We collect information connected to recruitment, candidate communication, employer inquiries and client service.
Privacy at Apex Hire
Clear information. Specific permission. Practical protection.
This policy explains, in plain language, what personal information Apex Hire collects, why we need it, when it may be shared and the choices available to you.
Our operating promise
We do not sell personal information. We do not send a candidate's information to an unspecified employer. We explain the opportunity and obtain permission before identifying a candidate to a named employer for a specific role.
You decide whether Apex may assess your profile for other current or future opportunities.
Candidate information is provided to an employer only for an explained role and with the candidate's permission.
You may ask to access or correct your information, withdraw an optional choice or raise a concern.
Who this policy covers
This policy applies to personal information Apex Hire handles through candidate profiles, recruitment searches, direct candidate outreach, professional references, employer inquiries, client relationships and this website.
Apex Hire is based in Saskatoon, Saskatchewan. A designated Privacy Officer is responsible for questions, requests and complaints. You can reach that role through the general Apex Hire support contact at the end of this policy.
What we collect
Candidates
Depending on the situation, we may collect your name, contact details, work location, resume, employment and education history, relevant credentials, availability, compensation expectations, job-related screening responses, communications, recruiter notes and authorized reference information.
Employers and clients
We may collect business contact details, company information, hiring needs, role requirements, communications, agreements, invoices and information needed to provide and administer recruitment services.
Please do not send unnecessary sensitive information
Do not include a Social Insurance Number, birth date, banking information, government identification, immigration documents or unrelated medical or family information in a website submission. If we receive information we do not need, we may delete it.
How we use information
We use personal information for reasonable recruitment and business purposes, including to:
- review and respond to a profile, application or employer inquiry;
- assess potential alignment with the role submitted or discussed;
- when a candidate chooses the optional talent pool, retain and assess the profile for other current or future roles, which may involve different employers;
- communicate about potential matches, screening, interviews and recruitment next steps;
- present a candidate to a named employer for a specific role after permission is obtained;
- contact an authorized professional reference;
- coordinate an agreed recruitment engagement;
- administer client relationships, records and payments; and
- protect our services and meet legal or regulatory obligations.
Apex supports the recruitment process. The employer evaluates candidates and makes every final employment decision.
Consent and sharing
We keep choices separate where the purposes differ. Submitting a candidate profile allows Apex to review and respond to that submission. A separate, optional 12-month talent-pool choice allows Apex to retain and internally assess the profile for other current or future opportunities and contact the candidate about potential matches. Optional telephone or text contact, professional references and testimonial use are handled separately.
Talent-pool participation permits matching and contact, not blanket employer sharing.
Before Apex identifies a candidate or sends candidate information to another employer, we explain the opportunity and ask for permission for that named employer and specific role.
We may share limited information with an approved employer after that permission, with service providers working for Apex, with professional advisers or authorities where reasonably required, or where disclosure is permitted or required by law. You may withdraw an optional permission, subject to reasonable notice and any legal or contractual limitation we explain.
Service providers and security
Apex uses approved recruitment, hosting, communication, document-management, accounting and security service providers. They may process information on our behalf in Canada or other jurisdictions. Information processed elsewhere may be subject to the laws and lawful access requirements of that jurisdiction. Apex remains responsible for selecting and overseeing its providers.
We use administrative, technical and physical safeguards appropriate to the sensitivity of the information. Access is limited to people who need the information for an approved purpose. No online system can be guaranteed completely secure, but suspected incidents are assessed and addressed under our internal response procedures.
We do not sell or rent personal information.
Retention and your rights
We keep personal information only as long as reasonably required for the purpose explained, an active business relationship, legal requirements, security or a dispute. Candidate search records are generally retained for up to 24 months after the role closes or the last meaningful candidate interaction. Optional talent-pool matching lasts up to 12 months unless renewed or withdrawn. Some essential consent, transaction or legal records may be kept longer.
You may contact Apex to ask whether we hold personal information about you; request access or correction; withdraw an optional permission; leave the talent pool; request deletion, subject to records we must reasonably keep; or raise a privacy complaint. Withdrawing from the talent pool stops broader matching and proactive opportunity contact but does not require deletion of records Apex must reasonably retain. We may request enough information to verify your identity before responding.
Website technology, changes and contact
At launch, this website does not intentionally use advertising pixels, behavioural advertising cookies or non-essential analytics. Essential hosting and security services may create limited technical records, such as an IP address, browser type, timestamp and requested page, to operate, secure and troubleshoot the website.
If Apex introduces non-essential analytics, advertising technology or another materially different use of personal information, we will review the privacy effect and provide appropriate notice and choices before use. We may update this policy as our services, providers or legal obligations change.
You may also raise a concern with the Office of the Privacy Commissioner of Canada. We encourage you to contact Apex first so we can understand and respond to the issue.