Privacy Policy and Data Protection Commitment

Types of Information Collected

To effectively deliver our talent acquisition, executive search, workforce planning, HR consulting, and payroll services, Maple Hearth Resourcing may collect various types of personal information, which can include:

• Contact Details: Name, address, email, phone number.
• Employment History: Resumes, cover letters, previous work experience, job titles, educational background.
• Professional Qualifications: Certifications, licenses, skills, references.
• Payroll Information: For payroll services, this may include SIN/SSN, banking details, and tax-related information.
• Interactions: Records of communications and service requests.

Purposes of Collection

The information collected is used exclusively for the following purposes:

• To provide tailored recruitment services, matching candidates with suitable career opportunities.
• To facilitate comprehensive HR consulting and workforce planning initiatives for our clients.
• To manage and administer payroll services efficiently and accurately.
• To maintain and improve client relationships and service delivery.
• For internal record keeping and compliance with legal or regulatory obligations.

Voluntary Nature and Retention

The provision of your information is voluntary. However, withholding certain details may limit our ability to provide you with certain services. We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law, after which it is securely disposed of to prevent unauthorized access or disclosure.

Unwavering Confidentiality Protocols

Maple Hearth Resourcing operates under the strictest confidentiality protocols to protect all client business information, proprietary data, and strategic discussions. We understand the sensitive nature of HR and recruitment processes and are dedicated to maintaining the highest level of discretion.

• All HR consultants and staff are bound by rigorous confidentiality agreements.
• Non-disclosure agreements (NDAs) are standard practice with clients and, where appropriate, with candidates and third-party contractors.
• Secure communication channels are utilized for all sensitive HR and recruitment discussions.
• Access to client and candidate data is strictly limited to personnel on a need-to-know basis.

Professional Ethics Standards

Our team adheres to a robust code of professional ethics governing consultant behavior and information sharing. This ensures that your information is treated with the utmost respect and integrity, aligning with our brand’s promise of being a professional and trustworthy HR partner.

Technical Safeguards

Our digital infrastructure is protected by cutting-edge security measures:

• Encryption: All sensitive data, both in transit and at rest, is encrypted using industry-standard protocols.
• Secure Servers: Our data is hosted on secure servers with robust firewall protection and intrusion detection systems.
• Access Controls: Strict access controls and multi-factor authentication are enforced for all systems containing personal information.
• Regular Monitoring: Systems are continuously monitored for vulnerabilities and unauthorized access attempts.

Physical Security Measures

Beyond digital protection, we ensure the physical security of our premises and any physical records:

• Access to our offices is restricted to authorized personnel.
• Paper records, when necessary, are stored in secure, locked facilities.
• Secure shredding services are used for the disposal of sensitive physical documents.

Administrative Procedures

Our internal policies and procedures reinforce our commitment to data security:

• Regular staff training on data protection best practices and confidentiality protocols.
• Comprehensive data handling protocols governing collection, storage, use, and disposal.
• Mandatory security audits and policy reviews conducted periodically to ensure ongoing effectiveness and compliance.

Limited Circumstances for Sharing

We do not sell, rent, or trade your personal information with third parties. Information may only be shared under very specific, limited circumstances, primarily to facilitate the services you have requested or when legally required:

• With Your Consent: For recruitment and consulting services, we will share relevant information with prospective employers or third-party service providers only with your explicit consent.
• Service Providers: We may engage trusted third-party service providers (e.g., IT support, cloud hosting) who assist us in operating our business and providing our services. These providers are contractually bound to maintain the confidentiality and security of your information and are prohibited from using it for any other purpose.
• Legal Obligations: We may disclose information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or subpoena).
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction, provided the acquiring entity agrees to adhere to this Privacy Policy.

Due Diligence with Third Parties

Maple Hearth Resourcing conducts due diligence on all third-party vendors and partners to ensure they meet our high standards for data privacy and security. We implement appropriate contractual clauses, including confidentiality and data processing agreements, to ensure that any shared information remains protected in accordance with Canadian privacy laws.