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MARK STAFFING SOLUTIONS INC. - EMPLOYEE PRIVACY POLICY
MARK STAFFING SOLUTIONS INC. ("MARK STAFFING") recognizes employees as its most important asset. Because we respect and value you as an employee, we also want you to understand that we value and protect the privacy and confidentiality of personal information we learn about you as a result of your employment relationship with MARK STAFFING.
This privacy policy is designed to explain to you what personal information MARK STAFFING collects about you as an employee, and the use to which MARK STAFFING puts that information. The policy will also explain how your personal information is kept safe and secure from inappropriate disclosure or use.
MARK STAFFING has always been concerned about the confidentiality of employee personal information, and has taken steps to ensure that the information is properly safeguarded and protected. This privacy policy is designed to comply with the various private sector privacy legislation impacting MARK STAFFING. For the purposes of this policy, "personal information" means any information, recorded in any form, about an identified individual, or an individual whose identity may be inferred or determined from such information.
COLLECTION AND USE OF PERSONAL INFORMATION:
DISCLOSURE OF PERSONAL INFORMATION
RETENTION OF PERSONAL INFORMATION
ACCURACY OF PERSONAL INFORMATION
ACCESS TO PERSONAL INFORMATION
FILING A COMPLAINT
COLLECTION AND USE OF PERSONAL INFORMATION
Application and New Hire Information
As soon as you are hired, MARK STAFFING begins keeping a personnel file on you. Examples of some of the information your file might contain include the following:
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Resume and/or application
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Interview notes from the verbal interview phase of the hiring process
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Employee Security Clearance information
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Letters of offer and acceptance of employment
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Written employment contract
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Payroll information, including social insurance number, banking information, RRSP information, etc.
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Wage and benefit information
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Forms relating to application for employee benefits, such as short and long term disability, medical and dental care, etc.
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Emergency contact information.
Most of the information listed above is required to ensure you are properly identified as an employee of MARK STAFFING and that you are on the payroll. MARK STAFFING also uses this information to place applicants with the employers and positions that are best suited to their needs. Emergency contact information is required in case we need to notify anyone of your involvement in an emergency situation while at work.
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Performance Information
While employed with MARK STAFFING, you will be periodically evaluated, and changes to your employment status may occur. For example, you may receive wage increases and promotions. You may also complete internal or outside courses. All of this information is collected and maintained and utilized so that MARK STAFFING can properly evaluate your performance, determine appropriate levels of compensation, and make decisions about your future as an employee. This information may be shared with various employees and clients of MARK STAFFING but only in the context that it is used to assess performance, discipline where necessary, and compensation.
Examples of performance information that may be added to your file throughout the course of your employment include:
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Copies of performance appraisals
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Mandatory policy sign-off sheets
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Internal communications regarding performance
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Corrective action forms
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Memoranda regarding completion of internal and outside courses
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Records of absences from work.
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Personality/Psychological Profiles
Currently, some screening and profile testing is done to evaluate the potential for an employee’s promotion, or to assess whether the employee would work well with a particular group or team within MARK STAFFING or its clients. The information is also used to determine whether an employee has the appropriate skills or traits to perform a particular job. This information is maintained within your personnel file.
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Surveillance
Some locations where placements occur are equipped with surveillance cameras. These cameras are generally in high risk areas. Where in use, surveillance cameras are there for your protection and for the protection of the company you are placed at. In addition, they are there to protect that company against theft, vandalism and damage to their goods and property. Video tapes recording images are routinely destroyed and not shared with third parties unless there is suspicion of a crime, in which case they are turned over to the police.
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Employee Security Clearances
To ensure the best possible service to its clients, MARK STAFFING has security clearances performed on you once you have been informed of the security clearance process and have signed the necessary waiver and release forms. The security clearance process allows MARK STAFFING to gain access to the personal information contained in your police record if one exists, your credit history, as well as the personal information contained in your Motor Vehicle Registry file. This information is used by MARK STAFFING to determine the suitability of applicants for employment or placement, and is not disclosed outside of MARK STAFFING.
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Computer and E-mail Access
In light of its commitment to a healthy workplace, MARK STAFFING wants to ensure that no inappropriate computer and Internet usage occurs. MARK STAFFING has the capability to monitor all employees’ computer and e-mail use. As a result, employee personal information may be collected from email and Internet monitoring. Employees should understand all equipment provided for employee use at work is considered to be the property of MARK STAFFING, and is intended for employees’ use within the workplace, and not for personal use. As a result, it is possible that your e-mail and computer usage will be monitored. MARK STAFFING reserves the right to monitor your Internet use, including any web sites that you visit, and read your e-mail messages, including any attachment. MARK STAFFING may discontinue your Internet or e-mail access at its discretion. We ask all employees to refer to MARK STAFFING's Email and Internet Usage Policy.
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DISCLOSURE OF PERSONAL INFORMATION
Your employment file is securely maintained in the Humanis Database and the Human Resources sections of MARK STAFFING. MARK STAFFING shares your personal information with those staff members of MARK STAFFING who need it to ensure that you are properly compensated, or those who are involved in your hiring, promotion, discipline or termination. Your personal information is also disclosed to clients of MARK STAFFING who use it to select the candidate most suitable for placement in their organization. Personal information in document form is kept in secure locked offices, and computer information is maintained in secure files with limited access.
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RETENTION OF PERSONAL INFORMATION
Your personal information will be maintained in your employment file for as long as you are an employee of the company. Some of the information relating to payroll and compensation must be maintained for 7 years after you leave your employment, as these documents are required by law for audit and taxation purposes. Information that is not necessary for audit and taxation purposes is destroyed 3 years after your last date of employment.
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ACCURACY OF PERSONAL INFORMATION
To some extent, MARK STAFFING relies on our employees to update their own personal information. For example, if you have had a change of address or telephone number, marital status, or if you wish to make changes to your employee benefits plan, etc., you should approach your appropriate MARK STAFFING consultant and request that your file be updated. Unless you advise MARK STAFFING of these important changes, MARK STAFFING has no way of knowing about them.
MARK STAFFING recognizes that the information we collect regarding your performance is based on opinion and evaluation. To the best of our ability, we ensure that the performance portion of your employment file is complete, in that it contains all information related to your performance, including any documents or other information you supply to us on your own behalf.
MARK STAFFING has adopted a procedure allowing employees to challenge the accuracy of their personal information where they feel it is necessary. That procedure is described below under the heading "Access to Personal Information".
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ACCESS TO PERSONAL INFORMATION
MARK STAFFING is committed to ensuring that we collect only the personal information about you that we need to ensure an effective employment relationship. MARK STAFFING is also committed to ensuring that information about you is accurate and up-to-date. MARK STAFFING will provide you with the information we have about you when you make a written request.
In some cases, MARK STAFFING may not be able to provide you with all the information we have about you. This would occur if provision of the information could lead to disclosure of another individual’s personal information, where laws or regulations prevent disclosure, or where it would simply be too costly to provide the information. If we decide not to disclose some or all of your personal information to you, we will advise you of the reason.
In order to ensure compliance with our privacy policy, MARK STAFFING has appointed a Privacy Officer to oversee all aspects of its employee privacy policy and practices. If you wish to know what information MARK STAFFING currently has about you, you should send a written request to the Privacy Officer, who will respond to your request within 45 days. If you become aware that the information we have about you is incorrect, you should notify the Privacy Officer, who will review the information and take appropriate steps to address your concerns. Please contact your MARK STAFFING consultant to determine who the Privacy Officer is at any particular time.
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FILING A COMPLAINT
If you are dissatisfied with MARK STAFFING’s privacy policy or practices, or with the result of your request to access or correct your personal information, you should make a written complaint to the Privacy Officer. The Privacy Officer will then investigate the matter, which may require the involvement of management. The Privacy Officer will report back to you and advise you of any steps taken to correct the problem. If you are still unsatisfied with the response, you may be entitled to make a written complaint to the Federal or Provincial Privacy Commissioner (where applicable).
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For more information on Mark Staffing, please contact us at (403) 263-5120 or via email: info@markstaffing.com.
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