Privacy Policy

Access HR Solutions is committed to its Privacy Policy. We keep confidential all information regarding our clients’ businesses to which we have access and the personal information that may be collected about their employees. Personal information is collected, used and disclosed only to the extent necessary to provide the contracted services to our clients.

Business Information

Business Information includes clients’ names, addresses, financial information, staffing levels, HR policies and practices, organizational structure, services and fees contracted with Access HR Solutions.

Personal Information

Personal information is information about an identifiable individual, including:

(a) information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital or family status of the individual;

(b) information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved;

(c) any identifying number, symbol or other particular assigned to the individual;

(d) the address or telephone number of the individual;

(e) the personal opinions or views of the individual except where they relate to another individual;

(f) the views or opinions of another individual about the individual, and

(g) the individual’s name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual.

Personal information does not include the name, title, contact information or designation of an individual that identifies the individual in a business, professional or official capacity.

Personal information about clients’ employees may be collected and disclosed to the client in the course of carrying out the work of Access HR Solutions.

Examples of the types of personal information we may collect are:

names, addresses, dates of birth and contact information of the client’s employees;

employees’ Social Insurance Number and employee number;

employees’ sex, marital and family status as may be required to administer benefits plans;

employees’ occupation, education and employment histories;

employees’ health information as may be required to administer benefits plans, WSIB claims management, attendance management or return to work programs;

opinions expressed about other persons in the workplace;

observations and ratings of work behaviour;

information obtained from interviews and employee surveys.

Access to information from Access HR Solutions

Clients may request copies of any information that Access HR Solutions has collected about them at any time by making a request in writing or by e-mail.

Clients’ employees have the right to see what personal information we hold about them, with a few exceptions. Before providing access, we will confirm the identity of the person requesting the information. We reserve the right to charge a nominal fee for such requests.

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External Regulation

All consultants of Access HR Solutions hold the Certified Human Resources Professional designation and adhere to the Codes of Ethics of both the Human Resources Professionals Association and the Canadian Council of Human Resources Associations. The Codes of Ethics are available at: www.hrpa.ca and www.cchra.ca.

Retention and Destruction of Client Business and Employee Personal Information

Access HR Solutions retains business and personal information to ensure that we can answer questions about the services we provide and for our own accountability to external regulatory bodies.

Employee personal information will be kept for three (3) years after our services to the client were provided, or three years after the employee terminates his/her employment with the client company, whichever comes last.

Client files will be kept for ten (10) years, after which time the files will be destroyed.