Scope and Purpose
This privacy notice applies to all applicants and candidates for employment with the Ontario Universities’ Application Centre. We collect and process your personal data using our Human Resources Information System, UKG, to evaluate your qualifications, manage the hiring process, and comply with Ontario employment legislation.
Information We Collect
Depending on the role and the stage of the recruitment process, we may collect and process the following categories of personal data:
- Identification & Contact Details: Name, address, email address, phone number.
- Application Materials: Resume/CV, cover letter, references, and employment history.
- Qualifications: Educational background, professional certifications, skills, and language proficiencies.
- Screening Information: Background checks, and criminal, reference and credit checks (where legally permissible and relevant to the role).
How We Collect Your Data
We primarily collect this data directly from you when you submit your application, complete forms, or participate in interviews. We may also collect data from third parties, such as:
- Recruitment agencies.
- Professional references or former employers.
- Third party job sites (e.g. ZipRecruiter, Indeed)
- Publicly available professional profiles (e.g., LinkedIn).
How We Use Your Information
Your data is strictly used for recruitment-related activities, which include:
- Identifying and evaluating your skills and qualifications for the position.
- Verifying the information provided and conducting necessary background or reference checks.
- Communicating with you regarding the status of your application and interviews.
- Managing our hiring records and reporting requirements.
- Accommodating any accessibility needs you may have during the interview process.
Data Sharing and Disclosure
We do not sell or share your personal data with third-party marketers. We may only share your data:
- Internal Teams: With Hiring managers, HR personnel, and other individuals involved in the hiring decision.
- Service Providers: With third parties who provide services on our behalf (e.g., UKG, our HR information system; background check vendors).
- Legal obligations: When required by law, regulation, or court order.
Cross-Border Data Transfers
We utilize UKG, a cloud-based Human Resources Information System.
- Data Storage: Your personal information may be securely transferred, processed, and stored outside of Canada (primarily in the United States and other global UKG data center locations), making it subject to the laws of that jurisdiction.
- Safeguards: We use strict data processing agreements with UKG to ensure your information receives a level of protection comparable to Canadian privacy standards.
Use of Pre-Screening and Filters
- Pre-Screening Questions: Our UKG platform may utilize automated tools or Artificial Intelligence (AI) to assist our internal teams in reviewing, sorting, and summarizing application materials to assess your fit against job requirements. It may also utilize applicant-submitted responses to specific qualifying questions (such as legal entitlement to work in Canada, language proficiency, or professional certification status) to determine basic eligibility for a role.
- No Automated Decisions: While UKG helps our team filter, sort, and parse resumes, these tools do not make interview or hiring decisions. All evaluation and selection decisions are reviewed and executed by our human resources personnel and hiring managers.
Background Checks
- If you advance to the final stage of the recruitment process, we may conduct background screening (such as reference, criminal and credit checks or credential verification). Background and criminal record checks are conducted through a third-party vendor. We will only request a criminal record and/or credit check if relevant to the role.
Data Retention
- Successful Candidates: If you are hired, your application data will seamlessly transition into your permanent electronic employee record within UKG.
- Unsuccessful Candidates: If you apply for a publicly advertised vacancy and are not selected, we are required under Ontario’s Employment Standards Act (ESA) to retain your job application, resume, and the associated job posting for a period of three (3) years from the date the recruitment process ended.
- Data Erasure: Following the expiry of this 3-year statutory period, your profile will be securely purged or permanently anonymized using UKG’s internal Privacy Manager workflows.
Your Rights and Contact Information
Under Canadian privacy frameworks, you have the right to request access to, or correction of, the personal information stored within our recruitment system. If you wish to withdraw your application or request a correction, please contact [email protected].