Privacy & Personal Information Protection
Preserving the confidentiality of personal information – including that of our candidates, contractors, clients, and our employees – has always been a foundation of our business practices at Optimum Staffing Solutions Inc.
The purpose of this personal information protection policy is to provide Optimum Staffing solutions Inc with a framework to ensure that we handle personal information with a view to managing our privacy-related risks and complying with applicable law. It governs the collection, use and disclosure of personal information in the course of our commercial activity and in the course of employing corporate employees.
The policy sets a minimum standard for handling personal information and sets out guidance for the handling of personal information. This policy is consistent with and supportive of optimum Staffing Solutions Inc Business Principles.
"Personal information" includes factual or subjective information about an identifiable individual.
Privacy Protection Principles
Employees and others, who collect, use and disclose personal information on Optimum Staffing Solutions Inc.’s behalf must comply with the following principles. Personal information must at all times be:
Processed fairly, lawfully and as authorized
Processed for reasonable and specified purposes
Processed only as reasonably necessary
Subject to reasonable measures to ensure accuracy
Subject to reasonable measures to ensure security
Subject to retention rules that limit unnecessary retention
Subject to a process that allows for access and correction
Each of these principles is described in more detail in the following sections.
Optimum Staffing Solutions Inc accepts responsibility for treating all personal information in an appropriate and lawful manner. Our Privacy Officer is responsible for ensuring compliance with this policy and applicable privacy legislation and answering related questions.
Fair, Lawful and Authorized Processing
This policy allows Optimum Staffing Solutions Inc to collect, use and disclose personal information for its legitimate purposes provided it does so in a fair and lawful manner.
Optimum Staffing Solutions Inc. should ordinarily identify itself as accountable for the personal information it collects and should ordinarily identify anyone to whom it will routinely disclose or transfer personal information.
Optimum Staffing Solutions Inc collects, uses and discloses personal information based on informed consent unless permitted or required by law.
Optimum Staffing Solutions Inc only relies on implied consent when appropriate in light of the sensitivity of personal information and individuals’ reasonable expectations. The Company relies on implied consent to collect, use and disclose the personal information of corporate employees for the purpose of establishing, managing or terminating its employment relationships.
Processing for Reasonable and Specified Purposes
Optimum Staffing Solutions Inc collects, uses and discloses personal information for reasonable business purposes that it identifies to individuals at the time of collection except as permitted or required by law.
Optimum Staffing Solutions Inc will not collect personal information for one purpose and then using it for another without consent except as permitted or required by law.
Processing Only As Reasonably Necessary
Optimum Staffing Solutions Inc only collects, uses and discloses personal information to the extent that it is reasonably required for a reasonable and stated business purpose.
Optimum Staffing Solutions Inc specifies the type of personal information it collects as part of its record keeping and information-handling policies and practices.
In the course of its commercial activity, the Company ordinarily collects, uses and discloses personal information for the following reasonable business purposes: to provide services, including staffing services, search & selection and MSP services.
As an employer of corporate employees, Optimum Staffing Solutions Inc. Collects uses and discloses personal information for the purpose of establishing, managing or terminating its employment relationships and managing and auditing its operations. These purposes include preventing and responding to work-related misconduct, breaches of law and other activities that may Optimum Staffing Solutions Inc.’s harm interests.
Optimum Staffing Solutions Inc employs reasonable measures to ensure that personal information is kept as accurate as required for its purposes.
Requests for correction of personal information are handled in accordance with rights granted under applicable legislation and good recordkeeping practices.
Optimum Staffing Solutions Inc takes reasonable security measures to protect personal information against unlawful or unauthorized access, loss and damage.
Optimum Staffing Solutions Inc maintains policies, procedures and technologies (in accordance with the Group IT-security policy) to maintain the security of personal information from the point of collection to the point of destruction.
Record retention schedules are created and enforced for records containing personal information.
Optimum Staffing Solutions Inc establishes record retention rules so that it does not retain personal information longer than necessary for the purposes it was collected unless required by law.
Access and Correction
Optimum Staffing Solutions Inc provides individuals with access to personal information and a means of correcting personal information in accordance with applicable privacy legislation.
Providing Information Over The Telephone Or By Email
Any corporate employee dealing with telephone or email enquiries should be careful about disclosing any personal information held by Optimum Staffing Solutions Inc. In particular, they should:
Check the requesting person's identity to make sure that information is only given to a person who is entitled to it. In case of uncertainty about the requesting person’s identity and therefore legitimacy of the request, no information should be provided.
Suggest that the caller puts the request in writing or that the requesting person comes by in person if they are not sure about the caller's identity and/or where their identity cannot be checked.
Refer to the Privacy Officer for assistance in difficult situations. No one should allow himself or herself to be pressured into disclosing personal information.
Where third parties, in person, are requesting personal information, e.g. authorities demanding information in an Optimum Staffing Solutions Inc office, the same principles apply.
Transferring and Disclosing Personal Information
Optimum Staffing Solutions Inc only transfers personal information to another entity (whether within the Optimum Staffing Solutions Inc or outside it) if the transfer complies with the principles and the other rules set out in this policy and with applicable privacy legislation.
Optimum Staffing Solutions Inc (i) employs due diligence in selecting organizations to process personal information on its behalf, (ii) imposes reasonable contractual terms on such organizations with a view to maintaining comparable data security and (iii) oversees such organizations with a view to maintaining comparable data security.
All requests for copies of personal information must be made in writing and directed to the Optimum Staffing Solutions Inc Privacy Officer .The Privacy Officer will work with you to respond to all inquiries and resolve any concerns. Optimum Staffing Solutions Inc will respond in a timely manner to inquire and investigation by privacy regulators. Corporate employees who are contacted by a privacy regulator should promptly notify our Privacy Officer. If a corporate employee considers that the policy has not been followed they should raise the matter with their Manager or Privacy Officer.