In Transit Personnel Inc. Privacy Policy

In Transit Personnel Inc. respects the privacy of individuals in all aspects of our business. We have a longstanding commitment of protecting your personal information when providing services to our clients. Your personal information is only collected, used and disclosed by In Transit Personnel Inc. in accordance with this Privacy Policy.

WHY DO WE COLLECT PERSONAL INFORMATION?

As candidates using In Transit Personnel, you are asked to provide certain pieces of information in order for us to provide you with the best service. In addition to your contact details, résumé, drivers license, driving record, criminal record search, drug testing history, and a description of the type of work you are looking for, your file may also include the following:

• Our interview notes
• Information obtained through reference and background checks
• Educational records
• Reference letters
• Skill testing results
• Road Test results
• For temporary staffing arrangements, we also require the following:
• Information required to provide payroll services, including banking details, tax
  deductions and vacation allowances
• Information about you and your beneficiaries, as required, to enroll in our benefits
  packages

We use your information to:

• Understand your qualifications, needs and preferences.
• To find the best fit that will give you the best opportunities and job satisfaction
• Fulfill our clients’ requests for information about candidates
• Provide you with appropriate training or career transition services
• Assess and develop our business and operations to better service our candidates and clients
• Provide payroll and other HR functions to you, for temporary staffing arrangements
• In Transit Personnel Inc. never collects more personal information than is needed to fulfill these purposes, unless requested by the client and consented to by the candidate.

WHEN DO WE DISCLOSE PERSONAL INFORMATION AND TO WHOM?

Your personal information is never traded, sold or leased by us to any external companies. Your information is only disclosed for In Transit Personnel’s legitimate business purposes or as required to meet legal and regulatory requirements, for example, to comply with government agencies, such as Revenue Canada, HRDC, Receiver General, Family Responsibility Office and a Court Order

In the normal course of business, we disclose your personal information to our clients when we feel there is a potential for a job placement. As a candidate, you are relying on us to share such information. We only provide your information to employers if there is a placement opportunity that is well-suited for you, and we only provide information required and requested to make an informed decision regarding a candidate assignment. We may share information with our third party affiliates, partners, contractors or other companies (collectively “representatives”) that we use to provide full staffing services. However, we only disclose limited information as required for the function that will be performed by the representative on our behalf. We also ensure that every contract we enter into with a third party representative clearly outlines the representative’s obligation to protect your personal information and live up to the principles of privacy.

Examples of companies we share your limited personal information with include:

• Organizations that perform background checks including criminal, educational and credit checks as required by the client
• A drug testing consortium
• Employee testing centers
• Government Agencies

HAVE YOU CONSENTED?

Having read this policy and by using our services and providing us with your personal information, we imply your consent to the collection, use and disclosure of your personal information as specified herein. Wherever possible and when necessary, we obtain your express consent for particular uses and disclosures. For example, we obtain your express, written consent before releasing your information to a third party who provides background checks on potential employees.

HOW LONG IS YOUR INFORMATION RETAINED?

We retain your information as long as you are using our placement services, or longer if required by law. For temporary workers, that means we retain all your information as long as you remain on our payroll, and for seven years thereafter. For permanent placements, we retain your information for one year after you accept a permanent employment position.

HOW DO WE KEEP YOUR PERSONAL INFORMATION SECURE?

In Transit Personnel Inc. has staff procedures and policies in place to ensure that your personal information, in both paper and electronic format, are secure. For example, we require the following:

• Filing cabinets remain locked at all times
• Access to electronic and paper files is limited on a need-to-know basis depending on job function
• Password selection criteria and expiry make unauthorized access more difficult
• Staff training on the importance of privacy and security is undertaken regularly

Through our website, you can ask questions about our services, and provide information about yourself, such as an on line application. To secure the transfer of such personal information, In Transit Personnel Inc. has obtained a Secure Socket Layer (SSL) Server Certificate. Thus, personal information entered through our site is collected within a secure page, such that it is encrypted while being transferred to a password protected In Transit Personnel Inc. server equipped with an enterprise firewall. If you provide personal information to us via unencrypted e-mail you should be aware of the inherent risks of interception over which we have no control.

HOW CAN YOU ACCESS YOUR PERSONAL INFORMATION AND CHECK ITS ACCURACY?

In Transit Personnel Inc. relies on the information provided by you, as well as third parties such as those providing references, educational institutions or those conducting background checks. You may at any time make a written request for access to your personal information. Upon payment of a small administrative fee, we will provide you with a copy of the personal information we have on file. In Transit Personnel Inc. strives to maintain accurate records of your personal information, however, this cannot be achieved without your help. In this ongoing effort, we ask you to provide us with your most up to date information. Write to the address below and let us know of any personal information you have given us in the past that is incomplete, inaccurate, or no longer relevant. It will be our pleasure to make appropriate modifications.

CONTACT US WITH ANY QUESTIONS OR CONCERNS

In Transit Personnel Inc. takes full responsibility for the management and confidentiality of the personal information it collects. If you have any concerns about this policy, or feel that In Transit Personnel Inc. is not abiding by it, please write to:

Privacy Officer
In Transit Personnel Inc.
6200 Dixie Road Units 112/114
Mississauga, ON L5T 2E1

In Transit Personnel Inc. Personal Information Checklist

The following information is collected by In Transit Personnel. This information is used expressly for screening applicants, for employment purposes and to maintain current information on existing employees. At no time will any of this information be shared traded or sold with any outside firm or agency. This information may be shared with our customers, to secure employment, and or to ensure our employees are insured while operating customer equipment. This information may also be shared with government agencies in the case of any facility audit by MTO, USDOT or Revenue Canada. This information will also be released to satisfy any court orders.

1. Name
2. Address
3. Phone numbers
4. Date of Birth
5. Social Insurance Number
6. Work History
7. Job Experience
8. Banking information for payroll purposes
9. Information on spouses, children, and beneficiaries for the purpose of benefits (if applicable)
10. Emergency contact information
11. Interview notes
12. Educational records
13. Tax forms for payroll deductions
14. Signed consent to perform employment verification and references
15. Medical History to maintain compliance with current licensing and job suitability
16. Drivers Abstract (renewed every 6 months)
17. CVOR Abstract (renewed every 6 months)
18. Drivers License
19. Work History
20. Reference Checks
21. Criminal Record Search
22. Drug Testing history (if applicable)
23. Written tests
24. Road tests

In Transit Personnel Inc. Personal Information Storage Policy

It is the policy of In Transit Personnel to maintain the confidentiality of all personal information collected from employees and potential employees. This is achieved by the following:

1. All personal data collected from employees and potential employees is stored in locked file cabinets.
2. The cabinets are to remain locked and secure at all times.
3. Access to these cabinets is controlled by the privacy officer of In Transit Personnel.
4. Access to the locked file cabinets is granted by the Privacy officer when files are needed for employment opportunities, information updates, reviews, and when requested by customers for the purpose of employment or insurance eligibility.
5. Keys to the locked file cabinets are issued to the following In Transit Personnel internal employees so that they may conduct their day to day job functions unimpeded.
a) Administrative Assistant
b) Transportation Placement Coordinators
c) Operations Manager
d) Payroll Administrator
6. Keys will be monitored and accounted for by the Privacy Officer
7. Any files removed from a cabinet for the purposes listed above must be handled with care and confidentiality and returned to the cabinet as soon as the need for their use is complete.
8. All pending files or incomplete files of new hires must be secured and locked when not being processed.
9. Employee files are kept on premises for 2 years from the last date worked. After which time they are moved off site to a secure location. After 7 years of inactivity files are destroyed by shredding. Resumes which are submitted are kept on file secured in locked cabinets for 5 years. At which time they are shredded.
10. Electronic storage of data is password protected on the In Transit Personnel server. Access is limited to the same personnel as listed above.
11. On-Line applications submitted through the In Transit Personnel website are sent through a Secure Socket Layer Server Certificate. Therefore all personal information submitted via the on line application on our web site is encrypted while being sent to our server which is equipped with an enterprise firewall.
12. Any information submitted through email is not secure and therefore In Transit cannot assume any liability for it’s inherent risks of interception. This warning is posted on our web site.
13. Staff training on the importance of Privacy and Security is updated regularly to always remain in compliance.