PRIVACY POLICY – Cabinet de recrutement Harry Hope Inc.

Version: 06 / 03 / 2025

IDENTIFICATION

Cabinet de recrutement Harry Hope Inc., a joint-stock company with a share capital of $100 – Quebec Business Number (NEQ) 1178814290 – Registered office: 410-6000 Boul. de Rome, Brossard (Quebec) J4Y 0B6, Canada.

Cabinet de recrutement Harry Hope Inc. is committed to maintaining the confidentiality of your personal information. To this end, Cabinet de recrutement Harry Hope Inc. processes your personal data in accordance with the applicable laws on the protection of personal information in Quebec, including the Act Respecting the Protection of Personal Information in the Private Sector, as amended by Bill 25 (Act to Modernize Legislative Provisions Respecting the Protection of Personal Information), and the Personal Information Protection and Electronic Documents Act (PIPEDA).

In this regard, Cabinet de recrutement Harry Hope Inc. undertakes to comply with the 10 fair information principles established under Canadian privacy laws.

This Privacy Policy enables all users of the Website and Services of Cabinet de recrutement Harry Hope Inc. to understand their rights regarding the personal data they provide, as well as their rights concerning its use by Harry Hope Inc. Recruitment Firm.

This Policy applies to the personal data of Website Users, Potential Candidates, Candidates, Recruiters (marginally), and other individuals whom we may contact, notably for reference verification purposes.

1. Who is responsible for processing your personal information?

Cabinet de recrutement Harry Hope Inc. is responsible for processing your personal information.

As such, it determines the type of information to be collected for its Services and the purposes for which such data is collected.

Therefore, Cabinet de recrutement Harry Hope Inc. processes and protects your information in compliance with the law, in a fair and transparent manner.

2. What does the processing of personal information involve?

Personal information includes any data that can directly or indirectly identify a natural person.

Such identification may result from a single piece of data or from the combination of multiple data points. Likewise, information generated using artificial intelligence systems or inferred data is considered personal information and is subject to applicable privacy laws.

The processing of personal information consists of any operation or series of operations performed on personal data, regardless of the method used, including collection, use, disclosure, storage, destruction, etc.

Each instance of personal data processing must have a specific, explicit, and legitimate purpose determined in advance.

Accordingly, any processing of your personal information by Cabinet de recrutement Harry Hope Inc. must be necessary for the performance of its Services.

3. What personal information is processed?

To provide its various Services, accessible through its Website https://www.harry-hope.com/ca/fr/, Cabinet de recrutement Harry Hope Inc. collects and processes various types of personal data. This information may be provided directly by you or by third parties.

Cabinet de recrutement Harry Hope Inc. does not collect sensitive data such as financial information, health-related data, sexual orientation, or data concerning ethnicity, political views, philosophy, or religion, nor does it process morphological, behavioral, or biological characteristics. If such sensitive data were to be collected, it would be promptly destroyed.

You are under no legal obligation to provide us with your personal information. Therefore, you always have the freedom to decide whether to share your data with Harry Hope Inc. Recruitment Firm.

However, certain information is necessary for the proper execution of our Services. As a result, if some required data is missing, Cabinet de recrutement Harry Hope Inc. may not be able to establish or continue a business relationship with you.

The type of personal information collected may vary depending on whether the individual is a Potential Candidate, Candidate, Website User, Client, or any other person contacted by Harry Hope Inc. Recruitment Firm, particularly for reference-checking purposes.

A. Information on a Potential Candidate

A Potential Candidate, as defined in this Privacy Policy, is an individual who has neither directly applied for a job posting nor submitted an unsolicited application on our website but whose behavior indicates a willingness to respond to a job offer. The information collected in this case is limited to:

• Name
• Contact details (email address)

This allows Cabinet de recrutement Harry Hope Inc. to contact you to determine whether you wish to benefit from our services or whether you may be eligible for them.

B. Candidate Information

Certain information must be collected, including:

• Full name, title/civility
• Email address, phone number
• Desired position and location

Additional information may also be collected, as candidates have the option to upload their CV and provide a message. Further data may be gathered if you choose to share it, including:

• Expected salary
• Professional experience, education, employment history, spoken languages
• Age/date of birth, sex/gender, mailing address
• Photograph
• During the process of connecting a Candidate with one of our Clients, you may also provide third-party professional contact details (e.g., former employers), enabling our Consultants to reach out for reference checks. This third party may provide additional personal data about you, including details on your previous job roles and professional skills.

C. Website User Information

For the proper functioning of our website, cookies are used to collect various site usage data.

These data allow Cabinet de recrutement Harry Hope Inc. to enhance the quality of its website, facilitate its use, and, more generally, improve access to its services. Additionally, website users may provide personal data—whether automatically or manually processed—for the following purposes:

• Managing Candidate profiles
• Providing information about job offers and services from Harry Hope and/or its partners
• Sending notifications and alerts (new job postings, new candidate profiles, etc.)

D. Recruiter Information

Certain information collected by Cabinet de recrutement Harry Hope Inc. regarding Recruiters is publicly available and therefore not subject to personal data protection laws. This includes details regarding a person’s professional role within a company or public organization, such as:

• Name
• Title and position
• Work email, workplace address, and phone number

However, Recruiters have the option to include a message in their communications, which may contain additional personal information.

4. When Do We Collect Your Information?

Data collection occurs as soon as we establish contact with you. Cabinet de recrutement Harry Hope Inc. collects your data at any point in the relationship, whether at each stage of the recruitment process or throughout the business relationship.

Certain data is provided voluntarily and with your consent, particularly when:

• You submit your application (application form on our website) or respond to one of our job postings;
• You contact our Services by phone;
• You accept an interview request;
• You seek to use our Services;
• You browse the Cabinet de recrutement Harry Hope Inc. website.

Cabinet de recrutement Harry Hope Inc. may also receive your personal information from its Clients, Suppliers, Consultants, or even other Candidates.

As such, data is collected throughout the relationship and through various channels, as long as it serves predefined legitimate purposes.

5. For What Purposes Do We Process Your Information?

Cabinet de recrutement Harry Hope Inc. processes your data to fulfill its recruitment mission, in line with the expectations of both Recruiters and Candidates.

The personal data collected is subject to automated or manual processing for the following purposes:

• Responding to your job search/collaboration requests and, where applicable, notifying you of the inability to match your profile with a job offer;
• Providing access to certain website tools, such as CV submission;
• Assessing how well your profile aligns with job offers you may be interested in;
• Acknowledging receipt of your application;
• Verifying the information provided, including via third-party reference checks;
• Sharing your profile with recruiting Clients who may be interested in your qualifications;
• Retaining your data to notify you of future job opportunities;
• Responding to inquiries from Recruiters and Candidates regarding your profile;
• Conducting satisfaction surveys;
• Improving our Services, including website enhancements;
• Communicating information, advertisements, or job-related proposals relevant to you;
• Managing Candidate and Client records;
• Fulfilling contractual obligations with a Recruiter;
• Providing information about Harry Hope Inc. Recruitment Firm’s offers and services, as well as those of its partners;
• Conducting statistical analyses related to website navigation;
• Enabling third parties contracted by us to deliver their services (e.g., professional advisors);
• Allowing third-party service providers to develop, test, and refine our business tools, particularly IT-related services;
• Disclosing information to competent authorities when required by laws or regulations, particularly for compliance purposes.

6. To Whom May Your Information Be Transfered ? 

Your personal information is handled confidentially. Employees of Cabinet de recrutement Harry Hope Inc. are bound by professional secrecy, which is explicitly stipulated in their employment contracts.

Thus, in compliance with the defined purposes, your information is only shared with:

• Our recruiting Clients;
• Our operational partners, for processing and managing your requests;
• Our IT and data storage service providers;
• Judicial authorities, the Commission for Access to Information, the Office of the Privacy Commissioner of Canada, or any other competent authority, as required by law.

Partners of Harry Hope Inc. Recruitment Firm, whose involvement is necessary due to the nature of the operation performed, certify compliance with applicable personal data protection laws.

Recruiters receiving Candidate information are bound by the same obligations as Cabinet de recrutement Harry Hope Inc. regarding the protection of personal data.

Cabinet de recrutement Harry Hope Inc. does not sell any personal data to third parties.

7. How Long Will Your Information Be Retained?

When we process your personal information, we always do so in accordance with the predefined purposes. Your consent is implicitly obtained when you voluntarily provide your personal information, including by submitting such information on our website. This consent will remain valid for as long as necessary to achieve these purposes.

The Candidate information collected by Cabinet de recrutement Harry Hope Inc. will be retained for 2 years from the date of the last contact. If we wish to process your personal information for a longer period or for other purposes, depending on the sensitivity of the information, we will seek your explicit consent, unless otherwise permitted by law.

As for Recruiter data, Cabinet de recrutement Harry Hope Inc. retains it for 3 years from the date of the last contact with that Client.

For other information, we may retain your personal data for the time necessary to fulfill our legal retention obligations.

8. What Are Your Rights and How to Exercise Them?

To exercise your rights, you can submit your requests to the following email address: [email protected] or by mail to 410-6000 boul. de Rome Brossard (Québec) J4Y0B6 Canada. You will need to identify yourself when making your request.

Subject to exceptions provided in articles 37 to 40 of the Civil Code of Quebec, Bill 25 of Quebec, and other applicable laws and regulations, as a resident of Quebec, Canada, you have the following rights regarding your personal information:

A. Right of Access and Portability to Your Information

You have the right to know if we hold any information about you and to access it.
You may also request that we provide you with a personal data record in a structured, commonly used, and machine-readable format. This information may also be provided to a person or organization authorized to collect the information, upon your request.

B. Right to Rectification

If we hold inaccurate, incomplete, or ambiguous personal information about you or if the collection, communication, or retention of such information is not authorized by law, you may request that this information be corrected. You may also request that we update your information.

C. Right to Be Informed of an Automated Decision and to Request a Review

In particular, within the context of managing applications, we implement automated processing to determine the positions that match your profile. You may request to know the personal information used to make the decision, as well as the reasons and the main factors and parameters that led to the decision.

D. Right to Withdraw Your Consent for the Processing of Your Personal Information

The procedures for withdrawing your consent are defined by Bill 25 of Quebec. You may withdraw your consent for the communication or use of your personal information at any time if it was collected during an optional request.

E. Right to Cease the Dissemination or Indexing of Your Personal Information

You can request that we stop disseminating your personal information or de-index any hyperlink related to your name that would allow access to the information through technological means if the dissemination of the information violates the law or a court order, or if the dissemination causes significant harm to your privacy or reputation.

F. Right to Object to the Use of Your Information for Commercial or Charitable Prospecting

You can request that your personal information no longer be used for commercial or charitable prospecting purposes.

9. Protection of Your Personal Information

Only staff members who need to process your personal information in the course of their duties are allowed to access it.

Additionally, physical, technical, and operational measures have been implemented to protect your personal information from loss, theft, and unauthorized access, use, or disclosure. The measures put in place are reasonably designed to match the commercial activity, while considering the sensitivity of the information involved. These include:

• Security of premises, locked and monitored; restricted access to offices, controlled access to server rooms and cabling;
• Firewalls implemented to prevent hacking; network perimeter defense;
• Internal policy regarding workstation locking (restricting access to personal passwords and use of strong passwords);
• Regular application of software updates;
• Granting access to personal information only to staff members whose duties require such access;
• Staff awareness of personal information management.

10. Commission d’Accès à l’Information du Québec

If you reside in Quebec, you may contact the Commission d’accès à l’information:

• Quebec: 525 René-Lévesque Blvd East, Suite 2.36
• Phone: 1-888-528-7741
• Email: [email protected]
• Website: https://www.cai.gouv.qc.ca/

You also have the right to file a complaint with the Commission d’accès à l’information.