Canada Employee Privacy Notice

RB Global, Inc. and its group companies respect the privacy of all individuals and are committed to handling personal information responsibly and in accordance with applicable laws.

This Employee Privacy Notice explains what personal information is collected about you, how it is used during and after your employment, and your rights to this personal information.

1. Sources & Types of Employee Personal Information Processed
2. Use of Employee Personal Information
3. Disclosures of Employee Personal Information
4. Recipients of Employee Personal Information
5. Privacy Rights
6. International Transfer
7. Security & Retention
8. Changes to this Employee Privacy Notice
9. How to Contact Us

1. Sources & Types of Employee Personal Information Processed

Most often, the personal information collected for employment related purposes is collected from you directly, for example, during the onboarding process, although in some cases, it may be collected from third parties. In addition, some types of personal information will be generated during the course of establishing, managing and terminating the employment relationship and managing post–termination matters.

In most circumstances, permission will be obtained before collecting personal information about you from a third party.

The following types of personal information are collected, used and stored:

Voluntarily provided demographic information that qualifies as sensitive personal information, such as race, ethnicity, gender and sexual orientation, and disability may also be collected to help us understand and report on the diversity of our workforce. This information is not used to make inferences about you.

2. Use of Employee Personal Information

Only the minimum information necessary is collected and limited in use to reasonable employment–related and business purposes, including:

• • Workforce Planning and Recruitment: for example, for business forecasting, employee assignment planning and budgeting, conducting criminal background and motor vehicle checks, performing drug testing, managing, promoting and hiring and terminating staff.
  • General Human Resources Management and Administration: for example, for career development, performance management, compensation and benefits management, administering payroll, managing reward and recognition programs, collaborating on charitable donations and volunteer opportunities, reimbursing expenses, managing absences, training staff, and carrying out disciplinary or grievance procedures.
  • Performance of Business Operations: for example, to carry out day to day business activities, to ensure business continuity, to enforce rights and protect business operations, and to pursue available remedies and limit damages the organization may sustain.
  • Security Management: for example, to ensure the security of the organization’s premises, assets, information, and staff.
  • Legal and Regulatory Compliance: for example, to respond to law enforcement requests; as required by applicable law, court order, or governmental regulations; to ensure compliance with health & safety requirements and other legal or fiscal
    obligations, or in connection with litigation or an internal investigation or audit and to ensure compliance with the organization’s Code of Conduct and Business Ethics and policies regarding anti- money laundering, bribery, and corruption.
  • Provide immigration support: If applicable and as permitted by applicable law to assist with immigration support, such as applying for visas or work permits.
  • Business transactions: for example, to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of the organization’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by the Company about you is among the assets transferred.
  • As otherwise described to you at the time your personal information is collected.

3. Disclosures of Employee Personal Information

Personal information is disclosed for the following reasons:

• • You request or consent to the disclosure.
  • There is an emergency and physical safety is at risk.
  • In connection with an investigation, the disclosure is reasonable.
  • The information is necessary to process an insurance claim.
  • Auditors require your personal information as part of an audit.
  • To obtain advice of professional advisors, such as tax, legal, accounting, and other business advisors.
  • Applicable laws, a court order, a warrant, or a government or legal authority instructs the disclosure of certain information.
  • Other purposes where applicable laws do not require your knowledge or consent.

4. Recipients of Employee Personal Information

In connection with the use and disclosure of your personal information as described in this Employee Privacy Notice, the information is made available to the following categories of recipients:

• • Team Members at various group companies: To establish, manage, or terminate your employment.
  • Service Providers: Service providers are used to operate, host, and facilitate our organization’s operations and business, including human resources operations, and to provide services to you on behalf of the organization, such as recruitment
    providers, financial investment service providers, insurance providers, healthcare providers and other benefits providers, payroll support services and motor vehicle, criminal background drug screening services.
  • Professional advisors: We may share your personal information with the organization’s professional advisors that are implementing or updating technical systems or providing legal or consulting services. These services are provided under and governed by contracts.
  • Government authorities and law enforcement: In certain situations, disclosure of personal information may be required in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
  • Business transfers: Your personal information may be transferred to a third party as part of a merger, acquisition, bankruptcy, or other transaction in which that third party assumes control of the business (in whole or in part) you work for.

Personal information is also made available to the above recipients and/or third parties for purposes of fulfilling legal obligations under applicable law, regulation, court order or other legal process, such as preventing, detecting, and investigating potentially illegal or prohibited activities; preventing, detecting, and investigation security incidents; protecting the rights, property, or safety of you, us, or another party; enforcing any agreements with you; responding to claims; and resolving disputes.

5. Privacy Rights

Applicable Canadian privacy law provides employees with the following privacy rights, subject to certain exceptions and limitations, including the right to:

• Right to Access & Know – you have the right to obtain confirmation whether your personal information is being processed, obtain a copy of your personal information and know:
  • The categories of information processed
  • The purposes of information processed
  • The categories of third parties to whom the information may be disclosed
  • How long the information will be stored (or the criteria used to determine that period)
  • Your other rights regarding the organization’s use of your information
  • If you reside in Quebec, whether your information is disclosed outside of the province and the categories of third parties to whom it is necessary to communicate the personal information
• Right to Correction – you may request inaccurate personal information be corrected and the right to have incomplete personal information completed.
• Right to Withdraw Consent – for personal information you’ve provided to us on a consensual basis, you can withdraw your consent for future processing.
  Right to Information Portability – if you reside in Quebec, you may request your personal information in a structured, commonly used, and machine–readable format.
• Right to Lodge a Complaint – regarding our use of your data. If your request or concern is not satisfactorily resolved, you may approach your provincial or the federal privacy commissioner’s office.

Under specific circumstance, these rights may be limited. For example, if fulfilling your request would reveal personal information about another individual, or if you ask us to delete personal information which we are required by law to keep or which we need to defend claims against us. If there is an exception to fulfilling your request, we will communicate clearly and fully with you about the reason.

To exercise any of these rights, please contact the Data Protection Office directly at: dataprotection@rbglobal.com Please note, we may take steps to verify your identity by matching the information you provide with your request with the information we have on file about you. Depending on the sensitivity of the information at issue, we may utilize more stringent verification methods.

6. International Transfers

As a global organization, we may need to transfer your personal data outside of Canada for the purposes described in this Job Applicant & Candidate Privacy Notice. These countries may have data privacy laws that are different from Canadian federal or provincial laws applicable where you live. We will only transfer personal information to another country in accordance with applicable data privacy laws and provided there is adequate protection in place for the information.

7. Security & Retention

The organization maintains technical and organizational measures, including, but not limited to, reasonably designed administrative, physical, and technical safeguards, designed to protect the personal information obtained as discussed in this Employee Privacy Notice from accidental or unlawful destruction, loss, alteration, unauthorized disclosure, and access. However, no system of safeguards can guarantee the security of your personal information.

As an employee, you have a role to play in ensuring personal information is secured against unauthorized access or disclosure using reasonable and appropriate safeguards, in line with organizational policies.

Unless a longer retention period is required by law your personal information will be retained in accordance with the organization’s retention policies and for only as long as is needed to fulfill the purposes outlined in this Employee Privacy Notice. When the retention of your personal information is no longer required for these purposes or to comply with applicable law, it will either be deleted or anonymized.

8. Changes to this Employee Privacy Notice

The organization reserves the right to amend the Employee Privacy Notice at any time. Updated notices will be posted with new effective dates.

9. How to Contact Us

If you have any questions or concerns regarding this Employee Privacy Notice or the collection and use of your personal information, or for copies of any documents mentioned, please contact us directly at: dataprotection@rbglobal.com

The organization’s address is:

RB Global
Data Protection Office
Two Westbrook Corporate Center
Suite 1000
Westchester, IL 60154

Toll free: +1 800 663 8457