ANCIA Personnel Inc. and its divisions offer recruitment services, from talent attraction to retention, to companies in all sectors with operations in Quebec. At ANCIA, the practices surrounding the confidentiality and security of personal data reflect our values of transparency, efficiency and commitment to our customers, candidates, partners and employees. This is why ANCIA is committed to complying with the laws in force and to preventing any unauthorized access. We invite you to read this policy and to contact us with any questions in accordance with the procedures established in this policy.
If necessary, you should send a request to the person responsible for the protection of personal information, specifying precisely the type of request, the information concerned and the details surrounding the incident. You must provide sufficient information to allow us to identify you as well as any other relevant information that allows us to properly respond to your request or to quickly take the necessary steps to deal with the incident. Additional proof of identity may be required. Procedures in the event of an incident are carried out in complete confidentiality.
Person responsible for the protection of personal information Sandra Deschênes-Boucher, Human Resources Consultant,
ANCIA personnel Inc. 8032, Avenue des Églises, office 226, Lévis (Quebec) G6X 1X7
Phone: (844) 455-0050
Email: info@ANCIA.ca
In the event of an incident related to data confidentiality or security, ANCIA undertakes to communicate immediately with all persons concerned and to take all necessary measures in order to rectify the situation. And minimize the harm suffered. In addition, ANCIA undertakes to keep a record of confidentiality incidents and to notify the Commission d'Accès à l'Information if the incident presents a risk of serious harm.
At ANCIA, we do everything we can to offer you an exceptional experience. To achieve this, we use cookies, designed to personalize your journey and offer you a user experience that meets your expectations. With your consent, we and our partners use cookies or similar technologies to store, access, and process personal data. You can revoke this consent or object to the processing of data at any time by clicking on “Personalize” when you arrive at the website. You can also choose to activate or deactivate cookies, in whole or in part, but deactivating some of them could affect your browsing experience.
ANCIA is committed to ensuring the protection of the confidential information you entrust to it. If you voluntarily provide personal or confidential information, by email or form, only the information required to enable ANCIA personnel to respond to your message or to respond to your request will be used. Electronic correspondence will be treated with the same confidentiality measures as written documents and may be the subject of a secure response email.
Consent is at the heart of actions related to the protection of your data. It is essential to obtain your consent prior to the storage of your data in our systems. Once consent is obtained, we are committed to keeping your data for legitimate purposes, in a secure manner and to destroying your data at the end of the validity period of your consent or the retention period prescribed in your situation. Our tools allow us to securely destroy any data that is the subject of an expired consent, an expired retention period or a request for deindexing.
Why do we need to collect your data?
We need to collect your data to build your application file and manage the recruitment process as part of our client mandates or for our own company. In the event that your application has not been accepted by one of our customers, we also keep them to offer you other job opportunities in the future.
What data do we collect about you during the recruitment process?
The data collected may include, in whole or in part:
- Your full name, telephone contact information, email address, cover letter, and resume;
- Your identity documents: driver's license, health insurance card, work visa, work permit or others;
- Your copies of your diploma or training certificate;
- All communications made by email or by email with our team that could include personal information;
- Links to your social media profiles such as LinkedIn or Facebook.
In addition, the application files keep all of your consents:
- Consent to the application and disclosure of personal information;
- Consent to the taking of references (including the personal information of the referees);
- Consent to the validation of diplomas;
- Consent to criminal history research;
- The criminal history search report;
- The reference taking report;
- The validation of diplomas or training certifications;
- A written summary of all the telephone pre-qualification evaluations, interviews and notes of the various parties involved in your file;
- Your application history in our systems;
- Your results in the various technical tests or personality inventory tests;
- Some communications or steps in the process could gather information concerning the current or requested salary, and complete information concerning the conditions offered by our customers when hiring;
- It is also possible that your telephone conversations are recorded for the purposes of evaluating our services and training. Our team will ask for your consent during the recordings.
How do we collect your data?
- Our team uses an application management system in which there is a secure link to share your documents.
- We use an IP telephone system to communicate with you and manage voice data.
- We use a secure messaging system in order to keep all of our exchanges.
- We use secure electronic signature software for certain forms
- We also collect data from candidates hired by our customers in a customer relationship management system (CRM).
How long do we keep your data?
- Application file: 36 months after application and consent, with the possibility of extending consent for the purposes of an application bank.
- File of candidates hired by our customers: 7 years after hiring.
Who has access to your data?
Only those involved in your recruitment process, such as recruitment specialists or recruitment business partners, their supervisors, and system administrators have full access to your application in the application processing system.
Only those responsible for managing customers, monitoring the integration of employees with our customers and billing as well as system administrators have access to your personal information if you have been hired by one of our customers. This information is hosted in a customer relationship management (CRM) system.
Those responsible for finding candidates may have access to your data in order to offer you new job opportunities.
Who will we share your data with?
ANCIA will not communicate any information concerning applications to its customers or any other third party without the prior consent of the person concerned.
ANCIA will communicate the personal information of candidates to its customers in a secure manner and for the sole purpose of the current recruitment process.
In order to verify the validity of the information obtained, ANCIA may communicate your information with the following persons and organizations: the referees indicated in the consent form to take references, the Ministry of Education for the verification of diplomas obtained, the Société Québécoise d'Information Juridique pour la Recherche d'Antecedents Crimes.
Is it possible for your data to be communicated outside of Quebec? Some members of our team are based abroad and our remote work policy allows us to work outside of Canada. The members of our team who work abroad have the same restricted access to our information systems and offer the same protection in terms of the confidentiality and security of your data.
Why do we need to collect your data?
Macan International collects the personal data of candidates for the purposes of supporting our clients for interviews and to assist them in your immigration process.
How long do we keep your data?
36 months from the time the documents were collected, or 7 years from the start of employment with the employer in Canada.
How do we collect your data?
We collect your data via our application management platform and via our customer relationship system (CRM). Documents containing personal data are transmitted via secure links in our systems.
Who has access to your data?
Access to applicants' personal information is limited to project managers and our immigration experts.
Who will we share your data with?
Only relevant information will be shared with employers.
In the event that a job is agreed upon with a Canadian employer, what data do we collect about you during an immigration process?
Data collected for the purposes of applying for a Labour Market Impact Assessment (LMIA)
Why do we need to collect your data?
We need to collect your personal information to study your profile and assess whether you are eligible for a job in Canada. Studying your profile is a prerequisite for obtaining a job offer and therefore prior to the LMIA application submitted by your future employer.
What data is required for the purposes of applying for an LMIA?
The following data must be included in an LMIA application:
- Full name, phone number, email address
- Up-to-date curriculum vitae
- Identity documents: passport including photo and expiration date, work permit if applicable;
- Copies of diplomas or training certificates and transcripts;
- Employment certificates and reference letters;
- In addition, the application files keep all of your consents
How do we collect your data?
We collect your data by email and via our application management platforms and our customer relationship system (CRM). Documents containing personal data are transmitted via secure links in our systems.
Who has access to your data?
Your personal data is consulted by the project manager and immigration experts. In addition, your personal documents must be presented in French, and will therefore be shared with certified translators external to our organization.
Who will we share your data with?
By obtaining an employment contract with a Canadian employer, your personal data will be shared with that Canadian employer as well as with two levels of government, the federal and provincial levels. More specifically: DSC/Service Canada (Employment and Social Development Canada), the Department of Immigration, Francization and Integration (MIFI) as well as with Immigration, Refugees and Citizenship Canada (IRCC).
Is it possible for your data to be communicated outside of Quebec?
Your personal data is consulted by the project manager and immigration experts. These can be located outside of Canada.
Data collected for the purposes of the Quebec Acceptance Certificate (CAQ)
Why do we need to collect your data?
After receiving the job offer, it is mandatory to complete a Temporary Selection Request (DST) in order to be able to stay in Quebec for the duration of your employment contract. The information collected is the same as for the LMIA application.
What data is requested for the purposes of applying for a CAQ?
- The Request for Temporary Selection (DST) A 0506 CF;
- Passport including photo and expiration date;
- A copy of the diplomas obtained;
- Transcripts;
- Previous work permit, if applicable;
- Work certificate;
- Up to date curriculum vitae;
- Employment contract signed with your future employer.
How do we collect your data?
We collect your data by email and via our application management platforms and our customer relationship system (CRM). Documents containing personal data are transmitted via secure links in our systems.
Who has access to your data?
Your personal data is consulted by the project manager and immigration experts at Macan International and is shared with the Ministry of Immigration, Francization and Integration of Quebec (MIFI) .In addition, your personal documents must be presented in French, and will therefore be shared with certified translators external to our organization.
Who will we share your data with?
Being linked to a Canadian employer via an employment contract, your personal data will also be shared with this employer, as well as with the two levels of government, federal and provincial, specifically DSC/Service Canada (Employment and Social Development Canada), the Department of Immigration, Francization and Integration (MIFI), and with Immigration, Refugees and Citizenship Canada (IRCC), the Department of Immigration, Francization and Integration (MIFI) as well as with Immigration, Refugees and Citizenship Canada (IRCC).
Is it possible for your data to be communicated outside of Quebec?
Your data related to the immigration component is communicated to project managers and immigration experts. These can be located outside of Canada.
Data collected for the purpose of obtaining a work permit
Why do we need to collect your data?
A work permit is the final mandatory step in order to come and work legally in Canada. Obtaining this permit is subject to certain verifications requiring your personal data as well as certain information about your family.
What data is required for the purposes of applying for a work permit?
- IMM 1295 work permit application form;
- Passport; - Biometrics/photo and fingerprints;
- Curriculum vitae;
- Request a medical examination with an affiliated physician in Canada;
- Employment contract including the salary for the position offered;
- IMM 5645 Family Information Form (full name, marital status, place of residence, occupation);
- School acceptance letter for children, if applicable;
- Using the services of a representative requires your full name and date of birth, as well as the name and mailing address of your representative;
- Criminal history.
How do we collect your data?
We collect your data by email and via our application management platforms and our customer relationship system (CRM). Documents containing personal data are transmitted via secure links in our systems
Who has access to your data?
Your personal data is consulted by the project manager and immigration experts. In addition, your personal documents must be presented in French, and will therefore be shared with certified translators external to our organization.
Who will we share your data with?
The documents required to apply for a work permit are processed by the immigration expert at Macan International and shared with IRCC (Immigration, Refugees and Citizenship Canada).
Is it possible for your data to be communicated outside of Quebec?
Your immigration data is transited through Macan International's dedicated project managers and immigration experts, who may be located outside of Canada. In addition, IRCC's head office is located in Ottawa.
Why do we need to collect your data?
ANCIA collects the data of its customers and future customers for the purposes of communicating its services, the operations of its services and for accounting purposes.
What data do we collect about you?
Full name, email address, telephone contact information, service contracts and agreements, bank details, and any other information provided by customers that may include personal information.
How long do we keep your data?
36 months after the last activity or for 7 years if the customer was billed for a service. Customers will be able to consent to us keeping their data for a longer period of time for follow-up purposes.
How do we collect your data?
Data concerning our customers is stored in a customer relationship management (CRM) system, which meets the laws in force concerning security and confidentiality rules. The data will be automatically destroyed at the end of the retention period or no longer subject to consent.
Who has access to your data?
Access to information is limited to personnel involved in our client's file. These may include recruitment specialists, marketing project managers, representatives, and management. As far as financial data is concerned, it is only sent to accounting managers. Data may also be shared with certain financial institutions for financial compliance purposes.
Who will we share your data with?
Only information relevant to the current operations of our customers will be sent to the ANCIA personnel involved in the case. Candidates presented during a recruitment mandate could have access to certain basic information of our customers, such as name and surname, email address, etc. Our marketing team partners could also have access to certain information in order to ensure the smooth running of operations. Any external communication that includes personal information will be carried out in a secure manner.
Is it possible for your data to be communicated outside of Quebec?
No data relating to the personal information of our customers is communicated outside of Quebec.
Macan Outsourcing International manages your data securely
Why do we need to collect your data?
Macan International collects customer data for service communications, service operations, and accounting purposes. In addition, in order to file an application for Labour Market Impact Assessments (LMIA), you must ensure the eligibility and legitimacy of the company. The LMIA application itself is a document requiring information about the employer wishing to hire a foreign worker and thus assess the merits of the process.
What data do we collect about you during a recruitment and immigration process?
As part of considering your eligibility and applying for an LMIA, you will need to provide the following personal information:
- The full name of the company representative, email address, and telephone number
How do we collect your data?
We collect your data in our customer relationship system (CRM). Data concerning our customers is kept in a secure environment that meets the laws in force concerning security and confidentiality rules. The data will be automatically destroyed at the end of the prescribed retention period or when consent is no longer required.
- We use an IP phone system to communicate with you and manage voice data.
- Some interviews may be recorded
- We use a secure messaging system in order to host your data and to collect our exchanges.
- We use secure electronic signature software to communicate and secure contracts.
Who has access to your data?
Access to client personal information is limited to those responsible for the client file internally such as project managers, immigration experts, and management members.
Who will we share your data with?
By offering a job to a temporary foreign worker, your professional data will be shared with both levels of government, federal and provincial; ESDC/Service Canada (Employment and Social Development Canada), the Department of Immigration, Francization and Integration (MIFI) as well as with Immigration, Refugees and Citizenship Canada (IRCC).
How long do we keep your data?
7 years old. Customers will be able to consent to us keeping their data for a longer period of time for follow-up purposes.
Is it possible for your data to be communicated outside of Quebec?
At the recruitment stage, only the name of the company during job interviews with foreign candidates is revealed. Your immigration data is transited through Macan International's project managers, recruiters and dedicated immigration experts who may be located outside of Canada. In addition, the head office of IRCC (Immigration, Refugee Citizenship Canada) is located in Ottawa.
Why do we need to collect your data?
In order to communicate with you and process payments and accounting for business expenses.
What data do we collect about you?
Name, first name and professional contact details of account managers, as well as accounts receivable managers associated with banking data.
How long do we keep your data?
3 years, if no activity on the supplier file or 7 years, if we have been invoiced.
How do we collect your data?
Data and invoices are stored in a secure accounting system and destroyed securely at the end of the prescribed period.
Who has access to your data?
Persons responsible for ordering products or services, the internal accounting team as well as external accounting compliance teams.
Who will we share your data with?
Some information provided by suppliers and partners is shared with our financial institution in order to process payments from a secure system.
Is it possible for your data to be communicated outside of Quebec?
No personal data from our suppliers is communicated outside of Quebec.
Why do we need to collect your data?
It is essential for ANCIA to collect data from its employees in order to process information relating to its remuneration, benefits and any situation necessary for its well-being and development as an employee within the organization.
What data do we collect about you?
The data collected may include, in whole or in part: The person's full name, telephone, telephone, telephone, email address, email address, full address, cover letters and curriculum vitae (which may include photos, birth dates, marital status, national identifiers), identity documents including (driver's license, health insurance card, health insurance card, work visa, work permit, social insurance number) as well as copies of diplomas or training certificate. In addition, employee records include the employment contract, salary information, job title, handwritten or electronic signatures, consent to direct debit, consent to change amounts withheld under the RRSP program, employment contract, employment contract, contract changes, employee salary history, and banking information. It may also include medical notes, information on the health status of the employee, information about the employee's health and safety record at work.
The file also includes all the employee's consents: consent to the application and disclosure of personal information, consent to the taking of references (including the personal information of referees), consent to the validation of diplomas, consent to criminal history research, consent to criminal history research, consent to confidentiality, to non-solicitation and to non-competition. The file may also include the criminal history search report, the reference check report, the validation of diplomas or training certifications, the results of various technical tests or personality inventories.
It is also possible that information relating to a complaint process, opinions or disciplinary measures, and performance evaluations may be kept in this file as well as the letter of resignation or termination of employment and the record of employment.
How long do we keep your data?
36 months, for the employee who completed the internal recruitment process but did not start his employment and 7 years, after the end of employment for the employee who worked for us.
How do we collect your data?
The file documents used are stored in a secure cloud environment with restricted access and are deleted from the file according to the retention periods mentioned above.
Who has access to your data?
Only those responsible for human resources, payroll management and senior management have access to the information contained in employee files in the course of carrying out their respective duties.
Who will we share your data with?
ANCIA does not communicate any information concerning employee files to its customers or to any other third party without the prior consent of the latter. ANCIA will securely communicate the personal information of employees with their consent to service providers related to the benefits that ANCIA offers to its employees.
Is it possible for your data to be communicated outside of Quebec?
No data relating to the personal information of our employees is communicated outside of Quebec.
The consent of any minor under the age of 14 must be given by the holder of parental authority or a guardian*. As specified by the Government of Quebec, a person may be appointed as a guardian following the death of the parents of a minor child or because of their inability to take care of them.
ANCIA will communicate to the spouse or a close relative of a deceased person the personal information it holds concerning this person, if the knowledge of this information is likely to help the applicant in his grieving process and if the deceased person has not recorded in writing his refusal to grant this right of access insofar as the integrity of the status has been validated.
Under the Act to Modernize Legislative Provisions on the Protection of Personal Information (Bill 25), we are committed to ensuring the portability of your personal data. You have the right to receive your personal information in a structured, commonly used and machine-readable format, and to transmit it to another data controller without hindrance from us.
This policy, on privacy practices, has been approved by the governance committee of ANCIA Personnel Inc.
and its divisions:
Michel Rouleau, President
Sophie Bradet, Recruiting Services Director
Céline Baron, International Recruitment Project Manager,
Sandra Deschênes Boucher, human resources consultant
