1. Introduction

As a job applicant LCA is committed to protecting your data privacy in a transparent manner. We have developed this policy to provide you with a good understanding of how we collect, use, disclose and safeguard your personal information, as well as how you can exercise your personal information rights.

2. What information do we collect?

At this stage of the recruitment process, we gather the information you provide in your Cover letter and CV including:

• Personal contact details (first and last name, title, addresses, email address, phone number, date and place of birth and gender).
• Information about your nationality and eligibility to work in Canada.
• Employment history details, including start and end dates with previous employers.
• Qualifications and education details such as university degrees, academic records, professional licenses, memberships and certifications awards and achievements.
• Right to work documents, referral names and referral contact information, and your CV or cover letter content as part of the application process.
• Results of psychometric tests to assess cognitive ability, personality, preferences, and emotions to ensure optimal match between individual, job position and work environment.
• Results of background screening checks (criminal and financial) for employment suitability.

Information related to background screening or prior convictions shall only be held and stored with your express consent or as legally permitted under applicable law.

3. How we collect your personal information?

When you apply for a job at LCA, we primarily obtain your personal information directly from you. In some cases, we may also collect personal information from third parties, which is necessary for your role with us, such as, background screening checks or references from former employers. In most circumstances, we will obtain your explicit consent before collecting personal information about you from a third party.

If you were referred to us through recruitment agencies, we will ensure that they obtained your consent to share and process your personal information with us.

4. How we use your personal information?

We use the personal information you provide for the following purposes:

• Assessing your skills, qualifications, and interest in relation to our career opportunities and determining your suitability for employment.
• Verifying your information and carrying out reference checks and/or background screening checks (where applicable) If you are offered a job.
• Communicating with you about the recruitment process and/or your job application.
• Complying with our legal obligations (i.e., check your eligibility to work in Canada) or to exercise or defend our legal rights.

Our recruitment process does not involve automated decision-making.

5. Who has access to your personal information?

We do not sell or share your personal information for advertising or marketing purposes, and third parties cannot use your personal data for marketing either.

Internally, your information will be shared with our HR department, line managers and specific members of the IT department when necessary for their roles. Access to your personal information is carefully controlled and granted on a need-to-know basis, often for a limited time.

Externally, your information might be shared for these purposes:

• Consultant and Advisors: for legal and professional advice.
• Service providers: To enable third parties to process and provide services to you on our behalf, such as recruitment providers.
• Organizations hosting and processing our IT systems and data.
• Government and law enforcement authorities: To protect our rights and comply with legal requests.
• In response to an emergency that, in good faith, requires us to disclose personal information to prevent harm.

6. How we secure your personal information?

We are committed to safeguarding your personal information, employing the same stringent security measures used to safeguard our organizational data. We use a variety of physical, administrative, and technical safeguards designed to help protect it from unauthorized access, use and disclosure. Our security practices comply with internationally recognized security frameworks and best practices. We use encryption for data protection both at rest and in transit.

In the unfortunate event of incidents or data breaches, our organization follows a predefined incident management and response plan.

7. How we store, and retain your personal information?

If you apply for job with us, we will retain your data to assess your eligibility for a current or future roles with our organization. Your personal information will be filed and stored in electronic format within the organization’s database LCA information security policies and best practices.

Access to stored data is restricted to authorized personnel only, following the organization’s access management policy.

Once we no longer have a continuing legitimate business need or legal requirement to process your data, we will either delete or anonymize it.

8.   Transfers of personal information outside Quebec

During the employment process, we may need to transfer your personal information outside Quebec. When transferring your personal information, we ensure the process is lawful and the existence of security measure to safeguard your information from unauthorized access, use and disclosure.

We may share your information with third parties who may process and store it outside of Quebec. In such cases, your personal information will be subject to and may be disclosed in accordance with the laws of the respective country.

9.   How can you exercise your personal information rights?

Under Quebec Law25, you have the following rights:

• Access, export or request a copy of your personal information.
• Receive notification about the collection, use, disclosure, and protection of your personal information.
• Update or correct your personal information.
• Request deletion, restriction or stop processing when your personal information is no longer necessary for the purposes of processing.
• Object to processing of your personal information, in certain circumstances where we are relying on our legitimate interests as the legal basis for processing.
• Suspend processing if your personal information is inaccurate or in dispute regarding the priority of your interest over our legitimate grounds for data processing.

To exercise these rights or address privacy concerns, contact our HR department at: [email protected]