Recruitment Privacy Notice

1. Purpose of This Notice

This Recruitment Privacy Notice explains how Shield Family Care Services ("SFCS," "we," "us," or "our") collects, uses, stores, and protects personal information provided by individuals who apply for employment or engagement with SFCS, or whose information is provided for recruitment purposes.

This notice supplements our general Privacy Policy and applies specifically to the recruitment and onboarding context. It is provided in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), S.C. 2000, c. 5, and applicable Ontario privacy legislation.

2. Information We Collect

In the course of recruitment and onboarding, SFCS may collect the following categories of personal information from applicants:

• Full name, home address, phone number, and email address
• Resume, curriculum vitae, cover letter, and work history
• Educational credentials, professional certifications, and licences (e.g., CNO registration for nurses)
• Professional references and reference check results
• Results of criminal record checks and Vulnerable Sector Checks (VSC) obtained through applicable police services
• Work eligibility status (e.g., Canadian citizenship, permanent residency, work permit details)
• Vaccination or immunization records as required for placement in certain settings
• Banking information for payroll purposes (collected at the point of hire, not during application)
• Emergency contact information (collected at the point of hire)
• Any other information you voluntarily provide during the application or interview process

We collect only the information necessary for the purposes described below. We do not ask for, and applicants should not provide, information about race, national or ethnic origin, colour, religion, sex, sexual orientation, gender identity, disability, or other protected grounds under the Ontario Human Rights Code, except where expressly required by law (e.g., certain employment equity programs).

3. Purposes of Collection and Use

We collect and use applicant personal information for the following purposes:

• To assess your qualifications, suitability, and eligibility for positions with SFCS
• To conduct background and reference checks as part of our screening process
• To communicate with you about your application, interviews, and hiring decisions
• To verify professional credentials and licences with relevant regulatory bodies (e.g., CNO)
• To facilitate your onboarding if you are hired or engaged
• To comply with applicable legal and regulatory requirements (e.g., record-keeping obligations under employment standards legislation)
• With your express consent, to consider you for future opportunities if your current application is not successful
• With your express consent, to send you career-related communications such as recruitment newsletters or job alerts (in compliance with CASL)

4. Consent

By submitting an application to SFCS — whether through our website, by email, or in person — you consent to the collection, use, and disclosure of your personal information as described in this notice. Your consent is valid for the duration of the recruitment process and for up to 24 months thereafter, unless you withdraw consent earlier.

You may withdraw consent at any time by contacting us at careers@shieldfamilycareservices.com. Please note that withdrawing consent may prevent us from processing your application or considering you for future opportunities.

5. Disclosure of Applicant Information

We treat applicant information with strict confidentiality. We may share your information in the following limited circumstances:

• Internally: With SFCS staff and coordinators involved in the recruitment and hiring process on a need-to-know basis
• Reference checks: With the individuals and organizations you have identified as references, with your consent
• Background checks: With police services or accredited third-party screening providers for the purpose of conducting Vulnerable Sector Checks and criminal record checks, with your express consent
• Regulatory bodies: With professional regulatory colleges (e.g., CNO) solely to verify your registration status
• Legal compliance: Where required by applicable law, regulation, or lawful authority

We do not sell, rent, or share applicant information with any other third party without your express consent.

6. Retention

We retain applicant personal information as follows:

• Successful applicants: Information is retained as part of your employment or engagement record for the duration of your relationship with SFCS and for 7 years following termination of the relationship, or as required by applicable law
• Unsuccessful applicants: Information is retained for up to 24 months from the date of application to allow us to consider you for future openings. After this period, information is securely destroyed unless you have provided separate consent for longer retention

7. Safeguards

Applicant information is stored securely using administrative, physical, and technical safeguards appropriate to the sensitivity of the information. Access is limited to authorized SFCS personnel involved in recruitment and human resources functions. Electronic records are protected by password controls and encryption where appropriate. Physical documents are stored in locked facilities.

8. Your Rights

As an applicant, you have the right to:

• Request access to the personal information we hold about you
• Request correction of any inaccurate or incomplete information
• Withdraw consent to the use of your information as described above
• Request that your application information be deleted (subject to our legal obligations to retain certain records)
• Lodge a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca

To exercise any of these rights, please contact our Privacy Officer:

Privacy Officer — Shield Family Care Services
Email: privacy@shieldfamilycare.com
Phone: (905) 484-0470 / +1 (866) 242-3577
2030 Bristol Circle, Suite 210, Oakville, Ontario

We will respond to access and correction requests within 30 days of receipt.

9. Changes to This Notice

We may update this Recruitment Privacy Notice from time to time. The most current version will always be available at shieldfamilycare.com/recruitment-privacy-notice.html. For significant changes, we will notify active applicants by email where possible.