Rhum Data Protection, Cookie and Privacy Policy

Effective Date: September 1, 2023

At rhum.hr we care about data protection… A LOT!

Protecting the privacy and information of our clients, candidates, and external stakeholders is of the utmost importance. With attention, focus, and care, rhum.hr is responsible for the personal information entrusted to us to help humans find their dream jobs as well as great organizations looking to grow and evolve. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with applicable privacy laws including Law 25, BC PIPA, and GDPR, and all jurisdictions that we operate as well as our practices when working with third-party vendors. By using our services, you consent to the practices described in this policy.

Now, let’s get to the details.

1. Personal Information Collection

Except as otherwise set out below, rhum.hr is the Controller of personal information (“Controller” within the meaning of applicable data protection legislation). For greater clarity, Controller means the entity who decides why and how personal information is Processed. As the Controller, rhum.hr will alone or jointly with agreed-upon client partners, determine the purposes and means of processing your personal data. 

We collect personal information that is relevant to providing our talent acquisition and Human Resources consultancy services. This could include but is not limited to:

  • Contact details (name, email, phone number, address)

  • Social Media and online presence such as urls to Linkedin, ArtStation, X (formerly Twitter), Facebook, Behance, Dribbble, GitHub, StackOverflow, etc.

  • Employment history

  • Education background

  • Professional qualifications

  • References

  • Any other relevant information shared with us during the recruitment process such as pronouns, and city/country of residence

Applicants and Sourced Candidates

We use your personal information when applying and/or interviewing for opportunities at Rhum.hr and/or when providing our HR support and strategy, which include services in the field of recruitment and selection, temporary staff, secondment, career development, career guidance, executive and job coaching, headcount and strategic planning, and personnel and salary analysis and strategy as further described in the Terms and Conditions (collectively “Services”). 

By innovating at scale and pausing to ensure our tools meet the needs of our clients, we at rhum.hr will fulfill our compelling vision: to exist to create connections for the most creative and inspiring humans and organizations to grow together.

Personal Information We Collect

As a candidate, we collect and process personal information about you such as:

Identification information – we may process your name, contact information (including home address, home phone number and mobile phone number), citizenship and country of residence, date of birth, (in exceptional cases) gender, digital signature and languages spoken.

CV/resumes and other recruitment information – we may process your CV/resume, work history, information about your skills, your experience and educational background and other relevant information (such as your photograph, interview notes and personal data included in the cover letter or as part of the application process).

Compensation and benefits information – we may process personal data relating to your current and desired compensation and benefits including (without limitation) your bonus, recurring payments and benefits.

Government issued identifiers – we may process government issued identifiers including (without limitation) the social insurance number and social security number, as legally required ONLY during the onboarding phase where rhum.hr is directly involved.

Photographs, audio and video footage – when participating in talent acquisition and HR-related events, meetings, conferences etc., we may process photographs, audio or videos of you. If an event is being recorded, we will seek consent in advance and you’ll have an opportunity to opt out.

This information may be obtained directly or indirectly from you. In the latter case, we will inform you of the purpose and data sources we use when we communicate with you in connection with our Services (e.g. to inform and correspond with you about a company or job opportunity). The exception is where the provision of this information to you would cause disproportionate efforts. In that case, we may take alternative measures to protect your rights and freedoms.

Why rhum.hr needs your Personal Information

rhum.hr processes your personal information only for the purposes specified below:

  • To provide our Services to you (including matching and proposing you to clients, interviews, assessments). For example, we may Process your personal information to recommend jobs to you based on your profile and enable our consultants to provide you with tailored job opportunities, career advice, reskilling options, inclusiveness, suggest additional training where necessary and introduce you to hiring managers.

  • Training, Career Development and updating of systems/statistical purposes. Some of the systems that we use to provide our Services are based on machine learning technology. In order for that technology to function reliably, it needs to be trained and updated on the basis of existing data. We may also process personal data in an aggregated manner for statistical purposes. 

  • Resolve and navigate disputes with management, litigation and handling any reports through rhum.hr’s misconduct reporting procedure

  • Compliance with labour/employment, tax and social security laws and other legal or regulatory requirements (e.g. equal opportunity and workplace diversity requirements)

  • Events

  • Facilities, security and contingency planning purposes

  • To conduct corporate transactions (including mergers, acquisitions and divestments)

2. Rhum.hr’s Use of Personal Information

We use your personal information for the following purposes:

  • To match your qualifications and experience with aligned companies and job opportunities

  • To contact you regarding potential job openings and throughout the interview process

  • To communicate with you about your application status

  • To communicate with you during various stages HR Consulting practices like coaching, planning meetings, 1:1 meetings, and other professional-related activities

  • To improve our services and tailor them to your preferences

  • To comply with legal obligations and regulatory requirements

3. Disclosure of Personal Information

  • With your consent, we may disclose your personal information to:

  • Prospective employers who have career opportunities aligned to your qualifications

  • Third-party service providers who assist us with various functions (e.g., Applicant Tracking Systems,  Humanify, Sourcinc, etc.)

  • Legal authorities and regulatory bodies as required by law

4. How your Information is Shared

Your information might be shared:

  • With rhum.hr clients. Within the scope of our Services, including recruitment and provision of temporary work, as well as to facilitate a transfer of employment (“temp-to-perm”) 

  • With third parties providing HR-related services to use (e.g. payroll service providers).

  • With third party providers of IT-related services (e.g. we may use an external provider to support our IT-infrastructure; e.g. an important part of our software and databases sit in a cloud-environment which is operated by a third party service provider).

  • With third parties providers of marketing-related services (e.g. we may store your personal information in a cloud-based CRM-application that is hosted and provided by a third party service provider; e.g. when we use a third party service provider to organize an event we may share your personal data with that third party in order to invite you to that event).

  • With providers of professional services (e.g. to our auditors, our tax advisors, our legal advisors).

  • With banks and insurers (e.g. in order to pay the salaries of our temporary workers we share some of their personal data with our bank).

  • With public authorities (e.g. pursuant to applicable law rhum.hr must disclose personal data to the social security authorities and to tax authorities).

  • With law enforcement authorities, courts and regulatory authorities (e.g. as part of a criminal investigation police services may require us to disclose personal data to them).

We may also disclose your personal information to third parties:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets; or

  • if all or a substantial part of our assets are acquired by a third party, in which case the personal information that we hold about you may be one of the transferred assets.

When we share your personal information as described above, such personal information may be transferred outside of Canada, depending on the hiring teams or other deciding factors. In the event that we transfer your personal information internationally, we will only do so in line with applicable law, and inline with the context of the expectations and processes already discussed. In this case, we will require that there is an adequate level of protection for your personal data, and that appropriate security measures are in place.

For more information about the safeguards that we have implemented to protect your personal information internationally, please contact us at privacyofficer@rhum.hr.

5. Your Rights:

You have the right to:

  • Access the personal information we hold about you

  • Rectify inaccuracies in your personal information

  • Withdraw consent at any time, 

  • Request that all personal information stored by rhum.hr be deleted

  • Request erasure of your personal information, subject to legal obligations

  • Object to the processing of your personal information

6. Security

We implement technical and organizational measures to protect your personal information from unauthorized access, loss, misuse, or unintended disclosure. However, no data transmission over the internet and with clients can be guaranteed to be 100% secure.

7. Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. Rhum.hr maintains record retention schedules to ensure that personal information is retained only as long as reasonably necessary for the fulfillment of the purposes for which such data was collected or otherwise meet valid legal or business requirements. 

Rhum.hr will delete candidate data within one month of candidate’s request.

Rhum.hr will delete employee personal data after seven years, following employment termination.

8. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The most current version will be posted on our website, and the date of the latest revision will be indicated.

9. Acknowledgement and Questions?

If you have any questions or concerns about our privacy practices, wish to exercise your rights, or need to contact us for any reason related to your personal information, you can reach us at:

Data protection officer
Dana Ramnarine
dana@rhum.hr

This Privacy Policy applies to rhum.hr and its current and future subsidiaries. It is important that you read and understand this policy. If you do not agree with our practices or have specific feedback about how we can improve our data protection, please let us know.

By using our services, you consent to the practices described in this Privacy Policy.