Privacy Policy

 

We at Your Multilingual Staff, here after referred to as YMS, are committed to protecting the privacy of personal information that you give to us.  This document is to inform you of how we at YMS collect use and disclose your personal information for our recruitment of temporary, contract and permanent staffing business.  YSM 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 YMS includes your name, address, date of birth, contact details, qualifications, education, work history, skills, aptitudes, resume, salary/benefit information, information derived from background checks such as criminal and credit records, banking details, driver’s license number and information about your hobbies and interests.  It will also include information we derive about you through the administration of skills, personality or aptitude testing.

 

Purposes for which we collect personal information

YMS provides permanent recruitment services that respond to the needs of both employers (“Clients”) and applicants by helping to place the right person in the right position.  Personal information supplied by you is used by us to consider and evaluate your qualifications for either permanent or temporary employment with YMS or one of our Clients.  For individuals who are hired by YMS, and for temporary staffing arrangements, we also collect information about you and your beneficiaries as required to enroll in our benefits programs. 

 

How we collect personal information

  • YMS collects your personal information for the identified purposes in a number of ways, including:
  • When you provide information by phone or in writing, such as in 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”);
  • From Clients to whom services are supplied as part of our temporary staffing business;
  • Through the administration and assessment of the results of any aptitude tests and the interpretation of the results of such tests.

 

How we use your personal information

YMS employees and Associates (as defined below) will use personal information about you to assess your suitability for permanent or temporary positions with YMS or its Clients.

 

We will disclose your personal information to Clients for the purposes of attempting to recruit you to specific positions that we feel you may be suited to and/or for supplying your services to Clients as a temporary field staff worker.  The personal information disclosed to Clients will be all the personal information required to make an informed decision.

 

We may also disclose your personal information to the following parties outside of YMS:

Organizations that provide essential services to YMS such as organizations to whom certain business functions or processes may be outsourced, or to other temporary staffing companies, where we are working on a joint staffing project.  We will endeavour to ensure that any such organizations will protect the personal information we supply to them in keeping with privacy laws;

 

  • Your referees in making enquiries;
  • Your financial institution and others relating to your remuneration and benefits;
  • Government bodies or law enforcement agencies as required/authorized by law;
  • YMS ‘s related companies and any companies involved in a corporate or business reorganization by YMS;
  • Associates of YMS (meaning separate legal entities who supply for YMS the same services as are provided by staffing consultants employed by YMS);
  • Organizations and government agencies that provide background checks, including credit, criminal and education background checks;
  • Any other person or organization not referred to above where you have given us specific consent to share your personal information with such person or organization.

 

Consent

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 an YMS 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 have received this form in hard copy, we will ask you to sign one copy signifying your consent.  If you receive this via e-mail, as a reply to the receipt of unsolicited personal information, your consent will be presumed and you do not need to return anything.

 

You can access your personal information

Subject to some exceptions provided by law, you have a right to access the personal information that we retain about you, how we use it and to whom it has been disclosed.  If you would like to take advantage of this right, 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.

 

Safeguarding information

We will take appropriate measures to ensure that personal information you have supplied is stored securely, whether in electronic form or otherwise.

 

Information retention

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.

 

Concerns

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:  Privacy Officer, Your Multilingual Staff 101, 1847 West Broadway, Vancouver BC V6J 1Y6.