Privacy Notice for employees

Overview

Concordia is subject to the Act respecting Access to documents held by public bodies and the Protection of personal information, chapter A-2.1 (The "Act"). As an Employee of Concordia University, you are required to provide your Personal Information as this is necessary for us to comply with our various legal obligations and for us to provide appropriate services to you.

Collection of your Personal Information

Concordia University collects Personal Information that is necessary to carry out functions and to comply with legal obligations. The Personal Information that you are currently required to provide includes:

• Legal first and last names (required; for administrative and regulatory purposes)
• Preferred name (optional; for individuals who use a name other than their legal names)
• Date of birth (required; for administrative and regulatory purposes)
• Assigned sex at birth (required; for pension and insurance purposes)
• Address (required; for administrative and regulatory purposes)
• Social Insurance Number (required; for administrative and regulatory purposes)
• Banking information (required; for administrative and regulatory purposes)
• Work Permit information (required if applicable)
• Gender (optional)
• Country of Birth and Nationality(ies) (optional)
• Emergency contact information (optional)

The collection of Personal Information identified in the required fields listed above are necessary for Concordia to carry out its activities related to its human resources management operations and to meet existing regulatory requirements. Failure to provide required information may result in Concordia not being able to proceed with your hire. 

Concordia University also collects information from University-owned IT assets used during your employment (i.e., University-owned computers, laptops, tablets, and mobile devices), such as the device model, manufacturer, operating system information, installed apps, the serial number, owner, IP address, and compliance with security policies. Please note that Concordia University cannot see or access browsing history, email addresses, passwords, documents and other sensitive data. For more information about Concordia’s IT asset tracking, please visit Mobile Device Management - Concordia University

Use of your Personal Information

Concordia uses your Personal Information only for the purposes for which this information was collected, and in accordance with the law.

Concordia uses your Personal Information to the extent necessary to provide administrative and related services to its employees, such as payment of salaries and the processing of health and benefits requests.

Furthermore, Concordia uses your Personal Information to comply with legal obligations to the extent required by applicable law.

Communication of Personal Information

Your Personal Information is kept in the strictest of confidence. Access is restricted to Human Resources staff who need the information to carry out their duties, and access levels to which are granted accordingly.

Human Resources may also share some of your Personal Information with other members of staff at the University such as unit directors and managers, for uses related to your employment. Your Personal Information may also be shared with other internal units such as Rave, which provides emergency notifications directly to employees’ telephone numbers, as well as KnowledgeOne, which provides mandatory training on sexual violence to members of the university community. Your Personal Information will also be shared in a restricted manner with Instructional and Information Technology Services to create access for you within various systems, as well allow matching for identity purposes.

From time to time, Concordia may be requested to provide your Personal Information to third parties such as external investigators. As required by law, Concordia will obtain your consent before disclosing your Personal Information.

Concordia may also disclose your Personal Information to unions, courts, law enforcement, or other government agencies in order to comply with legal and regulatory requests. Such information may be disclosed to:

• Protect your or Concordia’s legal claims and interests;
• Defend against potential or actual litigation;
• Abide by applicable law, regulation or contracts;
• Respond to a court order, Concordia administrative process or judicial process including, but not limited to, a subpoena or a search warrant; or
• Comply with Concordia’s obligations where it is registered with any governmental agency.

Personal Information submitted to us may be transferred to, stored and processed on servers located outside of Canada including on the cloud, in accordance with applicable laws and regulations. Concordia may also transfer your Personal Information to third-party service providers with whom the University has existing contractual agreements, in accordance with applicable privacy legislation.

Concordia is committed to protecting the security of your Personal Information. When we collect, use, process, disclose or transfer your personal information, we take reasonable steps to ensure that it is treated securely and in accordance with this Privacy Notice and existing privacy policies at the University.

Conservation of your Personal Information

Your Personal Information is conserved and may be eventually destroyed pursuant to the University’s document retention rules and other policies and guidelines, including the Policy on Records Management and Archives.

Your rights regarding your Personal Information 

Under certain circumstances and in accordance with applicable laws, you may have the right to:

1. Request to receive a copy of the file containing Personal Information that Concordia holds concerning you. Requests must be directly addressed to Human Resources.
2. Request to receive a copy of your Personal Information in a format that is suitable to you.
3. Request that Concordia rectify any Personal Information in your file found to be erroneous.

Acknowledgement and confirmation

You will read the Data Privacy Consent Statement when you click on My Candidate Profile.

I hereby acknowledge that I have read and understood the Privacy Notice for Concordia University Employees. By clicking “Accept”, I agree to the terms outlined therein.

If you do not agree, please click “Decline”. However, please note that by clicking “Decline” Concordia may not be able to proceed with your hire.