top of page

PRIVACY POLICY

Last Updated: September 29, 2026

 

At AKI Recruiters, your privacy is paramount. As a recruitment and staffing firm operating in Ontario, Canada, we are trusted with sensitive personal information from job candidates, clients, and website visitors. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable provincial laws.

​

1. Accountability

We are responsible for all personal information under our control. We have designated a Privacy Officer who is accountable for our compliance with this Privacy Policy and PIPEDA. If you have any questions or concerns, please contact our Privacy Officer using the details provided in Section 10.

​

2. Personal Information We Collect

We only collect personal information that is necessary to provide our recruitment, placement, and staffing services. This information may be collected directly from you, from public professional networks (e.g., LinkedIn), or from references you provide.

 

For Candidates: Name, email address, phone number, residential address, resume/CV, employment history, education details, professional certifications, reference checks, and interview notes. If required for specific positions (and where legally permitted), we may collect background check results, driving records, or professional license verifications. 

  • For Client Contacts: Name, job title, business phone number, business email address, company name, and billing information. 

  • For Website Visitors: IP address, browser type, and anonymous usage data collected via cookies to optimize user experience.

 

3. Purpose of Collection

We collect and use your personal information for the following commercial purposes:

 

  • Assessing your qualifications, skills, and suitability for employment opportunities. 

  • Presenting candidate profiles and resumes to prospective client employers. 

  • Establishing, managing, or terminating a placement or employment relationship. 

  • Communicating with you regarding current job openings, career advice, or market insights. 

  • Meeting legal, regulatory, or insurance obligations. 

 

4. Consent

We will only collect, use, or disclose your personal information with your knowledge and consent, except where required or permitted by law.

  • By submitting your resume or application t us, you provide implied consent for us to use it for recruitment purposes. 

  • Important: We will always obtain your express verbal or written consent before sharing your resume or personal information with any specific prospective client employer. 

  • You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer.

 

5. Limiting Collection, Use, and Disclosure

We will not collect more personal information than is required for the identified purposes. We do not sell, rent, or trade candidate or client databases to third parties.

 

Your information is only shared with: 

  • Prospective Employers: Clients who have open mandates that match your profile (only with your prior consent). 

  • Third-Party Service Providers: Vetted vendors who perform services on our behalf (such as IT support, payroll processing, or background screening companies). These providers are contractually bound to maintain strict confidentiality and data protection. 

  • Legal Authorities: When required to comply with a subpoena, warrant, or court order.

 

6. Retention and Storage of Data

We retain your personal information only as long as necessary to fulfill the recruitment purposes for which it was collected or to satisfy legal and tracking requirements. If a candidate is no longer actively looking for work through our firm, their data will be securely archived or permanently destroyed in accordance with our data retention schedule.

 

Some of our cloud-based database systems or IT service providers may host data outside of Ontario or Canada (e.g., in the United States). While stored in another jurisdiction, your information may be subject to the laws of that jurisdiction. 

 

7. Safeguards and Security

We employ robust security measures to protect your personal information against loss, theft, unauthorized access, duplication, modification, or disclosure. These safeguards include:

  • Physical Measures: Locked filing cabinets and restricted access to our physical offices. 

  • Technological Measures: Firewalls, data encryption, secure servers, multi-factor authentication, and password protection protocols. 

  • Organizational Measures: Restricting internal data access to employees on a strict "need-to-know" basis and providing regular privacy training to our staff. 

 

8. Accuracy

We strive to keep your personal information as accurate, complete, and up-to-date as necessary for its intended use. We encourage candidates to update us regularly regarding changes to their contact details, skills, or employment history.

 

9. Your Rights: Access and Correction

You have the right to request access to the personal information we hold about you and to know how it has been used or disclosed. You also have the right to challenge the accuracy and completeness of your data and request that it be amended or deleted.

 

To submit an access or correction request, please write to our Privacy Officer. We will respond to your request within 30 days, as required by PIPEDA, at little or no cost to you.

 

10. Contact Us & Complaints

If you have any questions about this Privacy Policy, wish to file a complaint, or want to exercise your privacy rights, please contact our Privacy Officer at:

 

AKI Recruiters
Attn: Ross Holden, Privacy Officer
Email: ross@akirecruiters.com
Phone: (613) 276-8375
Mailing Address: 1019 Route 105, Chelsea, QC J9B 1P3

 

If we do not resolve your complaint to your satisfaction, you have the right to escalate the matter to the Office of the Privacy Commissioner of Canada (OPC) by visiting www.priv.gc.ca. 

bottom of page