Our Privacy Policy
Procom Consultants Group Ltd. and its subsidiaries, affiliates and related entities (“Procom”, “us” or “we”) respect your privacy and are committed to protecting it.
This Privacy Policy (this “Policy”) describes how we process your personal information (inclusive of collection, storage, protection, use, disclosure, and disposal), and what choices you have with respect to that information.
“Personal Information” is recorded information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person. Personal information does not include business contact information, which comprises information such as your name, professional title, or business email or phone number, when this information is used in connection with your employment, business or profession.
This Policy applies to any and all Personal Information we process when:
- you visit any of our websites;
- you use our online or mobile applications;
- we provide or administer services to you;
- you are engaged as either a temporary worker or independent contractor and assigned to one of our clients; or,
- you provide your Personal Information to us in any other way
We will only use your personal information in accordance with this Policy, as otherwise required by applicable law, or with your consent.
We take steps to ensure that the Personal Information that we collect about you is adequate, relevant, not excessive, and used for limited purposes in accordance with the following Privacy:
| Accountability | We have documented policies and practices to protect personal information in our control and custody under the oversight of our Privacy Officer |
| Identifying Purposes | We tell you why we are collecting your personal information and how we intend to use that information when we collect it from you, and we don’t use your personal information for any unidentified purpose |
| Consent | We obtain meaningful and appropriate consent to collect and use your personal information by ensuring you understand the nature, purpose and consequences of the collection, use and disclosure of your personal information |
| Limiting Collection | We are honest about our reasons for collecting your personal information and only collect the information we need to fulfil our identified purpose using fair and lawful means |
| Limiting Use, Disclosure, and Retention | We only use or disclose your personal information for the purposes identified when we collect it, and we have guidelines and procedures in place for retaining and destroying your information securely |
| Accuracy | We have procedures in place to ensure that the personal information we process is accurate, complete and up-to-date |
| Safeguards | We have implemented security protocols to protect your personal information against loss, theft or any unauthorized access, disclosure, use, copying or modification |
| Openness | We inform you of our policies and practices for processing your personal information through this Policy |
| Individual Access | We respect your right to access the personal information that we hold about you and have processes in place for you to request access to and/or correction of that information |
| Challenging Compliance | We have procedures in place to respond to and address privacy complaints clearly and promptly |
HR Technologies
We use a variety of technology tools and systems are part of goal of offering a seamless experience of our candidates, contractors and clients.
Our recruiting staff use AI and traditional keyword search technologies to provide job and candidate recommendations by comparing candidate preferences to available positions and candidate skills to job requirements. The use of these tools help us ensure that we are promoting the right roles to our candidates by providing immediate and informed candidate recommendations. All final decisions are made by humans, and AI is not used to disqualify or prevent candidates from applying to any available position they might be interested in.
We actively take measures to reduce or eliminate bias in our use of AI in recruitment. For instance, we remove identifying data (name and contact information) from AI consideration and ensure that candidate summaries exclude gendered terms.
How We Protect and Manage Your Personal Information
The security of your personal information is very important to us. We use physical, electronic, and administrative measures designed to secure your personal information from accidental loss and from unauthorized access, copying, use, modification, or disclosure.
Access to and use of personal information is limited to those who have a genuine business need and appropriate clearance. Personal information is processed in accordance with our information security policies and protocols, including procedures to detect and respond to information security incidents.
We only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you and reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.
Personal Information of Minors under 13
Our websites and professional services are not intended for minors under 13 years of age. We do not knowingly collect the personal information of minors through our websites or any other means. If we learn we have inadvertently collected the personal information of a minor, we will delete that information.
How We Share Your Personal Information
We may share your personal information as follows:
- with Procom subsidiaries and affiliates;
- with Procom clients, within the scope of our services, including recruitment;
- with providers of professional services (e.g. auditors, legal advisors, financial advisors);
- with banks and insurers to facilitate payment of wages;
- with public authorities, law enforcement, courts, and regulatory authorities in accordance with applicable law;
- with human resources, information technology or marketing service providers that we use as part of our business operations;
- to fulfill the purpose for which you provide it; or,
- with your consent.
Sharing your personal information as described above may involve transferring your personal information outside of Canada for Canadian sourced information or outside of the US for US sourced information, where laws and rights may differ. Procom does not typically store data outside of Canada and the United States (as applicable), but if we are required to transfer your personal information internationally, we have protocols in place to ensure your information is secure and protected in accordance with all applicable legal requirements.
Service providers and other third parties receiving your personal information are contractually obligated to comply with all applicable data protection laws and have appropriate security protocols in place to ensure the protection and security of that information.
Your Rights
Your right to privacy extends to your personal information in the following ways:
1: You have the right to be informed clearly and transparently about how we use your personal information and the rights you have with respect to the personal information we hold about you.
2: You have the right to know what personal information we hold about you and can request access to that information.
3: You have the right to request correction of your personal information if it is incomplete or incorrect.
4: You have the right to request the deletion or removal of your personal information.
Where you have provided your consent to the collection, use and transfer of your personal information, you may also have the right to withdraw that consent under certain circumstances. Please note that in the event you choose to withdraw consent, we may not be able to provide you with particular services.
You can exercise your rights by sending a written request to [email protected]. You will be asked to provide proof of identity to access, correct or delete your personal information.
We will acknowledge receipt of your request as soon as possible and make every effort to resolve your request within 30 business days, or in less time if required by law.
In some jurisdictions, you also have the right to lodge a complaint with a supervisory authority. If you are unhappy with the way we have processed your personal information or responded to your privacy request, you have a right to complain to the Data Protection Authority (“DPA”) in your jurisdiction. If you would like to be directed to the appropriate DPA, please contact us at [email protected].
Changes to our Privacy Policy
We may update this Policy from time to time and encourage you to review this Policy regularly to ensure you are aware of any changes.
Last updated: March 1, 2025
Contact Us
For more information, see http://www.procomservices.com/privacy or contact our Privacy Officer at [email protected].
Website Visitor Privacy Notice
Our Website Visitor Privacy Notice describes how we process your Personal Information (inclusive of collection, storage, protection, use, disclosure, and disposal) during the application and recruitment process, and what choices you have with respect to that information.
This Notice applies to any and all Personal Information we process when you visit or communicate with us through our website, www.procomservices.com.
We will only use your Personal Information in accordance with this Notice or as otherwise permitted by applicable law or with your consent.
While we take every effort to protect your privacy and the security of our data, transmission of Personal Information through the internet is never fully secure. When you provide us with Personal Information through our Website, you do so at your own risk.
Third-Party Links
The Website may include links to third-party websites, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third party to collect or share data about you. If you follow a link to a third-party website or engage a third-party plugin, please note that these third parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We do not control these third-party websites, and we encourage you to read the privacy policy of every website you visit.
Collection of Your Personal Information
When you use our website or digital platforms, we collect information related to your device, browser and your navigation of our website or platform, including:
- the Internet Protocol (IP) address of your device
- the IP address of your Internet Service Provider
- device type (unique device identifiers)
- browser and operating system information
- browser plug ins
- geographic location
- preferred language used to display
- device screen resolution
- the date and time of access
- the internet address from which you were directly linked through to our website
- the control system that you use
- the pages of the website that you have visited and the information that you viewed
- your interactions with our website and content, including clickstream to, through and from our Website, what content you viewed or searched for, hyperlinks you click and material that you upload or download
If you choose to access our whitepapers or reports, subscribe to our mailing list, register for our events, respond to our research surveys or submit an inquiry related to our services, we may also collect:
- your name
- your contact information (including email address, mailing address and/or telephone number)
- information that relates to your business duties (including title, company, duties, business address, business email address, business telephone number and hiring and staffing needs)
- your opinion of our products and services
Use of Your Personal Information
We use information that we collect about you or that you provide to us, including any Personal Information to:
- present our Website and its contents to you.
- provide you with information, products, or services that you request from us.
- fulfill the purposes for which you provided the information or that were described when it was collected, or any other purpose for which you provide it.
- carry out our obligations and enforce our rights arising from any contracts with you, including for billing and collection or to comply with legal requirements.
- improve our Website, products or services, marketing, or customer relationships and experiences.
- measure or understand the effectiveness of our advertising, and to deliver relevant advertising to you.
Retaining Your Data
Except as otherwise permitted or required by applicable law or regulation, we will only retain your Personal Information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Under some circumstances we may anonymize your Personal Information so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.
Cookies and Analytics
Our website uses a technology called “cookies.” A cookie is a tiny element of data that our website sends to a user’s browser, which may then be stored on the user’s hard drive so that we can recognize the user’s computer or device when they return to our page.
We may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:
- Details of your visits to our Website, including traffic data, location data, logs, and other communication data and the resources that you access and use on the Website.
- Information about your computer and internet connection, including your IP address, operating system, and browser type.
You may set your browser to notify you when you receive a cookie or to not accept certain cookies. However, if you decide not to accept cookies from our website, you may not be able to take advantage of all our website’s features.
We may also use a third party such as Google Analytics to help us gather and analyze information about the areas visited on the website (such as the pages most read, time spent, search terms, and other engagement data) in order to evaluate and improve the user experience and the website. For more information or to opt out using the Google Analytics opt-out browser add-on, see How Google uses data when you use our partners’ sites or apps and Google Analytics and Privacy.
Promotional Offers from Us
If you have opted in to receive certain emails from us but no longer wish to have your email address/contact information used by Procom to promote our own or third parties’ products or services, you can opt-out by submitting a General Enquiry HERE. If we have sent you a promotional email, you may unsubscribe by clicking the unsubscribe link we have included in the email. This opt-out does not apply to information provided to Procom as part of a purchase of services or other transactions.
Changes to This Notice
We reserve the right to update this Notice and our Privacy Policy at any time. Please review this Notice regularly for updates.
Effective Date: March 1, 2025
Privacy Notice for Candidates
Procom Consultants Group Ltd. and its subsidiaries, affiliates and related entities (“Procom”, “us” or “we”) respect your privacy and are committed to protecting it.
Our Candidate Privacy Notice describes how we process your personal information (inclusive of collection, storage, protection, use, disclosure, and disposal) during the application and recruitment process, and what choices you have with respect to that information.
This Notice applies to any and all personal information we process when you apply for a job with us or through us for one of our clients:
- when you use our online or mobile applications
- when we provide or administer services to you
- when you provide your personal information to us any other way
We will only use your personal information in accordance with this Notice or as otherwise required by applicable law or with your consent.
For more information about our general privacy program and practices, including how we use AI in our recruitment and selection processes, how we protect your personal information, when we may share your personal information with third-parties, and how you can exercise your privacy rights, please see our Privacy Policy.
Collection of Your Personal Information
Procom may collect personal information directly from you, as a job applicant, or may receive personal information from third parties, for example, in connection with a background, employment, or reference verification or check, subject to your consent where required by law. When we collect the information from you directly, we will inform you of why we require the information and how we intend to use it at the time of collection.
As a candidate, we may collect, store, and use the following categories of personal information in connection with our recruiting and temporary staffing activities:
- Personal contact details such as your name, address, telephone number(s), and personal email address(es).
- Other identifying information to confirm your identity and eligibility to work such as your date of birth, citizenship, and country of residence
- Preferred language(s) of communication
- Work history and other relevant experience including information contained in a resume, CV, cover letter, or job application.
- Education information including degrees awarded, transcripts, and other information provided in support of the job application.
- Information collected during phone screenings and interviews, including photographs, and interview notes.
- Details regarding the type of employment sought, desired salary, willingness to relocate, job preferences, and other information related to compensation and benefits.
- Reference information and information received from background checks, where applicable, including information provided by third parties.
- Health related information related to drug screenings and testing in accordance with applicable law.
- Information related to previous applications to Procom or previous employment history with Procom.
- Any other personal information you choose to share with us.
You may also be asked to voluntarily provide demographic information to support our DEI programs and employment equity reporting, including gender, sex, disability, race and ethnic origin.
Use of Your Personal Information
We only use your personal information where applicable law permits or requires it in connection with carrying out our application and recruitment process, including for the following legitimate business purposes:
- Identifying and evaluating job applicants, including assessing skills, qualifications, and interests.
- Verifying your information and carrying out employment, background, and reference checks, where applicable, subject to your consent where required by applicable law.
- Communicating with you about the recruitment process and your application.
- Keeping records related to our hiring processes.
- Creating and submitting reports as required by applicable laws or regulations.
- To comply with our legal, regulatory, or other corporate governance requirements.
- Analyzing and improving our application and recruitment process.
- Complying with applicable laws, regulations, legal processes, or enforceable government requests.
- To protect the rights and property of Procom, other job applicants, employees, or the public, as required or permitted by law.
In addition to using your personal information for the position for which you have applied, we may retain and use your personal information to inform you about and consider you for other positions that may be appropriate for you. If you do not want to be considered for other positions or would like us to remove your personal information, you may contact us as specified below under Contact Us.
We will only use your personal information for the purposes we collected it for. If we need to use your personal information for an unrelated purpose, we will provide notice to you and, if required by law, seek your consent. We may use your personal information without your knowledge or consent where required by applicable law or regulation.
You will not be subject to hiring decisions based solely on automated data processing without your prior consent.
Retaining Your Data
Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.
If you are offered and accept employment with Procom or one of Procom’s clients, the personal information we collect during the application and recruitment process will become part of your employment record, and we may use it in connection with your employment.
If you do not become an employee, or, once you are no longer an employee of Procom or one of Procom’s clients, we will retain and securely destroy your personal information in accordance with our document retention policy and applicable laws and regulations.
Changes to This Notice
We reserve the right to update this Notice and our Privacy Policy at any time. Please review this Notice regularly for updates.
Effective Date: March 1, 2025
Privacy Notice for Contractors
Procom Consultants Group Ltd. and its subsidiaries, affiliates and related entities (“Procom”, “us” or “we”) respect your privacy and are committed to protecting it.
Our Contractor Privacy Notice describes how we process your personal information (inclusive of collection, storage, protection, use, disclosure, and disposal) when you sign up for an account through the Contractor Portal and/or accept an assignment through Procom with one of our clients as either an assignment employee or an independent contractor (collectively, “Contractors”).
This Notice applies to any and all personal information we process for current and former Contractors in both Canada and the United States, including any personal information collected in accordance with our Candidate Privacy Notice, through the Contractor Portal or through any other way.
We will only use your personal information in accordance with this Notice or as otherwise permitted by applicable law or with your consent.
For more information about our general privacy program and practices, including how we use AI in our recruitment and selection processes, how we protect your personal information, when we may share your personal information with third-parties, and how you can exercise your privacy rights, please see our Privacy Policy.
Collection of Your Personal Information
To carry out our business activities and obligations, we may collect, store, and use the following categories of personal information to administer our relationship with you:
- Personal contact details such as your full legal name, address, telephone number(s), and personal email address(es).
- Other identifying information such as your date of birth, preferred language(s), citizenship, marital status, dependent information, legal status and country of residence.
- Beneficiary and emergency contact information.
- Government identification numbers such as social insurance or other national insurance number, driver’s license number, or other identification card number.
- Bank account details.
- Payment and benefit information.
- Work history, including resumes and cover letters.
- Job related information, including job title, job description, start date, end date, work location, performance-related information, attendance and leave information.
- Grievance and disciplinary information.
- Photograph to confirm identity.
- Education information including degrees awarded, transcripts, and other information provided in support of the placement application.
- Reference information and information received from background checks, where applicable, including information provided by third parties.
- Health related information related to workplace testing/screening, or to a workplace injury, illness or accommodation.
- Information related to previous applications to Procom or previous assignment history with Procom.
- Any other personal information you choose to share with us.
You may also be asked to voluntarily provide demographic information to support our DEI programs and employment equity reporting, including gender, sex, disability, race and ethnic origin.
Use of Your Personal Information
We only use your personal information where applicable law permits or requires it, or when the use is necessary to comply with a legal obligation, including for the following legitimate business purposes:
- Providing recruitment and staffing services.
- Contract administration and workforce management (including payments and benefits administration).
- Processing placement-related claims (for example, insurance and worker’s compensation claims).
- Assessing qualifications for a task or assignment.
- Managing complaints or grievances.
- Gathering evidence for disciplinary action or termination.
- Providing education, training and professional development.
- Accounting and auditing.
- Complying with health and safety obligations.
- Complying with employment, tax and other applicable law and regulation.
- Complying with Procom policies and procedures.
- Providing support with information technology.
- Preventing, detecting and investigating fraud and other crimes.
- Managing business continuity, including emergency and disaster management and corporate transactions such as mergers or acquisitions.
We will only use your personal information for the purposes we collected it for. If we need to use your personal information for an unrelated purpose, we will provide notice to you and, if required by law, seek your consent. We may use your personal information without your knowledge or consent where permitted by applicable law or regulation.
Retaining Your Data
Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We retain and securely destroy your personal information in accordance with our document retention policy and applicable laws and regulations.
Changes to This Notice
We reserve the right to update this Notice and our Privacy Policy at any time, and we will provide you with the revised version when we make any updates.
Effective Date: March 1, 2025