Privacy Policy

The following outlines our privacy policy and procedures we follow to ensure candidate information entrusted to us is handled in a professional and legally compliant manner.

Accountability

Patricia Langmuir Taylor, President, is Selection Protection® Services' appointed representative for all privacy and records management issues. This includes the creation, investigation, enforcement, education and compliance of our privacy policies and procedures to subcontractors, clients and individuals of whose personal data we are in possession.

Purpose & Nature of Personal Data Collection

Our company provides in depth professional background due diligence reviews (professional reference checking) for private and public companies throughout North America. Depending on the nature of the client organization's request, we may need to collect the following candidate information in order to carry out a review:

» Full Legal Name;
» Previous Legal Name;
» Gender;
» Date of Birth;
» Social Insurance and / or Social Security Numbers;
» Current and Past Addresses;
» Current and Past Employers; and,
» Driver's License Numbers.

This information, as required, must be provided to Selection Protection Services on at least one of the following documents:

» Résumé / Curriculum Vitae;
» Client Organization's Request Form;
» Selection Protection Services' Candidate Consent Statement;
» Selection Protection Services' Criminal Consent Release Form.

The candidate's social security number is only required if a United States criminal search is required.

The candidate's driver's license number is only required if a driver record / driver abstract search is required.

Candidate birth date and / or a social insurance numbers may be requested when academic and / or professional designation verification is required. This information may be required for the purposes of accurate identification in the academic or professional institution's student records data base.

Candidate Consent Requirement

We require written consent from the candidate, inclusive of his or her signature before a professional background due diligence review or personal background checking services i.e. academic, professional designation verification, credit, criminal checking and driver record searches are pursued. The candidate is required to provide a written list of referees, inclusive of their contact information in order for us to conduct telephone interviews with these people.

The use of this information is strictly limited to the fulfillment of the client organization's request and will not be used for any other purposes. Once information is in our possession, we process the client organization's

request immediately. Candidate personal information will be used for a specific client organization's request and not for any other request by the same client or another. If an additional review is required at another time, the candidate's consent must be obtained again.

A copy of our Candidate Consent Statement may be obtained by contacting Selection Protection Services.

Limiting Collection

The use and collection of personal information from all candidates will be equal and non-discriminatory as per the type of review or personal information that has been requested by the client organization.

When performing a professional background due diligence review, we will not ask questions pertaining to a candidate's race, ancestry, religious beliefs, place of origin, colour, ethnic origin, sex, age, citizenship, sexual orientation, marital status, family status or disability unless it is a bona fide requirement of the position.

If a client cancels a request, we will not collect or pursue any outstanding information. We will submit a report to the client outlining all information we obtained to the point of cancellation and cancel all outstanding requests for information.

Limitation on Use, Disclosure & Retention

We retain all documentation, inclusive of personal data, for each professional background due diligence review performed for a period of two (2) years.

After a period of two (2) years all reports will be destroyed.

Disclosure of a candidate's personal information is provided only to our suppliers i.e. agencies that process criminal, credit and social security number traces, as well as driver record checks.

Personal information may also be provided to academic and / or professional institutions to verify academic credentials and / or professional designations.

A professional background due diligence review is sent on a confidential basis to authorized members of our client organization's management team once it is completed.

Should a candidate wish to obtain a copy of a professional background due diligence review conducted by us, they must contact our client organization (the candidate's prospective employer).

Safeguarding of Professional Background Due Diligence Reviews

All current and archived files containing personal data are housed in an office that is secured by lock and a security system.

Archived files may be accessed by Patricia Langmuir Taylor only.

Hard and soft copies of our final reports are retained in our files for a period of two (2) years from the date a professional background due diligence review is completed and sent to the client organization.

Confidentiality

All staff and subcontractors are required to sign a confidentiality agreement.

All staff and subcontractors are kept apprised of our privacy policy and any changes made to it.