Privacy Policy

Introduction
‍Vantix Systems Inc. (“Vantix”) respects your privacy and recognizes your expectation of confidentiality regarding any personal information we collect. Vantix is committed to adhering to all applicable international and local privacy laws. Vantix is a subsidiary of Aplin. References to “we,” “us,” or “our” may include Aplin and its affiliated companies where applicable.This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in compliance with the Personal Information Protection and Electronic Documents Act and all other applicable privacy laws, including Law 25.
This includes information from individuals who use our websites, apply for or are employed or assigned by Vantix, communicate with Vantix, or represent our customers (including prospective customers), service providers, and suppliers.
At Vantix, we prioritize your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, and safeguard your data in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and all other applicable privacy laws.

Privacy Officer
Vantix has designated a person responsible for theprotection of personal information.
Privacy Officer Email: privacy@aplin.com
We encourage you to review this policy to understand how wecollect, use, and share your personal information.

‍Information We Collect
‍We collect personal information necessary to provide ourservices, including:
• Contact details (name, email, phone number)
• Employment history and qualifications
• References, background clearances, and other related professional information
• Demographic information (birthdate)
• Financial information (Social Insurance Number (SIN), tax information for payroll purposes)

‍How We Use Your Information
‍In compliance with legal and regulatory requirements, your personal information is used to:
• Facilitate service delivery
• Communicate with you regarding job opportunities
• Process payroll and comply with tax obligations
• Provide post-placement, follow-up communication

Consent
‍We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law.
Consent may be express or implied depending on the circumstances. You may withdraw your consent at any time, subject to legal or contractual restrictions.

‍Information We Share
‍Your personal information is only shared with third parties to provide service or when it’s required by law. This may include:
• Potential employers and Vantix clients
• Service providers such as skill testing, and background clearance suppliers (to name only a few examples) assisting us in our operations
We may also disclose your information:
• If required by law, court order, or regulatory authority
• To protect the rights, property, or safety of Vantix, our employees, clients, or others
All third-party providers are subject to confidentiality and data protection obligations.

‍Data Security
‍We implement appropriate security measures, including encryption, access controls, and regular security audits, to protect your personal information from unauthorized access, alteration, or disclosure.

‍Data Storage
‍We use an Applicant Tracking System (ATS) to store and manage your personal information. Our ATS implements industry-standard security measures to protect your data.Personal information may be stored within North America and may be transferred and stored in other jurisdictions. Before transferring personal information outside Quebec, Vantix conducts appropriate assessments, including privacy impact assessments where required, and implements safeguards to ensure comparable protection.

‍Data Retention
‍We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Retention periods are determined based on the nature of the information and applicable legal requirements.

‍Use of Third-Party Tools
‍Occasionally, our recruiters use third-party tools to assist with improving service efficiency. These tools are used under strict confidentiality agreements and are subject to appropriate privacy and security safeguards.

‍Use of Artificial Intelligence
‍We may utilize Artificial Intelligence (AI) technologies to enhance our recruitment processes. AI tools assist in resume screening, candidate matching, and identifying potential job opportunities. All AI applications are used in compliance with applicable privacy laws and under strict confidentiality agreements to ensure the protection of your personal information. Where decisions are made using automated processing, individuals may request information about how the decision was made and request a review by a human.

‍Your Rights
‍YouYou have the right to:
• Access your personal information
• Request corrections to your data
• Withdraw consent to processing
• Request deletion or de-indexing of your personal information
• Request a copy of your information in a structured, commonly used format (data portability)
To exercise these rights, please contact us at privacy@aplin.com
We will respond to your request within 30 business days.

‍Cookies and Tracking Technologies
‍We use cookies and similar tracking technologies to enhance your experience on our website. Cookies help us understand how you use our site and improve its functionality. You may manage your cookie preferences through your browser settings. Where required, consent will be obtained for certain tracking technologies.

Privacy Incidents
‍In the event of a confidentiality incident involving personal information, Vantix will:
• Investigate and take appropriate remedial action
• Notify affected individuals where there is a risk of serious harm
• Comply with applicable reporting requirements

‍Contact Us
‍For any questions or concerns about our privacy practices, please contact us at privacy@aplin.com.

‍Updates to This Policy
‍We may update this Privacy Policy periodically. Any changes will be posted on our website, and we will notify you of significant changes via email or prominent notice on our website. We encourage you to review it regularly.