Global Recruiting Privacy Policy

1. Data controller and contact information

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

• 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. Absent a written delegation, this role is held by GDBI’s most senior officer.

2. Categories of personal information we collect

A. Identification and contact information

Full name; email address; phone number; mailing address where applicable; 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; professional certifications and licences; skills and qualifications; languages; salary expectations or compensation information where permitted by law; work-authorization status; availability and start date; references; employment-eligibility verification documents.

C. Recruitment process information

Application date and source; positions applied for; interview notes and assessments; correspondence; interviewer and hiring-manager feedback; technical-assessment results; background-check results where applicable and with consent; decision outcomes.

D. Demographic and equal opportunity information

Where requested, voluntary demographic information may be collected separately for equal-employment, diversity or statistical purposes and is not used as a substitute for role-based hiring criteria.

E. Technical and usage information

When you use career pages or recruiting systems, technical data may include IP address, device information, browser type, pages visited, time on page and referring website.

3. How we collect your personal information

Information may be collected directly from you through applications, email, phone/video interviews, in-person interviews, assessments, career events and referrals; from third parties such as recruitment agencies, references, publicly available professional profiles, former employers or educational institutions where appropriate; and automatically through technical signals generated by career pages and application forms.

4. How we use your personal information

A. Recruitment and hiring

To evaluate qualifications; communicate about applications; schedule and conduct interviews; make hiring decisions; conduct background checks and verify references with consent; verify work authorization; and extend offers.

B. Legal and compliance

To comply with employment laws and regulations, maintain appropriate records and defend legal claims.

C. Business operations

To analyze and improve recruiting processes, administer recruitment events, respond to enquiries and maintain candidate records.

D. Future opportunities

Where permitted, to consider candidates for other suitable positions, maintain talent pools and notify candidates of relevant opportunities with appropriate consent.

5. Legal basis for processing (GDPR)

For candidates in the EEA, UK or Switzerland, processing may rely on legitimate interests in recruiting qualified candidates, pre-contractual steps requested by a candidate, legal obligations and consent where required for sensitive information, background checks or certain communications.

6. Who we share your personal information with

Internal recipients may include hiring managers, interview-panel members, HR/recruiting, legal/compliance, and IT/security personnel where needed.

Service-provider categories may include secure data storage, website hosting, email delivery, bot-detection, background/reference verification, video interviewing and consent-based analytics. Providers are required to protect information and use it only as instructed.

Personal information may also be disclosed to professional advisers, government authorities where legally required or an acquiring entity in a business transfer. We do not sell candidate personal information.

7. International data transfers

Recruiting is conducted globally, and candidate information may be processed in countries outside the candidate’s residence, including Canada, the United States and countries where service providers operate. Appropriate safeguards are used where required by applicable data-protection law.

8. Data retention

If you are hired, recruiting information becomes part of your employee file and is governed by applicable employee privacy requirements. If you are not hired, the current retention approach is:

• Active candidates: up to 3 years from the last application or interaction
• Passive candidates sourced but not applying: up to 1 year
• Interview notes and assessments: up to 2 years
• Candidates requesting deletion: information deleted within 30 days of the request, subject to applicable law

Retention supports consideration for future positions, legal/regulatory obligations, defence of claims and recruiting-process improvement. You may opt out of future consideration or request deletion by contacting recruiting@globaldataandbi.com.

9. Your rights

Depending on location, rights may include access, correction, deletion, restriction, data portability, objection, withdrawal of consent and complaint rights. Quebec candidates may have additional rights under Law 25; Canadian candidates may have rights under PIPEDA; California candidates may have applicable CCPA/CPRA rights; EEA, UK and Swiss candidates may have GDPR rights.

10. How to exercise your rights

Email data-protection@globaldataandbi.com with the subject “Privacy Rights Request, [Your Name]” and include enough information to identify the application and the right you want to exercise. We may request additional information to verify identity.

11. Security measures

We implement technical and organizational safeguards including encryption in transit and at rest where applicable, access controls, authentication, security reviews, training and incident-response procedures. No system can guarantee absolute security.

12. AI-assisted screening and automated decision-making

As part of evaluating applications, GDBI may use AI-assisted scoring tools that review submitted application materials against requirements of the role and generate preliminary indicators such as a fit score and written summary.

These tools inform but do not replace human judgment. Hiring decisions, including rejection decisions, are made by human reviewers with access to the candidate’s application. GDBI does not use fully automated decision-making that produces legal or similarly significant effects without human involvement.

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

13. Children’s privacy

Recruiting activities are not directed at individuals under 18. If you believe information from a child has been collected, contact us.

14. Third-party links

Career pages may contain links to third-party professional networks, job boards or other services. Their privacy practices are governed by their own policies.

15. Changes to this policy

This Policy may be updated to reflect changes in recruiting practices or legal requirements. Material changes may be communicated through email to active candidates, prominent notice on career pages or other appropriate channels.

16. Contact information

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

17. Supervisory authority

Where applicable, candidates may lodge a complaint with their local data-protection authority, including the CNIL in France, ICO in the United Kingdom, FDPIC in Switzerland, the Office of the Privacy Commissioner of Canada or Quebec’s Commission d’accès à l’information.

Consent and acknowledgment

By submitting an application or providing personal information for recruiting purposes, you acknowledge that you have read and understood this Global Recruiting Privacy Policy. Where consent is required for a specific processing activity, it is obtained through the relevant application or recruiting process.