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Privacy
Checkwell Privacy Policy
In order to accomplish daily client requests, Checkwell gathers personal information about individuals. We are committed to excellence and protection of the privacy of individuals. The following is a point-by-point response to Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Accountability: An organization is responsible for personal information under its control and shall designate an individual or individuals who are accountable for the organization's compliance with the following principles.
Checkwell assumes entire responsibility for information that is provided by our clients to us. Checkwell has assigned a privacy officer who is responsible for ensuring the organization’s compliance with these principles. Checkwell asks all of our clients to sign our “Privacy and Terms of Service Agreement,” which identifies the importance of strict privacy and accountability standards. Checkwell continuously updates and trains staff with regards to the importance of protecting personal information. Each Checkwell representative has been thoroughly screened and has signed a confidentiality agreement. Checkwell has signed contractual agreements with third party organizations that may process any information during the course of the interviewing process. Checkwell monitors all third parties’ compliance with PIPEDA principles.
2. Identifying Purposes: The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected.
Checkwell has developed consent forms and procedures that clearly identify the purpose for which personal information is being gathered. In general, the purpose of gathering personal information is in order to complete components such as interviews, surveys, and other services throughout the course of employment. Only personal information that is required to complete the service(s) is collected prior to conducting any services. Clear disclosure of the reason for that request is mandatory.
3. Consent: The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except when inappropriate.
Checkwell collects information from individuals for the purposes that are clearly stated, which are provided to our client. Checkwell does not complete any services without the explicit consent of a candidate. Checkwell has obtained a legal opinion regarding the compliance of our consent forms and procedures with this principle and can refer our clients to legal counsel for their further comfort. Background information subsequently collected is only disclosed to parties as specified.
4. Limiting Collection: The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.
Personal information is collected on clearly laid out consent forms or is verbally communicated to the extent that is required to complete components of Checkwell services. Checkwell recommends that clients collect information in a fair and lawful manner that is consistent with each client’s environment and process.
5. Limiting Use, Disclosure, and Retention: Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by the law. Personal information shall be retained only as long as necessary for fulfilment of those purposes.
Checkwell does not use personal identification information for reasons other than those specified verbally or in the consent forms that individuals sign. Checkwell only provides services for approved clients who have been deemed in good standing. Checkwell does not release personal information to individuals other than those who are clearly designated by our clients. For some services that we complete, proof of consent documents are kept on file for a period of 3 years for audit purposes, as per prior agreements. Results of our services are removed from our database upon the instruction of our client, who will determine the period of time that they may require information to be available for their purposes. Checkwell maintains personal information in strict confidence and does not utilize personal information for reasons other than those that are clearly defined in consent forms as signed by the candidate. Information that is non-identifiable to specific individuals may be used for statistical purposes. Checkwell encourages all clients to maintain strict protocol with respect to access to, storage of and destruction of information collected during the completion of Checkwell services.
6. Accuracy: Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.
Information that is submitted by candidates and/or our clients to Checkwell is transferred into our secure database. When completing services, Checkwell upholds a high standard of accuracy and verification of accuracy of work completed.
7. Safeguards: Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.
Checkwell has advanced security in place to safeguard personal information about our clients and their employees or employment candidates. Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information. Within our office, all Checkwell employees have been thoroughly screened and access to information is restricted to that which is required for designated purposes. The third parties who may provide information to complete components of Checkwell’s services have been thoroughly screened. These organizations have privacy policies in place to ensure compliance with these principles.
8. Openness: An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.
Checkwell’s privacy policy is available online for employers, employees and employment candidates to view. A printed copy can be requested to be mailed to an individual as requested. Checkwell does not provide information to any subsidiaries. Checkwell stores a copy of consent forms as signed by each individual.
9. Individual Access: Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Checkwell provides access for individuals to view, challenge and if duly warranted amend information as appropriate. Checkwell has a strict protocol in place for the identification of individuals who are requesting access to information we have on file.
10. Challenging Compliance: An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals for the organization's compliance.
Checkwell provides access for individuals to view, challenge and if duly warranted amend information as appropriate. Checkwell has a strict protocol in place for the identification of individuals who are requesting access to information we have on file. Should a challenge be enacted, any corrections or amendments that are made will be forwarded to the end-user who originally requested the services. Should a challenge remain unresolved, the existence of an unresolved challenge will be documented and forwarded on to the end-user. Checkwell’s privacy officer is available to receive verbal or written complaints and Checkwell will take all necessary action to resolve justified complaints.
