Applicant and Employee Privacy Policy

SCOPE AND OVERVIEW

Student Transportation of Canada, Inc. (“STC”) is committed to protecting the privacy and security of applicants for employment and employee’s personal information. This Privacy Policy describes how STC and its subsidiaries, affiliates and related entities (collectively, “STC”, “we” or “us”) collect and use personal information about you when you are applying for employment, during and after your employment.

This Privacy Policy describes the categories of personal information that we collect, how we use your personal information, how we secure your personal information, when we may disclose your personal information to third parties, and when we may transfer your personal information outside of Canada. This Privacy Policy also describes your rights regarding the personal information that we hold about you and how you can access and correct your personal information.

We will only use your personal information in accordance with this Privacy Policy unless otherwise required by applicable law. We take steps to ensure that the personal information that we collect about you is adequate, relevant, not excessive, and used for limited purposes.

COLLECTION OF PERSONAL INFORMATION

In this Privacy Policy, personal information means any information about an identifiable individual, as may be defined or limited under applicable privacy legislation. Personal information excludes anonymous or de-identified data that is not associated with a particular individual. Personal information also excludes business contact details and job title. To carry out our activities and obligations as an employer and a prospective employer, we may collect, store, and use the following categories of personal information, which we need to engage in the recruitment process and to administer the employment relationship with you:

Personal contact details such as name, title, addresses, telephone numbers,
and personal email addresses.
Date of birth.
Gender
Marital and dependent status.
Beneficiary and emergency contact information.
Government identification numbers such as social insurance or other national insurance number, driver’s license number, or other identification card number.
Bank account details and payroll information.
Wage and benefit information.
Compensation history.
Performance information.
Insurance enrollment information.
Trade union membership under some circumstances.
Start date.
Employment location.

Education information including degrees awarded, transcripts, and other information provided in support of the job application.

Work history and other relevant experience including information contained in a resume, CV, cover letter, job application or other information that may be relevant to the recruitment process.

Photograph.

PERSONAL INFORMATION USE

We only use your personal information where applicable law permits or requires it, for example, when necessary for the performance of our employment contract with you, or when the use is necessary to comply with a legal obligation that applies to us as your employer. We may use your personal information for the following legitimate business purposes:

Identifying and evaluating job applicants, including assessing skills, qualifications, and interests.
Communicating with you about the recruitment process and your application
Employee administration (including payroll and benefits administration).
Business management and planning including internal administration with our affiliated entities.
Processing employee work-related claims (for example, insurance and worker’s compensation claims).
Accounting and auditing.
Conducting performance reviews and determining performance requirements.
Assessing qualifications for a particular job or task.
Gathering evidence for disciplinary action or termination.
Complying with applicable law.
Education, training and development requirements.
Health administration services.
Complying with health and safety obligations.
Deducting and remitting trade union membership dues, if applicable.

We will only use your personal information for the purposes we collected it for. If we need to use your personal information for an unrelated purpose, we will notify you and, if required by law, seek your consent. We may use your personal information without your knowledge or consent where required by applicable law or regulation.

DATA SHARING

We will only disclose your personal information to third parties where required by law or to our employees, contractors, designated agents, or third-party service providers who require it to assist us with administering the employment relationship with you, including third-party service providers who provide services to us or on our behalf. Third-party service providers include, but are not limited to, payroll processors and benefits administration providers. These third-party service providers may be located outside of Canada.

We require all our third-party service providers, by written contract, to implement appropriate security measures to protect your personal information consistent with our policies and any data security obligations applicable to us as your employer. We do not permit our third-party service providers to use your personal information for their own purposes We only permit them to use your personal information for specified purposes in accordance with our instructions.

We may also disclose your personal information where permitted or required by applicable law.

Where applicable law permits, we may transfer the personal information we collect about you to the United States and other jurisdictions that may not be deemed to provide the same level of privacy protection as Canada, as necessary to perform our employment contract with you and for the purposes set out in this Privacy Policy.

DATA SECURITY

We have implemented appropriate physical, technical, and organizational security measures designed to secure your personal information against accidental loss and unauthorized access, use, alteration, or disclosure. In addition, we limit personal information access to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.

DATA RETENTION

Except as otherwise permitted or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND OBJECTION

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. By law you have the right to request access to and to correct the personal information that we hold about you, or withdraw your consent to the use of your personal information under certain circumstances. If you want to review, verify, correct, or withdraw consent to the use of your personal information, please contact us at [email protected]. Any such communication must be in writing. Depending on the jurisdiction in which you are employed or applying for employment, we may charge you a fee to access your personal information, however, we will notify you of any fee in advance.

We may request specific information from you to help us confirm your identity and your right to access, and to provide you with the personal information that we hold about you or make your requested changes. Applicable law may allow or require us to refuse to provide you with access to some or all of the personal information that we hold about you, or we may have destroyed, erased, or made your personal information anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

RIGHT TO WITHDRAW CONSENT

Where you have provided your consent to the collection, use, and transfer of your personal information, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at [email protected].

INQUIRIES

If you have any questions about this Privacy Policy or how we handle your personal information, or would like to request access to your personal information, please contact us at [email protected].

CHANGES TO THIS PRIVACY POLICY

We reserve the right to update this Privacy Policy at any time, and we will provide you with a new Privacy Policy when we make any updates. If we would like to use your previously collected personal information for different purposes than those we notified you about at the time of collection, we will provide you with notice and, where required by law, seek your consent, before using your personal information for a new or unrelated purpose. We may use your personal information without your knowledge or consent where required or permitted by applicable law or regulation. Inquiries may be directed to [email protected].