Last Updated: September 5, 2025
Galaxy HR (“we”, “us”, “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website, use our services, or otherwise interact with us in Canada.
By using our services, you agree to the practices described here.
1) Who We Are & Scope
This Policy applies to:
- Candidates/Job Seekers who submit resumes, profiles, or apply for roles through Galaxy HR.
- Clients & Vendors who engage us for staffing, recruiting, HR, or related services.
- Website Visitors who browse or contact us via our site.
This Policy covers our activities in Canada and is intended to comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada’s Anti-Spam Legislation (CASL).
2) Personal Information We Collect
A. From Candidates/Job Seekers
- Identification & contact: name, email, phone, address.
- Career data: resume/CV, education, certifications, skills, portfolios, work history, salary expectations, availability, work authorization/immigration status.
- Screening data (as applicable): references, background checks, criminal record results (where lawful and with consent), credit checks for specific roles (where lawful and with consent).
- Government identifiers only where necessary (e.g., SIN for payroll/tax when you become our employee of record).
- Optional diversity info only with your explicit consent.
- Communications with us (calls, emails, chats).
B. From Clients/Vendors
- Business contact information, job descriptions, contracts, billing details, and communications.
C. From Website & Online Tools
- Technical data: IP address, device/browser type, pages visited, time on page.
- Cookies and similar technologies for essential site features, analytics, and (if used) marketing.
D. Sources
- Directly from you; from referrals; from publicly available sources (e.g., LinkedIn); from service providers (e.g., background check vendors); and from clients where you are being considered/placed for a role.
3) How We Use Personal Information
We use your information to:
- Provide recruiting, staffing, HR, and placement services.
- Assess suitability for roles, coordinate interviews, and manage offers/placements.
- Verify credentials, conduct lawful background/reference checks with your consent.
- Administer payroll/benefits for employees of record and comply with tax/employment laws.
- Operate, secure, and improve our website and services (analytics, troubleshooting).
- Maintain business records, fulfill contractual and legal obligations.
- Communicate service updates and—where permitted—send marketing communications (you can opt out anytime).
If you are in the EU/UK and interact with us, we may also rely on legitimate interests, contract necessity, legal obligation, or consent as the legal basis, as applicable.
4) Cookies & Analytics
We may use:
- Essential cookies (site functionality and security).
- Analytics cookies (to understand usage and improve the site).
- Marketing cookies (if used, to measure campaigns).
You can control cookies through your browser settings. Disabling some cookies may limit site functionality.
5) When We Disclose Personal Information
We may share information with:
- Clients/employers considering you for a role (limited to what’s necessary).
- Service providers (e.g., cloud hosting, applicant-tracking systems, background check vendors, email/SMS tools) under confidentiality and security obligations.
- Government/regulatory authorities where required by law (e.g., tax, employment, court orders).
- Business transfers (e.g., merger, acquisition) subject to confidentiality.
We do not sell your personal information.
6) International Transfers
Some service providers may be located outside Canada (e.g., the United States). We take steps to ensure comparable protection through contractual and technical safeguards. However, your information may be accessible to foreign authorities under their laws.
7) Retention
We keep personal information only as long as necessary to fulfill the purposes above or as required by law. Typical retention:
- Candidate records: up to 24 months from your last interaction, unless you ask us to delete sooner or we must retain longer for legal reasons.
- Client/vendor records: for the duration of the relationship and a reasonable period thereafter to comply with legal/financial obligations.
8) Security
We use administrative, technical, and physical safeguards designed to protect personal information (e.g., access controls, encryption in transit where applicable, least-privilege access). No system is 100% secure; please contact us immediately if you believe your data has been compromised.
9) Your Rights & Choices (Canada)
Subject to exceptions in law, you have the right to:
- Access your personal information.
- Correct inaccurate or incomplete information.
- Withdraw consent where processing is based on consent (this won’t affect prior processing).
- Unsubscribe from marketing messages at any time.
We may ask for verification of identity before fulfilling requests.
How to exercise rights: see “Contact Us” below.
If we cannot resolve your concern, you may contact the Office of the Privacy Commissioner of Canada.
10) Marketing & CASL
We send commercial electronic messages only with express or implied consent under CASL. You can withdraw consent by using the unsubscribe link in our emails or by contacting us.
11) Children’s Privacy
Our services are not intended for children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us to request deletion.
12) Automated Decision-Making
We do not make decisions that produce legal or similarly significant effects based solely on automated processing. If we introduce automated screening tools, a human will review outcomes before decisions are made.
13) Third-Party Links
Our website may link to third-party sites. We are not responsible for their privacy practices. Review their policies before submitting information.
14) Changes to This Policy
We may update this Policy from time to time. The “Last Updated” date above shows the latest revision. Material changes will be highlighted on our website or sent via email where appropriate.
15) Contact Us
If you have a question, want to exercise your rights, or make a complaint, contact:
Galaxy HR — Privacy Officer
Email: [info@galaxyhr.ca]
Phone: 416-749-4473
Mailing Address: #202 – 5109 Steeles Ave W
Toronto, ON M9L 2Y8