Your Personal Data During
the Recruitment Process

What data is collected and for what purposes?

Selection Process

We collect information from your resume and other documents submitted with your application, including:

• Your contact details (name, email, address, phone number)
• Your employment and professional experiences
• Your educational background, degrees, and certifications
• Your interests, other experiences, and other profile information relevant to the advertised position

The data collected during this stage is only used for the following purposes:

• Communicate with you as part of the selection process or in the event of a future job opening that matches your application.
• Review your application and confirm that your educational and employment backgrounds align with the requirements of the advertised position.
• Confirm your interest, skills, and ability to fill the advertised position.

In case your application is successful

• Your date of birth, enabling us to conduct a criminal background check and, if the nature of the position requires it, a credit check.
• Contact information allowing us to reach out to your previous employers or other listed references, to obtain their feedback or opinions about you and to validate the information provided with your application.

Your written consent will be requested in advance to gather this information and to perform these checks.

How is your data collected?

• Directly from you, whether through the documents submitted with your application, during our interactions with you, or in the course of prospective job interviews.
• Some information is obtained from third parties, including:
  • Your former employers or other listed references (with your consent).
  • External firms tasked with conducting criminal background checks or credit checks.

Who can access your data?

The data we collect about you is processed and kept confidential. Only certain members of our human resources department have full access to your application file, and some of your information (mostly non-sensitive) is also accessible to the relevant manager(s) and other employee(s) involved in the selection process.

To whom is your data transferred?

Your data may be transferred to the following third parties as necessary to fulfill the processing purposes mentioned above:

• External firms tasked with conducting criminal background checks or credit checks.
• Your former employers or other listed references.

Applicant records received are also processed and stored on HRWize, our electronic human resources management platform. Please note that data submitted to this platform is encrypted at rest and may be transferred to the United Kingdom for storage purposes only.

How long is your data retained?

Records of unsuccessful candidates are kept throughout the recruitment process and for an additional period of 1 year, after which the records are securely destroyed in their entirety.

Records of hired candidates are stored in accordance with our employee records retention policy (normally up to 5 years following the end of the employment relationship).

Your rights regarding your data

You can contact us at any time to:

• Access your application file to verify the data we hold about you or to check its accuracy.
• Update or rectify your data.
• Withdraw your consent for the communication or processing of your data.
• Request the erasure of your data.

Please note that exercising any of these rights may prevent us from processing your application file properly, in which case you will be notified.

How to contact us

If you have any questions, concerns, or complaints about how we handle your data, please address them directly to our Privacy Director at the following contact information:

Vice President of Legal Affairs and Privacy

1000 Notre-Dame St.,
Lavaltrie, Quebec, J5T 1M1
Email: privacy@devolutions.net
Phone: 514-360-3686

You may also contact the Commission d'accès à l’information du Québec, the public body responsible for overseeing the personal data management and processing practices in Quebec, at the following contact information:

2045 Stanley St., suite 900
Montreal, Quebec, H3A 2V4
Phone: 514 873-4196
Fax: 514 844-6170
Toll-Free Phone: 1 888 528-7741
Email: cai.communications@cai.gouv.qc.ca
Website: https://www.cai.gouv.qc.ca/

Last update: December 18, 2023