Global Recruiting Privacy Policy

Global Data and BI Inc. and its affiliates (“Global Data and BI,” “GDBI,” “we,” “us,” or “our”) are committed to protecting the privacy of individuals who apply for employment with us. This Global Recruiting Privacy Policy (“Policy”) describes how we collect, use, store, and disclose personal information about candidates and other individuals who:

• Apply for an open position with us
• Express interest in employment opportunities with us
• Are contacted by us regarding potential employment
• Attend recruitment events or interviews
• Undergo assessments with us

This Policy applies to all job applicants globally and supplements any other privacy notices or policies that may apply to you. Collectively, we refer to individuals covered by this Policy as “Candidates” or “you.”

1. Data controller and contact information

Global Data and BI Inc. is the data controller responsible for the personal information collected during the recruiting process.

Global Data and BI Inc.
Address: 371 Front Street W, Unit D1, Toronto, ON, M5V 3R8
Privacy contact: data-protection@globaldataandbi.com
Recruiting contact: recruiting@globaldataandbi.com

Under Quebec’s Law 25, the person in charge of the protection of personal information is designated by title, not by name, as the statute requires. Absent a written delegation, this role is held by GDBI’s most senior officer.

For questions about this Policy or to exercise your rights, please contact us at data-protection@globaldataandbi.com.

2. Categories of personal information we collect

We collect the following categories of personal information in connection with our recruiting activities:

A. Identification and contact information. Full name; email address; phone number; mailing address; professional networking profiles and other professional social media profiles you provide; preferred communication methods.

B. Professional and employment information. Resume/CV; cover letter; work history and experience; education history (degrees, certifications, institutions); professional certifications and licenses; skills and qualifications; languages spoken; salary expectations and compensation history (where permitted by law); work authorization status and visa requirements; availability and start date; references and reference-check information; employment-eligibility verification documents.

C. Recruitment process information. Application date and source; position(s) applied for; interview notes and assessments; correspondence with you; feedback from interviewers and hiring managers; technical assessment results; background-check results (where applicable and with consent); decision outcomes (hired, not selected, withdrawn).

D. Demographic and equal opportunity information. We may request voluntary demographic information for equal employment opportunity compliance, diversity and inclusion initiatives, and statistical analysis. This may include gender identity, race or ethnicity, veteran status, and disability status. This information is collected separately from your application and is not used in hiring decisions.

E. Technical and usage information. When you visit our career pages or use our recruiting systems: IP address; device information; browser type; pages visited; time spent on pages; referring website.

3. How we collect your personal information

Directly from you: online application forms; email correspondence; phone calls and video interviews; in-person interviews and assessment sessions; career events and networking sessions; referrals you provide.

From third parties: recruitment agencies and search firms; professional references you provide; publicly available professional profiles and social media (when our recruiters proactively identify and contact potential candidates); background-check providers (with your consent); former employers (with your consent); educational institutions (for verification purposes).

Automatically: through the technical signals described in Section 2E, collected on our career pages and application forms.

4. How we use your personal information

A. Recruitment and hiring: to evaluate your qualifications for positions; to communicate with you about your application; to schedule and conduct interviews; to make hiring decisions; to conduct background checks and verify references (with consent); to verify work authorization; to extend employment offers.

B. Legal and compliance: to comply with applicable employment laws and regulations; to comply with equal employment opportunity requirements; to maintain records for legal and audit purposes; to defend against legal claims.

C. Business operations: to analyze and improve our recruiting processes; to evaluate diversity and inclusion in our applicant pool; to maintain candidate databases for future opportunities; to respond to your inquiries; to administer recruitment events.

D. Future opportunities: to consider you for other suitable positions; to maintain talent pools for future openings; to notify you of relevant opportunities (with your consent).

5. Legal basis for processing (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, we process your personal information based on the following legal grounds:

• Legitimate interest: we have a legitimate business interest in recruiting qualified candidates to fill positions, including evaluating applications, conducting interviews, and maintaining candidate databases.
• Contract performance: processing is necessary to take steps at your request before entering into an employment contract.
• Legal obligation: we must process certain information to comply with employment laws, tax requirements, and equal opportunity regulations.
• Consent: for sensitive personal data (such as demographic information), background checks, and certain communications, we obtain your explicit consent.

6. Who we share your personal information with

A. Internal recipients: hiring managers and interview panel members; Human Resources team; legal and compliance teams; IT and security teams (for system access and security).

B. Service providers. We engage the following categories of third-party service providers to operate our recruiting process. We keep this list current and update it whenever the categories in use change:

• A secure data storage system, to store and manage application records via a restricted, access-controlled account
• Our website hosting provider, which hosts our careers pages and application forms and records standard server logs (including IP address) for security and reliability
• An email delivery system, operated on infrastructure we control, which sends application-verification, confirmation, and status emails
• An automated bot-detection service, which screens application submissions for automated or bot traffic and processes limited technical signals (such as IP address and browser characteristics) for that purpose
• Background-check and reference-verification services, where a background check is part of a specific role’s process
• Video interviewing platforms, where interviews are conducted remotely
• Google Analytics, delivered through Google Tag Manager, which measures aggregate usage of our career pages only where you have given cookie consent

All service providers are contractually obligated to protect your personal information and use it only as we instruct.

C. Professional advisors: legal counsel; accountants and auditors; business consultants.

D. Government authorities: when required by law or legal process; to comply with government investigations; to meet regulatory reporting requirements.

E. Business transfers. In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity.

We do not sell your personal information to third parties.

7. International data transfers

Global Data and BI operates globally and may transfer your personal information to countries outside your country of residence, including Canada, the United States, and countries where we have operations or service providers. When we transfer personal information from the EEA, UK, or Switzerland to other countries, we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission, data processing agreements with service providers, and adherence to recognized privacy frameworks.

8. Data retention

If you are hired, your recruiting information becomes part of your employee file and is governed by our Employee Privacy Policy.

If you are not hired, we retain your information for the following periods:

• Active candidates: up to 3 years from your last application or interaction
• Passive candidates (sourced but did not apply): up to 1 year
• Interview notes and assessments: up to 2 years
• Candidates who request deletion: information deleted within 30 days of request

We retain this information to consider you for future suitable positions, to comply with legal and regulatory requirements, to defend against potential legal claims, and to improve our recruiting processes. You may opt out of being considered for future positions or request deletion at any time by contacting recruiting@globaldataandbi.com.

9. Your rights

Depending on your location, you may have the following rights regarding your personal information:

A. Rights under GDPR (EEA, UK, Switzerland): right to access, right to rectification, right to erasure (“right to be forgotten”), right to restrict processing, right to data portability, right to object, right to withdraw consent, right to lodge a complaint with your local data protection authority (in France, the Commission Nationale de l’Informatique et des Libertés, CNIL).

B. Rights under CCPA (California residents): right to know, right to delete, right to correct, right to data portability (to receive a copy of your personal information in a portable, readily usable format), right to opt-out of sale or sharing (we do not sell or share personal information), right to non-discrimination for exercising your rights, and the right to limit use of sensitive personal information: where we process sensitive personal information about you (such as citizenship or immigration status, or the voluntary demographic information described in Section 2D), you may request that we limit our use of that information to purposes necessary to provide the services you’ve requested from us.

C. Rights under Canadian law (PIPEDA and Quebec Law 25). If you are located in Canada, PIPEDA, and, if you are in Quebec, the Act respecting the protection of personal information in the private sector (“Law 25”), give you rights that include:

• The right to access and request correction of your personal information
• The right to data portability, on request, in a structured, commonly-used technical format
• The right to be informed of, and to submit observations regarding, any decision made about you based exclusively on an automated process (see Section 12 below; our process always involves human review, so this applies only if that changes)
• The right to withdraw consent, subject to legal or contractual restrictions
• The right to file a complaint with the Office of the Privacy Commissioner of Canada, or, for Quebec residents, the Commission d’accès à l’information du Québec (CAI)

D. Rights under other privacy laws. If you are subject to other privacy laws, you may have similar rights. Contact us to learn more.

10. How to exercise your rights

Email: data-protection@globaldataandbi.com, subject line “Privacy Rights Request, [Your Name]”, including your full name, the email address used for your application, the position(s) applied for, the specific right you wish to exercise, and any supporting information.

Response time: we will respond within 30 days of receiving your request (or as required by applicable law). We may request additional information to verify your identity before processing your request.

11. Security measures

We implement appropriate technical and organizational security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction, including encryption of data in transit and at rest, access controls and authentication, regular security assessments and audits, employee training on data protection, and incident-response procedures. However, no system is completely secure. We cannot guarantee absolute security of information transmitted over the internet.

12. AI-assisted screening and automated decision-making

As part of evaluating applications, we use AI-assisted scoring tools that review submitted application materials (such as your resume) against the requirements of the role you applied for, and generate preliminary indicators such as a fit score and a written summary. We use this technology in a responsible manner, as one input among several in our recruiting process, alongside our own review and judgment.

These tools inform, but never replace, human judgment. Every hiring decision, including a decision to reject an application, is made by a human reviewer with access to your full application, not only the automated indicators. We do not use fully automated decision-making that produces legal effects or similarly significantly affects you without human involvement.

If you would like more information about how AI-assisted scoring was used in connection with your application, or would like a human reviewer to reconsider your application without regard to the automated indicators, contact us at data-protection@globaldataandbi.com.

13. Children’s privacy

Our recruiting activities are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

14. Third-party links

Our career pages may contain links to third-party websites (for example, professional networking sites and job boards). We are not responsible for the privacy practices of these third parties. Please review their privacy policies before providing personal information.

15. Changes to this policy

We may update this Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated Policy with a revised “Last Updated” date on our website. For material changes, we will provide notice through email to active candidates, prominent notice on our career pages, or other appropriate channels.

16. Contact information

For questions about this Policy: data-protection@globaldataandbi.com
For recruiting inquiries: recruiting@globaldataandbi.com
Mailing address: Global Data and BI Inc., 371 Front Street W, Unit D1, Toronto, ON, M5V 3R8

17. Supervisory authority

If you are located in the EEA, UK, or Switzerland, you have the right to lodge a complaint with your local data protection supervisory authority: for the EEA, your country’s data protection authority (in France, the CNIL); for the UK, the Information Commissioner’s Office (ICO); for Switzerland, the Federal Data Protection and Information Commissioner (FDPIC).

Consent and acknowledgment

By submitting your application or providing your personal information to Global Data and BI for recruiting purposes, you acknowledge that you have read, understood, and agree to this Global Recruiting Privacy Policy. If you do not agree with this Policy, please do not submit an application or provide personal information to us.

Thank you for your interest in Global Data and BI Inc. We look forward to considering your application.