Privacy Policy

Effective Date: July 11, 2025
Last Updated: July 11, 2025

Business Legal Name: 14297849 Canada Inc. o/a Hireloom Talent Group (“Hireloom”, “we”, “us”, “our”)
Business Address: 6 Stavebank Road, Belleville, ON, K8P 2N6
Contact Email: info@hireloomtalentgroup.com

Hireloom respects your privacy. This Policy explains how we collect, use, disclose, store, and safeguard your personal information when you use our website, services, and software platforms (the “Services”). We operate in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

1) Who we are & roles

Hireloom provides hiring support and candidate introductions. We are not an employer, joint employer, temp help agency, or employer of record.

In most cases, Hireloom acts as a service provider to employers. Employers are separate organizations responsible for their own legal compliance and privacy practices. When you apply to a specific employer, your personal information may be processed by that employer under its privacy policy once shared (with your consent).

2) What we collect

A) Job seekers (candidates)

Identification & contact: name, email, phone, city/region.

Application materials: résumé/CV, cover letter, work history, salary expectations, availability.

Optional media & data you provide: video introductions, portfolios, certifications/licences (e.g., WHMIS, First Aid, 310S), training records, screening answers, assessment results, and references (including reference contact details).

Process data: interview scheduling, notes/feedback, stage status, communications.

Technical data: IP address, device/browser, cookies/analytics events.

B) Employers (hiring teams)

Organization & contact info, role descriptions, hiring preferences, interview feedback, billing/contact details (if applicable).

C) Automatically collected (all users)

IP address, device/browser type, pages visited, timestamps, referral source, and cookie identifiers. We use this to maintain security, prevent fraud, and improve the Services.

We do not intentionally collect sensitive government IDs unless strictly required for a background check you’ve authorized (handled via a vetted third-party provider).

3) Why we collect it (purposes)

We use your information to:

Provide and operate the Services (applications, shortlists, interview coordination, references/background coordination).
Verify qualifications, licences, and training where applicable with your consent.
Share your application with the specific employer you selected, and—only with your permission—with other employers for similar roles.
Communicate about roles, process updates, scheduling, and support.
Improve, secure, and audit our systems (quality assurance, troubleshooting, analytics).
Comply with legal obligations and enforce our agreements.

We do not sell personal information.

4) Consent (and how to manage it)

Applying to a role: By submitting an application, you consent to us processing and sharing your application with that employer for that role.
Considering you for other roles:
- Same employer: we may ask if you want to be considered for other roles at the same organization.
- Other employers: we will ask for explicit consent before we share your résumé/profile with any other employer.
Withdraw consent: You may withdraw consent at any time (we will apply it going forward). Contact info@hireloomtalentgroup.com.

We keep a record of when/where consents were given (timestamp/source).

5) How we store & safeguard your data

We use reasonable administrative, technical, and physical safeguards, including:

Encryption in transit and at rest where supported.
Role-based access, least-privilege controls, and staff training.
Vetted service providers (e.g., Zoho Recruit, Google Workspace) under contractual confidentiality and security obligations.
Monitoring and audits appropriate to our size and risk.

Data residency & transfers. Our service providers may store or process data inside or outside Canada (e.g., the U.S.). When we transfer personal information internationally, we rely on contractual and organizational safeguards. By using the Services, you consent to such transfers.

Security incidents. If we discover an incident involving your personal information that creates a real risk of significant harm, we will take steps required by law (mitigation, notifications, and reporting where applicable).

6) When we disclose information

We disclose personal information only as needed:

To the employer you applied to, to evaluate your candidacy for that role (and, with your consent, for other roles there).
To another employer only with your explicit permission (case-by-case).
To service providers (e.g., hosting, applicant tracking, background checks, training providers) bound by confidentiality and used solely to perform services for us.
For legal reasons (court order, law enforcement, to protect rights/safety, prevent fraud/abuse).
Business transactions (merger/acquisition/asset sale) subject to appropriate safeguards and notice as required by law.

We do not permit service providers to use your personal information for their own marketing.

7) Your rights

Subject to limited exceptions under law, you may:

Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Withdraw consent (we will apply withdrawal prospectively).
Request deletion when information is no longer required for the stated purpose or legal requirements.

We will verify your identity before fulfilling a request. We aim to respond within 30 days (PIPEDA). Contact info@hireloomtalentgroup.com.

You may also contact the Office of the Privacy Commissioner of Canada (OPC) if you have unresolved concerns.

8) Retention

We retain personal information only as long as necessary to fulfill the purposes described or as required by law (e.g., tax, compliance, security).

Typical horizons: candidate profiles and recruitment records are reviewed for deletion or de-identification 12–24 months after last meaningful activity, unless you ask us to keep you in our talent network.
We will delete or de-identify upon request unless we must retain certain data (e.g., to comply with law, defend a claim, or maintain security logs).

9) Cookies & analytics

We use cookies and similar technologies (e.g., Google Analytics) to remember preferences, measure traffic, and improve the Services. You can manage cookies in your browser; blocking cookies may affect functionality. Where required, we’ll obtain consent for non-essential cookies.

10) Communications & CASL

If you apply or request information, we may email you about relevant roles or process updates. We follow Canada’s Anti-Spam Legislation (CASL). You can unsubscribe from emails at any time (links in messages or info@hireloomtalentgroup.com). Transactional/service messages may still be sent.

11) Children’s privacy

Our Services are intended for individuals 16+. We do not knowingly collect personal information from children under 16. If you believe a child provided information, contact us to remove it.

12) Third-party links & policies

Our Services may link to third-party websites/services. Their privacy policies govern their handling of your data. Review those policies before submitting information to third parties.

13) Accessibility & accommodations

We support accessibility in accordance with the AODA. If you need accommodations or accessible formats/communication supports, contact info@hireloomtalentgroup.com.

14) Changes to this Policy

We may update this Policy from time to time. We’ll post the updated date at the top and, for material changes, provide additional notice (e.g., email or in-product). Your continued use of the Services after changes means you accept the updated Policy.

15) Contact us

Questions, requests, or complaints:
Hireloom Talent Group (14297849 Canada Inc.)
6 Stavebank Road, Belleville, ON, K8P 2N6
info@hireloomtalentgroup.com