Canadian Job Applicant & Candidate Privacy Notice

As of July 1, 2024

RB Global, Inc. and its group companies, respect the privacy of job applicants and individuals interested in potential employment opportunities with the organization (“you”) and are committed to protecting personal information.

We have put together this Job Applicant & Candidate Privacy Notice (“Privacy Notice”) to give you a better understanding of who we are and our practices with respect to the collection, use, disclosure, and retention of personal information obtained in connection with the job application and recruitment process in Canada.

This Privacy Notice describes our practices in Canada, including the types of personal information we may collect during the application and recruitment process, how we may use this information, when and to with whom we may disclose this information, and how to access and update this information.

Please also see our User Privacy Notice for additional information about our information collection and handling practices when you engage with us through our digital properties.

1. Types of Personal Information We Collect
2. How We Collect Your Personal Information
3. How We Use Candidate Information
4. When We Disclose Your Personal Information
5. Privacy Rights
6. International Transfers
7. Security & Retention
8. Changes to this Privacy Notice
9. Contact Us

1. Types of Personal Information We Collect

In connection with your job application process, we collect the following:

Identifiers – Name, address, email address, telephone number, and other contact information.
Resume, CV, cover letter, previous work experience, professional licenses and certifications, job skills and qualifications, languages spoken, and education information.
Reference information and previous employer feedback.
Information received from motor vehicle, criminal background, and drug screening checks.
Ability to work in the country where the position is located.
Information you elect to provide to us e.g., employment preferences, willingness to relocate, current salary, desired salary, awards, or professional memberships.
Results from our pre–hire talent assessment questionnaire.
Results from our candidate satisfaction survey
CCTV footage of candidates when visiting our offices during interviews.

With your consent, we also collect certain demographic data that qualifies as sensitive personal data, such as ethnicity, gender identity, and disability to help us understand the diversity of our applicants. You are not required to provide this information in order to apply or be considered for an opportunity.

Even if you don’t provide us with sensitive information, you should keep in mind that certain characteristics such as racial or ethnic origin, religious beliefs, and physical or mental health condition, may be revealed to us during interviews and/or through our CCTV footage. We do not record our interviews, nor do we keep notes on any of the foregoing characteristics from our interviews. Our CCTV footage is retained in accordance with this Privacy Notice and is not used to infer characteristics about you.

2. How We Collect Your Personal Information

We may collect this information in a variety of ways, including from our career portal; application forms; CVs or résumés; third parties such as for criminal background, motor vehicle and drug screening checks, or from online or agency recruiters; from recruiting events; surveys; from other forms of pre–hire assessment, through interviews and references.

If we ask you to provide personal information that we consider to be mandatory for us to manage your job application and candidate relationship with us, we will let you know at the time we’re collecting it. However, if you do not provide the information, we may not be able to process your application properly or at all.

3. How We Use Candidate Information

We will use your personal information collected pursuant to this Privacy Notice only for the purposes of carrying out the job application and recruitment process. In particular, we use your personal information to:

Administer and manage your profile in our career portal.
Assess your skills, qualifications, and interests against our career opportunities and determine your suitability for employment.
Contact you if we need more information related to your application, to invite you to an event or to respond to a survey, or respond to questions from you.
Schedule and/or conduct an interview with you.
Reimburse you for any travel expenses relating to interviews and/or any on–boarding prior to employment.
Decide whether to offer you a job.
Carry out motor vehicle, criminal background, and drug screening checks (where applicable) if you are offered a job.
Communicate with you about the recruitment process and/or your job application(s), including, in appropriate cases, informing you of other potential career opportunities.
Maintain appropriate record–keeping related to recruitment and hiring practices and processes.
Detect and protect against security incidents and malicious, deceptive, fraudulent or illegal
activity, or violations of our policies or the law; for fraud and crime prevention; and for information protection and cybersecurity.
Comply with our disaster recovery, business continuity, and record keeping obligations.
Comply with applicable laws, regulations, legal processes, or governmental requests. We do not subject job applicants and candidates to automated decision-making. If you are offered and accept employment with us, the personal information collected during the job application and recruitment process may become part of your employment record.

4. When We Disclose Your Personal Information

We may disclose your personal information as described in this Privacy Notice to the following categories of recipients:

Within the RB Global group of companies to carry out the job application and recruitment process and to establish your employment relationship with the group company that is your employer.
Vendors, service providers and contractors we use to assist in providing services to us or assist us in administering the recruitment and pre-hire process. We require all our vendors, service providers and contractors, by written contract, to implement appropriate security
measures designed to protect your personal information consistent with our policies and any data security obligations applicable to us.
Third parties with your authorization. For example, to conduct motor vehicle and criminal background checks, and drug screening.
Law enforcement agencies, courts, regulatory bodies and certain other third parties, to the extent that we are permitted or required to do so by applicable law, or to comply with our legal and regulatory obligations, or in the interests of national security, or to respond to
verified requests relating to a civil or criminal investigation or alleged or suspected illegal activity, or when we believe in good faith that disclosure is necessary to protect our rights, your safety or the safety of others, or investigate fraud.
To third parties, in connection with a change of corporate control or other investment, such as a restructuring, merger, transfer, or sale of some or all of our assets.

5. Privacy Rights

Canadian privacy law provides job applicants and candidates with the following privacy rights, subject to identity verification and certain exceptions and limitations:

Right to Access & Know – You have the right to obtain confirmation whether your personal information is being processed, obtain access to your personal information being processed and know:
- The categories of information we’re processing
- The purposes of information processing
- 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 our 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 we correct or remove inaccurate personal information 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 us by using the contact details under the “Contact Us” or by submitting a request through our online privacy request portal. 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.

We will respond to such requests in accordance with the requirements of applicable privacy laws.

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

We maintain 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 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.

Unless a longer retention period is required by law, we will retain your personal information in accordance with our retention policies and for as long as is needed to fulfill the purposes outlined in this Privacy Notice. When the retention of your personal data is no longer required for these purposes or to comply with law, we will either delete or anonymize it.

As noted above, if you are offered and accept employment with us, the personal information collected during the job application and recruitment process may become part of your employment record.

8. Changes to this Privacy Notice

We will update this Privacy Notice from time to time. We will post the revised notice with an updated revision date on the career’s website.

9. Contact Us

If you have any questions, comments, complaints, or requests regarding this Notice or our processing of your information, please contact us directly at: dataprotection@rbglobal.com

Our address is:

RB Global, Inc.
Data Protection Office
Two Westbrook Corporate Center
Suite #1000
Westchester, Illinois, 60154

Toll Free: +1.800.663.1739