Groupe d’analyse / Analysis Group Privacy Notice for Québec Job Applicants
Last Updated: March 25, 2024
About this document
Welcome to Analysis Group and thank you for your interest in our organization! Analysis Group is committed to protecting and respecting your privacy. This Privacy Notice for Québec Job Applicants (the “Notice”) sets out how Groupe d’analyse Ltée / Analysis Group Ltd. and our affiliated entities (“Analysis Group”, “AG”, “we”, “our”, “us”) collect, use, share and otherwise process personal information of Quebec-based recruits and job applicants (“you”, “your”).
This Notice is not intended to replace other notices or disclosures we may provide to you in connection with the application process or your role in our organization, which will supersede any conflicting disclosures contained in this Notice.
By accepting our Notice or by providing us with personal information after you have had an opportunity to review our Notice, you consent to our processing of your personal information in accordance with our Notice.
1 How to contact our Privacy Compliance Team?
If you have any queries about this Notice or how we process your personal information, or if you wish to exercise any of your rights under applicable privacy law, you may contact AG’s Privacy Compliance Team at AGPrivacy@analysisgroup.com.
2 How do we use your personal information?
When you apply to work with us or one of our affiliated entities, attend one of our recruiting events, or otherwise interact with us as a recruit, we will process your personal information in accordance with this Notice and as provided in applicable privacy laws.
2.1 How and from whom do we collect your personal information?
While we often collect your personal information directly from you, we may also collect certain personal information from previous or current employers, references, recruiters, job-related social media sites (such as LinkedIn), and publicly available sources. In addition, we may also collect this information through service providers and other third parties that collect it on our behalf, such as communications providers, scheduling providers, and application providers (e.g., iCIMS).
When we collect personal information directly from you for the purpose of the application process, you are deemed to provide the personal information voluntarily. You are not obliged to provide the information to us. The consequences of not providing the personal information are that we may not be able to assess your professional qualifications or otherwise make a fully informed assessment of your ability to fulfill the position for which you have applied.
2.2 Why do we need your personal information?
We use personal information we collect in connection with recruiting or job applications for the following purposes:
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To communicate with you |
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To assess your application |
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To conduct verifications related to your application |
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To enhance our recruiting and hiring processes |
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To comply with our legal obligations |
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Please note that if you accept an offer of employment from us, we may transfer your personal information to your personnel file with us.
2.3 Access and communication of your personal information
We may share your personal information with certain third parties as set out below:
- Within Analysis Group: We share personal information relating to recruits and job applicants within our family of companies for internal administrative purposes and uses that are consistent with this Notice. For example, the entity responsible for the job posting may share personal information about an applicant with another one of our entities that is involved in our organization-wide recruiting and employment decisions.
- Service Providers: We engage recruiters, job application vendors, background check and reference check providers (where permitted by applicable law), and other service providers to perform certain functions on our behalf in connection with the uses of personal information described in Section 2.2 above.
- Legal Obligations and Rights: We may disclose personal information to third parties, such as internal and external auditors. We may also disclose personal information to third parties, such as legal advisors and law enforcement, where we are legally required to do so or if we reasonably believe such action is necessary to (i) comply with applicable law and the reasonable requests of authorities; (ii) detect and investigate illegal activities and breaches of agreements or internal policies; (iii) exercise or protect our rights and property and the rights, property and personal safety of our staff, visitors, or others; and/or (iv) in connection with the establishment, exercise, or defense of legal claims.
In each case, we will ensure that personal information will only be disclosed on a need-to-know basis and, where possible, subject to appropriate confidentiality protections.
Please note that, given our centralized recruiting and human resources functions, your personal information will be stored and hosted in servers which are located outside the Province of Québec.
2.4 How long will we retain your personal information?
We will hold your personal information for as long as is reasonably necessary to fulfil the purpose for which it was collected.
We may hold your personal information for a longer period of time, for instance when required in order to comply with our legal, regulatory, tax, and accounting obligations to hold or preserve information or records, or to establish, exercise, or defend legal claims.
3 Security measures and inherent risks
We take appropriate security measures to protect your personal information. More specifically, we have implemented physical, technical and administrative safeguards to ensure the protection of your personal information.
Despite these measures, given the inherent risks related to the usage of computer systems, we cannot ensure or guarantee the security and confidentiality of any personal information you transmit or provide to us, and you do so at your own risk.
If you have reason to believe that personal information that we hold about you has been compromised, please contact our Privacy Compliance Team.
4 What rights do you have toward your personal information?
You have several rights with respect to your personal information. Specifically, you have the following rights:
4.1 Access to your personal information
You may ask us whether we hold any personal information about you and, if so, request access to that personal information.
4.2 Rectification
You may request to correct any inaccurate or incomplete personal information we hold about you.
4.3 Consent withdrawal
You may withdraw your consent to our use of your personal information with effect for the future. Please note that if you refuse to consent or you withdraw your consent, we may not be able to assess your application and as such you may be disqualified from the recruitment process to which you applied.
If you no longer wish to receive promotional communications, you can also use the unsubscribe link contained in each such communication to unsubscribe from receiving further promotional emails.
4.4 Portability
Effective on September 22, 2024, you may request that the personal information you provided us about you be communicated to you or transferred to another organization in a structured, commonly used technological format.
5 How can you exercise your rights?
To exercise any of your rights, please contact our Privacy Compliance Team at AGPrivacy@analysisgroup.com.
Our Privacy Compliance Team will need to confirm your identity before we are able to process your request.
Please also note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply or where the requirements to exercise these rights have not been met.
6 How can you make a complaint about our handling or processing of your personal information?
We take inquiries, complaints and comments about our handling and processing of your personal information very seriously.
We encourage you to contact our Privacy Compliance Team at AGPrivacy@analysisgroup.com if you have any questions or concerns in relation to privacy matters so that we can find a solution together.
However, you also have a right to file a complaint with the Commission d'accès à l'information du Québec using the form available here.
7 External sites or services
This Notice does not apply to any third-party websites, pages or applications that you may access during the recruitment process, and we are not responsible for such third-party services. These third-party sites or services will likely have their own privacy policies that you should review before submitting your personal information.
8 Changes to this Notice
We will update this Notice from time to time in our sole discretion to reflect changes in our business practices or changes in applicable laws. When we make changes to this Notice, we will change the “Last Updated” date at the beginning of this Privacy Notice: If we make material changes to this Notice, we will notify you through appropriate communication channels. All changes will become effective on the date specified in the relevant change notice.
9 Approval and effective date
This Notice was approved by the Privacy Officer on March 22, 2024 and is effective as of March 25, 2024.