this regard in our Privacy and Personal Data Protection Policy.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for a period of 12 months so that we can comply with our legal obligations and resolve disputes or, unless you object now or later, so we can contact you about current and future open positions with us.
You have certain rights as a data subject in relation to your information. While some of these rights are general and unrestricted, other rights only apply in certain circumstances.
Your rights include:
- access – you are entitled to obtain a copy of the personal information which we hold about you and certain additional details regarding how we process your personal information.
- rectification – you can request rectification of your personal information if it is inaccurate or incomplete.
- restriction – you can restrict our use of your personal information.
- deletion – you are entitled to request that we erase your personal information.
- objection – you can object to the processing of your personal information where our legal basis for processing your data is our legitimate interests.
- portability – you can request a copy of personal information you provided to us to be transferred.
- withdraw consent – where you have previously provided your consent, you have the right to withdraw consent at any time. However, this will not affect the lawfulness of the processing based on consent before its withdrawal.
These rights may be restricted in certain circumstances such as, for instance, where they may be needed to comply with our legal obligations or for the establishment, defence or exercise of legal claims.
You can exercise these rights by contacting us at firstname.lastname@example.org.
In circumstances where you are not satisfied with our use of your personal information or you are not satisfied with how we have responded to your request to exercise your rights, you have the right to lodge a complaint with the Office of the Data Protection Commission here.
Questions about privacy or the personal data we hold about you may be sent to us by email or made in writing at the address below.
Level 2, Plaza 4, Custom House Plaza,
Harbourmaster Place, IFSC
Dublin 1, Ireland
(+353) 1 791-7830
This Notice may be updated from time to time. If we make changes that are material we will notify you either by prominently posting a notice of such changes before they take effect or by directly sending you a notification.