Privacy Policy – Dollar Tree Canada
Employee Privacy Policy
DOLLAR TREE STORES CANADA, INC. EMPLOYEE PRIVACY POLICY
Dollar Tree Stores Canada, Inc. and its affiliated entities (“The Company”, “we”, “us” or “our”), values all laws surrounding the privacy of its employees and job candidates (collectively, “Employees”), and is committed to maintaining Employee privacy. In accordance with Applicable Privacy Laws, Dollar Tree Stores Canada, Inc. ensures that all Personal Information of Employees is used solely for the purpose it was collected and is maintained/stored in a highly confidential manner.
1. PURPOSE AND SCOPE OF THE POLICY
This Employee Privacy Policy (“Employee Privacy Policy”) summarily describes how we collect, use, disclose and secure your Personal information when you apply for a position with Dollar Tree Stores Canada, Inc. and during your employment with Dollar Tree Stores Canada, Inc. The Employee Privacy Policy applies to Personal Information of Employees managed by Dollar Tree Stores Canada, Inc. , and not by other or third parties. Dollar Tree Stores Canada, Inc. may make changes to this Employee Privacy Policy from time to time, in its sole discretion. When changes are made, Dollar Tree Stores Canada, Inc. will notify Employees of the updated Policy.
2. DEFINITIONS
“Applicable Privacy Laws” means any legislation, regulation, recommendation or opinion applicable to privacy matters including notably, where applicable, the Quebec Act respecting the protection of personal information in the private sector the Personal Information Protection Act of Alberta – “PIPA AB”, the Personal Information Protection Act of British-Columbia – the “PIPA BC” and the Personal Information and Protection of Electronic Documents Act – “PIPEDA”; as well as any other applicable legislation, regulation, recommendation or opinion replacing, adding to or amending, extending, reconstituting or consolidating the Applicable Privacy Laws.
“Employees” means all Employees (i.e. employee, agent, consultant, trainee or director of Dollar Tree Stores Canada, Inc.) within any of Dollar Tree Stores Canada, Inc.’s offices, and any other individual conducting business on behalf of or for Dollar Tree Stores Canada, Inc. at all times.
“Personal Information” means any information about individuals, and allows directly or indirectly that individual to be identified, such as name, identification number, location data, online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.
3. CONSENT (FOR QUEBEC)
We collect, use and disclose your Personal Information with your consent or as permitted or required by law. How we obtain your consent (i.e., in what manner) will depend on the circumstances, as well as the sensitivity of the information collected. Your consent may be express or implied, depending on the circumstances and the sensitivity of the Personal Information in question. If you choose to provide Personal Information to us, we assume that you consent to the collection, use and disclosure of your Personal Information as outlined in this Policy.
Typically, we will seek your consent at the time your Personal Information is collected. If we want to use your Personal Information for a purpose not previously identified to you at the time of collection, we will seek your consent in compliance with the applicable privacy laws prior to our use of such information for this new purpose. If you provide Personal Information about another individual to us (e.g., emergency contact), you are responsible for obtaining their consent to enable us to collect, use and disclose their information in accordance with this Policy. We may collect your Personal Information from third parties (e.g., information obtained from references, criminal history), with your consent.
You may withdraw your consent to our collection, use or disclosure of your Personal Information at any time by contacting us using the contact information in the “Contact Us” section below. However, before we implement the withdrawal of consent, we may require proof of your identity. In some cases, withdrawing your consent may mean that we will no longer be able to process your application or maintain the employment relationship.
4. COLLECTION AND USE OF PERSONAL INFORMATION
Dollar Tree Stores Canada, Inc. will only collect, use and disclose Personal Information of Employees in accordance with Applicable Privacy Laws.
Types of Personal Information Collected
Dollar Tree Stores Canada, Inc. may collect Personal Information of Employees that includes, but is not limited to:
- Name
- Physical Address
- Telephone number
- Date of Birth
- Gender
- Social Insurance Number (SIN)/National Insurance Number
- Resume and References
- Qualifications and skills
- Performance evaluations
- Work record
- Legal employment documentation
- Education Documents
- Driver’s License (if required to drive for a position or as identification for a background check)
- Banking information (for payroll deposits)
- Marital status
- Spouse and/or dependent names and birthdates (if applicable)
- Employee photo (for Employee records, Employee profile or email profile, at employee’s discretion)
Purposes for Collection, Use and Disclosure of Personal Information
It is important that Dollar Tree Stores Canada, Inc. ’s Employees understand the purposes for which Dollar Tree Stores Canada, Inc. collects, uses and discloses Personal Information of Employees. These specific purposes are as follows:
- To assist in the recruitment process. For example:
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verifying reference information given by an applicant.
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selection testing or pre-employment testing, which is reasonably required for the performance of the job.
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conducting interviews of prospective applicants for employment.
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To administer compensation, and, if applicable, benefits, pension and other retirement benefits, severance, and other monetary benefits of employment. For example:
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hours of work, wage rate, or salary, in order to determine basic compensation.
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communication with third parties, such as payroll consultants, benefit consultants, actuaries, pension trustees, trustees, and/or various government departments, as required by law.
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internal administration of benefit plans.
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To monitor and foster Employee safety and Employee health. For example:
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administering disability benefits, for the purpose of administering duty to accommodate determinations, determining ongoing employment or ability to return to work safely.
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This information may be used and disclosed by Dollar Tree Stores Canada, Inc. staff, who have been designated by management to collect medical information, and may be disclosed to external medical consultants, including disability consultants or to government providers or financial institutions.
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To comply with Dollar Tree Stores Canada, Inc. ’s policies. For example:
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disclosing information to external consultants and professionals, to appropriate government departments, or as otherwise required by law.
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pre-employment testing.
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To meet legal and regulatory requirements. For example:
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providing information pursuant to common law requirements, in response to court orders, or to meet regulatory requirements.
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disclosure obligations in litigation and other administrative proceedings, which may involve disclosure of Personal Information of Employees.
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To communicate with Employees. For example:
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facilitating contacting Employees during out of work hours for work related issues.
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facilitating communicating with family of Employees in the course of medical emergencies or other situations that may arise which involve a requirement for contacting family of Employees.
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We will always try to collect Personal Information of Employees directly from the person to whom the information pertains where practical and we will collect Personal Information from other sources when necessary.
Dollar Tree Stores Canada, Inc. may use your Personal Information and other information for the purposes for which we have obtained your consent, and for such other purposes as may be permitted or required by applicable law.
5. COMMUNICATION OF PERSONAL INFORMATION
Employees’ Personal Information may be made available by Dollar Tree Stores Canada, Inc. to third parties or service providers to fulfill the purposes for which it has been collected or as set forth in this Policy.
Dollar Tree Stores Canada, Inc. may share Personal Information when authorized and/or required by law or as follows:
5.1. Service Providers
We may hire service providers to perform services on our behalf. These may include, without limitation, a person or an organization retained by Dollar Tree Stores Canada, Inc. to perform work on its behalf. We provide them with the least amount of information as is necessary in order for them to provide the services required. We inform them that they are prohibited from using the information for purposes other than to facilitate and carry out the services for which they have been engaged. These service providers are not permitted to disclose this information to others. Dollar Tree Stores Canada, Inc. will strive to protect Personal Information disclosed to third parties using contractual agreements and, to the extent applicable, written undertakings, requiring that those third parties adhere to confidentiality and security procedures and protections that are, at a minimum, equivalent to those employed by Dollar Tree Stores Canada, Inc. itself.
Please find below a list of the categories of third parties handling employees’ Personal Information:
– payroll and time management;
– management of insurance and mutual insurance schemes;
– management of databases for security cameras and building door access;
– computer assistance;
– financial audits;
– human resources software.
If you would like more information about our services providers, please contact us as set forth in the “Contact Us” section.
5.2. As permitted or required by law
Dollar Tree Stores Canada, Inc. may disclose Personal Information if it is compelled to do so in response to a law, regulation, court order, subpoena, valid demand, search warrant, government– 5 – investigation or other legally valid request or enquiry. Dollar Tree Stores Canada, Inc. may also disclose such information to our accountants, auditors, agents and lawyers in connection with the enforcement or protection of our legal rights. Dollar Tree Stores Canada, Inc. may also release certain Personal Information when we have reasonable grounds to believe that such release is reasonably necessary to protect the rights, property and safety of others and ourselves, in accordance with or as authorized by law.
5.3. Performance of Contract and other recognized Legal Grounds
To the extent applicable and necessary, Dollar Tree Stores Canada, Inc. may disclose Personal Information in order to perform or conclude a contract, for any other recognized and appropriate ground.
5.4. Business transaction
Dollar Tree Stores Canada, Inc. may disclose Personal Information to a third party in connection with a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, brands, affiliates, subsidiaries or other assets. However, in the event the transaction is completed, Personal Information will remain protected by Applicable Privacy Laws. In the event the transaction is not completed, we will require the other party not to use or disclose your Personal Information in any manner whatsoever and to completely delete such information.
6. ACCURACY OF PERSONAL INFORMATION OF EMPLOYEES
Dollar Tree Stores Canada, Inc. makes reasonable efforts to ensure that Personal Information of Employees collected, used and disclosed for its intended use is accurate and as complete as possible. To the extent that Employees provide Dollar Tree Stores Canada, Inc. with information intended to be relied on, Dollar Tree Stores Canada, Inc. assumes that Employees are providing us with information that is accurate and up-to-date. If any Personal Information of Employees changes during the course of employment, Dollar Tree Stores Canada, Inc. also expects that the Employee will make Dollar Tree Stores Canada, Inc. aware of such changes, in order that Dollar Tree Stores Canada, Inc. can update its employment file.
7. RETENTION OF PERSONAL INFORMATION
Dollar Tree Stores Canada, Inc. will retain Personal Information of Employees consistent with its other business and legal requirements, and will retain Personal Information of Employees only as long as is reasonably necessary within those requirements.
If Dollar Tree Stores Canada, Inc. uses any Personal Information of Employees to make a decision that directly affects the Employee, Dollar Tree Stores Canada, Inc. will retain that information for a reasonable period of time after using it. In other cases, Dollar Tree Stores Canada, Inc. will destroy documents containing Personal Information of Employees once the purpose for which the Personal Information was collected is no longer being served by retention, and it is not necessary for other business or legal purposes.
8. STORAGE AND TRANSFER OF PERSONAL INFORMATION
Personal Information of Employees is currently stored in Canada and the USA. If need be, it may be stored and processed in any country where Dollar Tree Stores Canada, Inc. has facilities or in which Dollar Tree Stores Canada, Inc. uses third-party service providers. In the latter case, Personal Information of Employees may be transferred to countries outside your country/province/state of residence, which may have different privacy rules than your country. If your Personal Information is Processed outside your country, it will be subject to the laws of the country in which it is located and may be disclosed to governments, courts or law enforcement or regulatory agencies in that other country and in accordance with the laws of that other country.
9. EXERCISE OF RIGHTS
Individuals have a number of rights concerning their personal information under global privacy laws. You may make a written request to access, correct or delete any personal information about you that we have collected, used or disclosed, and we will provide you with any such personal information to the extent required by law. You may also challenge the accuracy or completeness of your personal information in our records. If you successfully demonstrate that your personal information in our records is inaccurate or incomplete, we will amend the personal information as required.
Please note that such rights are not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal data that we hold about you. In the event that we cannot accommodate your request, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
You also have the right to lodge a complaint with the relevant data protection or privacy authority, such as the Office of the Privacy Commissioner.
10. SECURITY
Dollar Tree Stores Canada, Inc. will implement procedures and security measures to access both physical and electronic files containing the Personal Information of Employees. Personal Information of Employees stored on the intranet/electronically will be adequately protected through security safeguards and passwords which will only be accessible by the Employees who need to have access to perform their duties, i.e. HR Employees, Professional Development Employees and Payroll Employees. Any managers needing access to Personal Information of Employees will need to disclose the reason for which they are accessing the information and request permission and access in writing.
11. ENFORCEMENT OF POLICY
The Privacy Officer or his or her delegate will independently review allegations that the Employees Privacy Policy has been violated, by reviewing any practices and procedures which have occurred, and determine whether any follow-up corrective action may be required, including disciplinary measures that could even lead to termination of employment.
12. CONTACT US
Any request about your Personal Information and any question or comment should be directed to the attention of Dollar Tree Stores Canada, Inc. Privacy Officer. The email address is canadahr@dollartree.com
13. EFFECTIVE DATE OF POLICY
This Policy shall be deemed effective as of April 26, 2024. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.