Arbutus Search Group Inc. (“Arbutus Search Group”, “we”, “our”, or “us”) is committed to protecting the privacy and confidentiality of the personal information entrusted to us. We recognize the importance of safeguarding personal information and are committed to collecting, using, disclosing, retaining, and protecting personal information responsibly and in accordance with British Columbia’s Personal Information Protection Act (PIPA) and other applicable privacy laws.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when providing recruitment, executive search, and talent acquisition services.
By submitting your personal information to Arbutus Search Group or interacting with our services, you acknowledge that your information will be handled in accordance with this Privacy Policy.
We collect only the personal information reasonably necessary to provide our recruitment and staffing services.
Depending on your interaction with us, we may collect:
We may also collect professional information from:
We only collect information that is reasonable for recruitment purposes.
During interviews, meetings, or telephone conversations we may collect:
We collect personal information through a variety of methods in connection with our recruitment and staffing services, including:
We collect personal information to:
We generally collect, use, and disclose personal information with an individual’s knowledge and consent, except where otherwise permitted or required by law.
Candidates may provide consent by:
Before sharing a candidate’s resume or personal information with a prospective client, we obtain the candidate’s express consent. Consent may be provided verbally or in writing.
Where recruitment-related meetings or calls are recorded or transcribed using AI-assisted meeting software, participants will be notified when recording or transcription occurs.
Consent may be withdrawn at any time, subject to legal or contractual obligations and reasonable notice.
We use personal information to:
To support our recruitment process, we use technology, including artificial intelligence (AI)-enabled tools, to assist our recruiters.
These technologies may be used to:
AI tools assist our recruiters by organizing information and preparing summaries. They do not make hiring, employment, or candidate selection decisions. All candidate recommendations and recruitment decisions involve human review by our recruitment team and our clients.
We do not sell, rent, or trade personal information.
We may disclose personal information:
We limit disclosures to the information reasonably necessary for the intended purpose.
To support our recruitment and business operations, we engage trusted third-party service providers that perform services on our behalf. These service providers may process, store, or have access to personal information only as necessary to provide their services to us.
Our service providers may include organizations that provide:
We take reasonable steps to ensure that service providers handling personal information on our behalf are subject to appropriate contractual, organizational, and technical safeguards designed to protect personal information and use it only for the purposes for which it was provided.
Candidate resumes and recruitment information are maintained within our secure cloud-based recruitment system.
We retain candidate information to assist with current and future employment opportunities unless:
Some of our service providers may store or process personal information outside of Canada.
Where this occurs, personal information may be subject to the laws of the jurisdiction in which it is processed or stored.
We take reasonable steps to ensure that service providers maintain appropriate safeguards to protect personal information.
We use reasonable physical, organizational, and technological safeguards appropriate to the sensitivity of the information we hold.
These safeguards may include:
While no system can guarantee absolute security, we take reasonable measures to protect personal information against unauthorized access, use, disclosure, alteration, or destruction.
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected or to comply with legal obligations.
When personal information is no longer required, it is securely deleted, destroyed, or anonymized in accordance with our record retention practices.
We rely on individuals to ensure the personal information they provide is accurate and current.
If your contact information, employment history, or qualifications change, we encourage you to notify us so we can maintain accurate records.
Subject to applicable law, individuals have the right to request access to the personal information we hold about them and request corrections where information is inaccurate or incomplete.
Requests should be submitted to our Privacy Officer using the contact information below.
We will respond within the timeframes required under applicable privacy legislation.
Our website may use cookies and similar technologies to improve website functionality and understand how visitors use our website.
These technologies may collect information such as:
Most web browsers allow users to disable cookies through their browser settings; however, doing so may affect website functionality.
We may update this Privacy Policy from time to time to reflect changes in our business practices, technology, or legal obligations.
The most current version of this Privacy Policy will always be available on our website.
Questions, requests, or concerns regarding this Privacy Policy or our handling of personal information may be directed to:
Privacy Officer
Arbutus Search Group Inc.
A113-2099 Lougheed Highway, Port Coquitlam, BC V3B 1A8
Phone: 604.360.7188
Email: info@arbutussearch.com
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