Privacy and Confidentiality of Personal Information

POLICY NAME: Privacy and Confidentiality of Personal Information

APPROVED BY: John Philpott, CEO

January 17, 2023


At CanAm Physician Recruiting Inc. (CanAm), we are committed to protecting and managing the Personal Information (PI) of clients and candidates. This Policy governs the collection, use, and disclosure of personal information by, from, and about individuals who are not employed by CanAm, and applies to every branch office of CanAm.

In managing Personal Information, CamAm recognizes the importance of Privacy, the sensitivity of PI, and the responsibility of all CanAm staff and contracted staff to: 

Balance the need to protect the Privacy and Confidentiality of all CanAm clients and candidates, with the need to provide efficient and effective information as required; 

Give the client/candidate an opportunity to request access to their own Personal Information.

CanAm manages personal information in accordance with Canada’s Federal Personal Information Protection and Electronic Documents Act (“
PIPEDA”) and its provincial counterparts. The policy documents how we collect, store, use and disclose your personal and sensitive information. 

It is our policy to comply with the legislation within each jurisdiction in which we operate, as well as with applicable data privacy regulations for candidates outside of Canada. Any breach of this policy may result in termination of access to information and/or discipline up to and including termination of employment/placement or revocation of privileges.

Please read this Policy and Appendix carefully. If you have any questions or concerns, contact our Chief Privacy & Data Protection Officer: 

John Philpott, B.Eng., CMC
CEO, CanAm Physician Recruiting Inc.

– – – – – – – – – – – – – – – – – – – – –


What is Personal Information? 

In this Policy “personal information” refers to any information that can be used individually or combined with other data to identify an individual. Along with a person’s name, age, race, education history, employment history, evaluations by and about the individual, any disciplinary actions etc. 

What Personal Information Do We Collect? 

We collect and maintain different types of personal information in respect of individuals with whom we interact. This includes: 

contact and identification information, such as your name, address, telephone number and e-mail address; 

In order to provide recruitment services to our clients we may also collect: 

  • resume information such as your credentials, employment history, academic history
  • remuneration information such as previous or expected salary, benefits and bonuses; 
  • disciplinary information such as the history /dates and outcome of evaluations by CanAm consultants and clients, as well as correspondence between candidates and CanAm 

Why Do We Collect Personal Information? 

We collect personal information to enable us to manage and develop our business and operations, including: 

to establish, maintain and manage relations with you so that we may provide you with, or receive from you, the products and services that have been requested (for example, we will use your personal information to determine your suitability for a position); 

to be able to review the services that we provide to you so that we may work to improve our services; 

to be able to inform you of our services other than those that you have specifically requested, including sending you information promoting our other opportunities.


How do we Use and Disclose Your Personal Information? 

We use and disclose your personal information: 

for the purposes described in this Policy; or 

for any additional purposes for which we have obtained your consent to the use or disclosure of your personal information 

If you are a candidate, please rest assured that your personal information will not be disclosed to any potential employer without your prior consent. 


Our Website 

You can visit our website ( without telling us who you are or revealing any information about yourself, including your e-mail address. Our web server may collect information related to your visit to our website, including the IP address and domain used to access our site, the type and version of your browser, the website you came from to access our site, the page you entered and exited at, any website page that is viewed by that IP address and what country you are from. 

We use this information to monitor our website’s performance (such as number of visits, average time spent, page views) and for our business purposes such as working to continually upgrade our website. When you apply for a position on our website, we imply that you have consented to the collection, use and disclosure of your personal information for the purposes of recruitment and placement by CanAm. 


Who Has Access to Your Information? 

We share your personal information with our employees and recruiters, who require such information to assist us with establishing, maintaining and managing our relationship with you. 

In addition, personal information may be disclosed or transferred to another party in the event of a change in ownership provided that such party is bound by appropriate agreements or obligations and required to use or disclose your personal information in a manner consistent with the use and disclosure provisions of this Policy. 


Your Consent Is Important to Us 

It is important to us that where we collect, use or disclose your personal information we have your consent to do so. Express consent can be given orally, electronically or in writing. Implied consent is consent that can reasonably be inferred from your action or inaction. For example, if you submit a resume or other personal information by mail, fax, or e-mail, whether in response to an advertisement or to CanAm in general, we will assume your consent to the collection and use of your personal information for purposes related to your recruitment and placement by CanAm. However, your personal and professional information is not presented to a client until your expressed consent.

You may change or withdraw your consent at any time. 

CanAm requires Expressed Consent before disclosing any of your information to anyone outside of our organization.

CanAm applies Implied Consent in regards to direct communication with clients/candidates. 


Protecting Personal Information 

Ensuring the safe storage and privacy of your information is of utmost importance. We store personal information in secure computer database systems. We take all reasonable steps to ensure the protection of your information, which include; 

Computer passwords and limited access to shared drives and network drives by authorized staff 

Routine virus checking 

Continuous mandatory internal staff training on Privacy Policy and applicable privacy laws 

All our staff are responsible for maintaining confidentiality of information we hold, and respect the privacy of the individuals of that information. Any breach by staff will be taken very seriously, will be considered in line with legislative requirements and may result in disciplinary action being taken for the individual responsible for any breach. 


Is Your Personal Information Accurate?

Please let us know if you believe that your personal information is inaccurate. You have the right to ask for it to be corrected or updated. We may ask you to provide documentation to support your request for correction or updating. 


Chief Privacy & Data Protection Officer 

We have appointed a Chief Privacy & Data Protection Officer to oversee compliance with this Policy. The contact information for our Chief Privacy & Data Protection Officer is as follows: 

Chief Privacy & Data Protection Officer 
John Philpott, B.Eng., CM
CEO, CanAm Physician Recruiting Inc.


Direct Marketing 

We may send you direct marketing communications and information about new job openings, other products and services that we consider might be of interest to you. These communications may be sent in various forms, including mail, SMS, fax and email in accordance with applicable marketing laws, outlined by Canada’s anti-spam legislation (CASL). We do not provide your personal information to other organizations for the purposes of direct marketing. 

In order to opt out of receiving direct marketing communications, please mail


Revisions and Interpretation

CanAm may from time to time make changes to this Policy. We will post any revised versions of this Policy on our website.