Recruitment Privacy Notice
The Calgary West Central Primary Care Network (CWC PCN) (“We”, “Us”) is committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.
For the purpose of Alberta’s Personal Information Protection Act (PIPA), the CWC PCN is responsible for ensuring compliance with PIPA and managing the personal information We collect. For more information about our privacy practices, please contact us at privacy@cwcpcn.com.
We use Workable, an online recruitment platform provided by Workable Software Limited, to support our recruitment process. We use Workable to process personal information as a data processor on our behalf. Workable acts as a service provider, processing personal information on our behalf and only in accordance with our instructions, as required under PIPA.
When you apply for a job opening through the CWC PCN, this Privacy Notice explains how your personal information will be collected, used, and shared during recruitment. If you apply via a third-party job site or similar platform (e.g., Indeed, LinkedIn), the third party may retain your personal information and collect updates regarding your application’s progress. Please note that once your information is collected by a third-party job platform, the use, storage, and management of that information is governed solely by the platform’s privacy policy.
For additional information on how the CWC PCN manages personal information, please refer to our Privacy Policy available on our website.
Your personal information
Information We collect from you
We collect and process the following types of personal information as part of the recruitment process:
- Information you provide when applying for a position. This may include information submitted through an online application portal, email, in-person interviews, or other methods.
- Personal details such as name, email address, phone number, address, and qualifications, as well as employment-related details like work history, skills, and experience.
- Information collected during virtual interviews, such as video recordings, if the video interview feature is used.
- Correspondence records, including any communications you have with Us throughout the hiring process.
Information We collect from other sources
With your consent or where otherwise permitted by law, We may link the information you provide to publicly available information you have shared on professional platforms, such as LinkedIn or other relevant public sources.
We may also collect personal information, including resumes or work profiles from third parties who recommend you for a position.
Clarifications and limitations
Workable supports our recruitment process as a service provider but does not own or control your personal information. All information collected, stored, and processed is managed in compliance with PIPA.
If video recordings are part of the interview process, candidates will be informed beforehand and given the option to decline participation. These recordings will be securely stored for up to five years after the interview process, with access restricted to authorized recruitment personnel. Personal information will be collected only as necessary for recruitment activities and will not be used for unrelated purposes without explicit consent.
Uses made of your information
Lawful basis for processing
Under PIPA, We collect, use, and disclose personal information for reasonable purposes directly related to our recruitment process and as necessary for hiring and employment consideration.
Purposes of processing
We use the personal information collected during the recruitment process for the following purposes:
- To review and assess your application for the role you have applied for
- To consider your suitability for other roles within the CWC PCN
- To communicate with you regarding your application and recruitment status
- To verify the information provided (e.g., qualifications, experience) where applicable
- To record candidates who have applied to the CWC PCN for future recruitment opportunities
Note: The CWC PCN does not rely on automated decision-making tools to make final hiring decisions. While We may use recruitment tools to screen applications or identify suitable candidates, our recruitment team makes all hiring decisions.
Disclosure of your information
We may share your personal information with third-party service providers, including Workable, who assist us in managing our recruitment process. These service providers are authorized to process personal information only in accordance with our instructions and applicable privacy laws.
If you applied for a position through a third-party job site or recruitment platform, such as Indeed, We may share limited details about your application status with that platform to facilitate the recruitment process. The third-party platform will manage your personal information in accordance with its own privacy policies, and We encourage you to review their terms to understand how they handle your data.
We do not disclose personal information beyond what is necessary to achieve the purposes outlined in this Privacy Notice, and all disclosures are made in compliance with PIPA.
How We store your personal data
Security
We implement appropriate technical and organizational measures to ensure your personal information is securely stored and protected against accidental loss, unauthorized access, use, disclosure, or modification. Access to personal information is restricted to authorized individuals who require it for legitimate business purposes. These individuals are trained in their confidentiality obligations and are required to process personal information only in accordance with applicable privacy laws and CWC PCN policies.
To safeguard your information, We have established procedures to detect, respond to, and mitigate any suspected data security breaches. In the event of a breach, We will notify you and any applicable regulatory authorities as required under PIPA.
While we take reasonable steps to protect your personal information, no method of transmission over the internet or electronic storage is entirely secure. We encourage you to exercise caution when transmitting information, as any transmission is undertaken at your own risk.
Where We store your personal data
The CWC PCN stores personal information collected during the recruitment process in Workable, Our third-party Applicant Tracking System (ATS), and within CWC PCN’s secure internal systems when required.
Workable processes and stores personal information on servers in the United States (US) and the European Union (EU). However, these locations may not have privacy laws equivalent to Alberta’s PIPA. Workable acts as a service provider and processes personal information only on our behalf and in accordance with our instructions. Workable has implemented appropriate contractual safeguards, including data protection agreements, to ensure the security and confidentiality of your information.
For hired candidates, personal information will be securely transferred to the CWC PCN’s internal Human Resources Information System (HRIS), which is hosted in Canada. Candidate information no longer required for recruitment purposes will be securely deleted from Workable in accordance with the CWC PCN’s data retention policies.
If you want further information about where your data is stored or the safeguards for cross-border transfers, please contact us at privacy@cwcpcn.com.
How long We keep your personal data
The CWC PCN retains personal information collected during the recruitment process for varying periods based on its purpose:
- Unsuccessful candidates: Personal information of unsuccessful candidates may be retained for up to five years to provide context for human rights or legal inquiries and to ensure fairness and accountability in the recruitment process
- Successful candidates: Personal information of successful candidates will be transferred to their employee file within CWC PCN’s internal HR systems and retained in accordance with applicable HR retention policies
At any time, candidates may request the deletion of their personal data by contacting privacy@cwcpcn.com, subject to legal and regulatory requirements. Personal information will be securely deleted upon one of the following occurrences:
- Completion of the applicable retention period as described above; or
- Receipt of a written deletion request from the candidate
If you have questions about our data retention practices, please contact us.
Your rights
Under PIPA and other applicable privacy legislation, you have several rights concerning the personal information We collect, use, and disclose. These rights include:
- Access to your personal information: You have the right to request access to your personal information and information about how We have used or disclosed it
- Correction of errors: You can request that we correct any inaccuracies in the personal information We hold about you
- Withdrawal of consent: You may withdraw your consent for Us to collect, use, or disclose your personal information, subject to legal or contractual restrictions
- Request for information about processing: You can ask how your personal information is processed and managed
- Complaint filing: If you believe We have not complied with PIPA or other applicable privacy laws, you have the right to file a complaint with Us or Alberta’s Office of the Information and Privacy Commissioner (OIPC)
Exercising your rights
If you would like to exercise any of your rights, please:
- Contact us: Use the contact details provided below
- Provide sufficient information: Include enough details to identify yourself and the specific information or request you refer to
- Verify your identity: We may request proof of your identity to ensure we disclose personal information to the correct individual
- Specify your request: Indicate the nature of your request, whether it’s access, correction, or another right under PIPA
For more information about your rights under PIPA, visit the Office of the Information and Privacy Commissioner of Alberta’s website.
How to complain
We are committed to addressing any concerns or questions you may have about how We handle your personal information. If you have a query or concern about our use of your information, please contact us using the details provided below.
If We cannot resolve your concern to your satisfaction, you have the right to complain to the OIPC of Alberta. For more information on filing a complaint, please visit the OIPC Alberta website or contact them directly.
Contact
For questions, comments, or requests regarding this Privacy Notice or our privacy practices, please contact us:
Privacy team
Calgary West Central Primary Care Network (CWC PCN)
Email: privacy@cwcpcn.com
Phone: 403.258.2745
We value your privacy and are here to address any concerns you may have promptly and professionally.
