Applicant and Candidate Privacy Notice

Version Date: November 1, 2023

Purpose

Your privacy is important to us. The purpose of this document is to set out how Helcim Inc. and its affiliates (“us,” “our,” or “we”) collect, use, store, or otherwise process personal information about job applicants and/or candidates (collectively, “you”), including when you access or use our careers websites, e.g., https://www.helcim.com/company/careers/, with whom we share it, and the rights to which you are afforded.

This Privacy Notice (“Notice”) does not cover your use of Helcim’s products or services as a consumer (for more information, please read our website Privacy Notice at https://legal.helcim.com/us/privacy-policy/), or any third-party websites and apps that you may use, including those to which we link in our websites. You should review the terms and policies for third-party websites and apps before clicking on any links.

We recommend that you read this Notice in full to ensure you are fully informed about the manner in which we collect, use, store, or otherwise process your personal information as well as your privacy rights. However, if you want to skip to a particular section of this Notice, please refer to the table of contents below.

Collection of Personal Information
Use of Personal Information
Personal Information Sharing
Retention of Personal Information
Your Choices
Your Privacy Rights
How We Protect Your Personal Information
Changes to This Policy Notice
How to Contact Us

2. Collection of Personal Information

Subject to applicable law, we process your personal information for the purposes of fulfilling open job positions and recruiting job applicants and/or candidates.

Personal Information We Collect from You.

Subject to applicable law, we may collect the following categories of personal information from you through the application and recruitment process:

Identifiers and contact information. This includes your name, email address, mailing address, phone number, photograph, work and personal references and contact details.
National identifiers and work eligibility information. This includes information we may use to confirm your eligibility to work in Canada.
Employment history and background check information. This includes your resume, Curriculum Vitae, work history, professional background and, where applicable and allowed by applicable law, information associated with social media platforms (e.g., social media handle) or professional networking sites (e.g., LinkedIn profile), criminal records, and other information revealed during background screenings.
Educational information. This includes your educational history, academic degrees, and qualifications, certifications, and skills that you may share with us.
On-premise monitoring. We also monitor our offices and other workplace facilities through video monitoring (e.g., closed-circuit television (“CCTV”)) and badge scans for security purposes, subject to the requirements of local law and internal policy. CCTV, which captures images and video footage, is primarily used to monitor office entry/exit points, elevator lobbies, rooms housing valuable equipment (e.g., server rooms), and other select areas that contain highly sensitive assets or are associated with a high risk for theft.
Other Information. Any other information you voluntarily submit to us in connection with your application for employment (e.g., compensation history), including that which you provide via webform, during an interview, or as part of other forms of assessment.

Your main choice for this type of personal information is simply not providing it, such as by not submitting a job application to Helcim. For other choices you may have, please see Section 5 (Your Choices) of this Notice.

Personal Information We Collect from Other Sources.

Subject to applicable law, we may collect personal information about you from others, such as:

Third-Party Sources. Examples of third-party sources include employment screening agencies, background check agencies, recruiting agencies, service providers, former employers and/or schools and educational institutions, publicly available information on websites or social media (e.g., when applying through LinkedIn, where relevant for recruitment purposes and allowed by applicable law), and others where they are legally allowed to share your personal information with us. For example, if you register to be contacted by prospective employers on another website, the website may provide your personal information to us.
Individuals Who Refer You. Other individuals may give us your personal information. For example, if a friend thinks you may be interested in a job at Helcim, he or she may give us your contact details and resume.
Combining Personal Information from Different Sources. We may combine the personal information we receive from various sources with personal information we collect from you and use it as described in this Notice.

2. Use of Personal Information

In general, and subject to applicable law, we may use your personal information for operational purposes to:

Process your job application for employment.
Manage your relationship with us (e.g., facilitating meetings, communicating with you, providing you with requested information).
Track an application through the recruitment process.
Contact (including by email) you about suitable job opportunities as they may arise.
Contact references with your authorization.
Conduct background checks with your authorization.
Evaluate you in the recruitment and hiring process, including to assess your eligibility for available positions at Helcim.
Evaluate you for current and future job opportunities, including matching your skills and interest to applicable job requirements.
Conduct internal analyses to understand the job applicants and/or candidates who apply and to improve our recruitment process, including our diversity and equal employment opportunities efforts.
Comply with legal obligations (e.g., health and safety, anti-discrimination laws).
Analyze job applicants and/or candidate life cycle trends, including generating reports in an aggregated and de-identified or anonymized format.

Other Uses. We may combine the information we collect (“aggregate”) or remove pieces of information (“de-identify”) to limit or prevent identification of any particular individual to help with goals like research and recruiting. Once such information has been aggregated and anonymized such that it is no longer considered personal information under applicable data protection law, this Notice does not apply.

We normally collect or use personal information from you or others where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms (e.g., to communicate with you, to evaluate your application, to manage our recruitment processes efficiently and fairly), or where applicable, where we have obtained your consent to process for a specific purpose. In certain situations, we may have a legal obligation to collect or retain personal information (e.g., to comply with applicable employment and works council laws and regulations) or need the personal information to protect your vital interests or those of another person.

When we process sensitive personal information about you, we will make sure that one or more of the lawful bases for processing sensitive personal information, as referenced above, applies. For instance, these include processing which is necessary for the purpose of satisfying our obligations in relation to employment law, processing related to data about you that you have made public (e.g., if you tell us that you are ill) and processing which is necessary for the purpose of establishing, making or defending legal claims.

If you have questions about or need further information concerning the lawful bases on which we collect, use, store, or otherwise process your personal information, please contact us using the contact details provided in Section 9 of this Notice.

3. Personal Information Sharing

Subject to applicable law, including consent (as required), we may share personal information in the following circumstances (where applicable):

Internally. Your personal information may be disclosed to personnel involved in the recruiting and hiring processes, People & Culture, or third party administrators for recruitment or other legitimate business purposes.
Service Providers. We may share your personal information with service providers in connection with the provision of services including, but not limited to, the following: recruitment, talent acquisition and administration, technology services, background checks, where allowed by applicable law, and employment history checks. We have contracts with our service providers that address the safeguarding and proper use of your personal information.
Affiliates. We may share your personal information with affiliates under common ownership or control of Helcim, Inc. for purposes of recruiting or evaluating job applicants and/or candidates, resource planning, and talent and recruitment as well as other legitimate business purposes such as People & Culture administration and general business management and operations.
Recruitment Agencies. We may share your personal information with recruitment agencies with whom you provided your personal information or make your personal information publicly accessible to recruitment agencies.
Your Employer or Organization or Reference Checks. When you apply for a position at Helcim, we may be required to share personal information when we contact your previous or current employer to verify your employment history or your references. Public or Government Authorities. We may share your personal information to comply with our legal obligations, regulations, or contracts, or to respond to a court order, administrative, or judicial process, such as a subpoena, government audit, or search warrant where we are legally compelled to do so. We also may share your information when there are threats to the physical safety of any person, violations of Helcim policies or other agreements, or to protect the legal rights of third parties, including our employees, users, or the public.
Corporate Transactions. Your personal information may be disclosed or transferred to relevant third parties in the event of, or as part of the due diligence for, any proposed or actual reorganization, sale, merger, consolidation, joint venture, assignment, transfer, or other disposition of all or part of our business, assets, or stock (including in connection with any bankruptcy or similar proceeding). If a corporate transaction occurs, we will provide notification of any changes to the control of your information, as well as choices you may have.
Consent. We may share your personal information in other ways if you have asked us to do so or have given consent.

4. Retention of Personal Information

We keep your personal information for no longer than necessary to fulfill the purposes for which it is processed. The length of time for which we retain personal information depends on the purposes for which we collected and use it and/or as required to comply with applicable laws as set out in our records retention policy and/or data handling standard. Generally, this means we retain your personal information to comply with any retention or statutory limitations. For example, if you are offered and accept a job at Helcim, we retain certain information in your personnel file; if you are not offered or do not accept the job for which you have applied, we will delete your data in the normal course in accordance with our standard procedures. Where there are technical limitations that prevent deletion or anonymization, we safeguard personal information and limit active use of it.

5. Your Choices

This section describes many of the actions you can take to change or limit the collection, use, storage, or other processing of your personal information.

Application. You can access and review your job application. If any personal information is inaccurate or incomplete, you can make changes by emailing [email protected]. If you are not offered or do not accept the job for which you have applied, we will keep your information on file in case any other suitable opportunities come up. If you wish to opt out, please contact us via email at: [email protected].

6. Your Privacy Rights

Subject to applicable laws, you may have certain rights related to your personal information as described in more detail below. To exercise any of these rights, please contact us by emailing [email protected].

You can access the personal information we store about you, including details of why we are processing it.
You have a right to correct personal information about you that is inaccurate, incomplete, or outdated.
In certain situations, you can ask that we erase your personal information, object to or restrict the use of your personal information, or export your personal information to another controller.
Where we rely on your consent to process your personal information, you have the right to withdraw consent at any time. This will not affect the lawfulness of processing prior to the withdrawal of your consent. At any time, you can request that we stop using your personal information for recruiting purposes. See Section 5 (Your Choices) of this Notice for more information on your choices.
If you are unsatisfied with our response to your complaint, you have a right to raise questions or complaints with your local data protection authority at any time.

If you make a request to exercise the rights referenced above, we will require you to provide certain information for identity verification purposes. You may authorize an agent to make a request to us on your behalf and we will verify the identity of your agent or authorized legal representative by either seeking confirmation from you or documents that establish the agent’s authorization to act on your behalf. If you wish to exercise these rights, please contact us at [email protected].

7. How We Protect Your Personal Information

We have implemented appropriate technical, physical and organizational measures to protect your personal information from misuse or accidental, unlawful, or unauthorized destruction, loss, alteration, disclosure, acquisition, or access as well as all other forms of unlawful processing. To achieve this, we have developed and implemented security measures and training relating to the protection of your personal information.

8. Changes to This Privacy Notice

This Notice will not form part of any potential employment contract and we may change it from time to time. We will post any changes to this Notice on this page. Each version of this Notice is identified at the top of the page by its version date.

9. How to Contact Us

For questions or complaints regarding our use of your personal information or this Notice, please contact us at [email protected] or mail us at Helcim, Inc., Attention: Privacy Officer, Suite 400 - 440 2nd Avenue SW, Calgary, AB T2P 5E9