Educators Financial Group Applicant Privacy Policy
Date of publication: March 20, 2025
1. Introduction
The service for handling recruitment and simplifying the hiring process, is powered by Teamtailor on behalf of Educators Financial Group Inc. (“Educators Financial Group”, “we” or “us”). Educators Financial Group Inc. is a 100% wholly owned subsidiary of the Ontario Secondary School Teachers’ Federation (“OSSTF/FEESO”). Educators Financial Group has been offering financial planning and a wide selection of investing and lending products and services exclusively to the education community and their families since 1975.
This Educators Financial Group Applicant Privacy Policy (“Privacy Policy”) explains how we collect, use, share, protect, or otherwise process your personal information (defined below) during the recruitment process via our Career Site and applicant tracking system. We are committed to responsibly managing your personal information in compliance with applicable Canadian privacy laws.
This Privacy Policy explains how we handle your personal information in the following scenarios:
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Visitors: When you visit our Career Site.
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Connecting Candidates: When you connect with us via the Career Site to create a profile and receive updates on current or future vacancies.
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Applying Candidates: When you apply for a position through our Career Site or a third-party service.
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Sourced Candidates: When we collect information about you from external sources because we believe your profile aligns with current or future vacancies (such as from LinkedIn).
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Referred Candidate: When our employees or partners provide your information to us as a potential fit for current or future vacancies at our company.
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Reference: When a Candidate lists you as their reference.
This Privacy Policy also outlines your rights regarding the processing of your personal information and how you can exercise them.
When we refer to “Candidate” in this Privacy Policy, it includes each of the following: Visitors, Connecting Candidates, Applying Candidates, Sourced Candidates, and Referred Candidates, unless otherwise specified.
2. What is Personal Information?
Under Canadian privacy law, “personal information” refers to any information about an identifiable individual. Examples of personal information
include, without limitation: name, e-mail address, telephone number, address, IP address, and more. The “processing” of personal information refers to any activity involving personal information, including its collection, use, disclosure, storage, retention, organization, creation, analysis, sharing, and deletion.
3. What Personal Information Do We Process?
When you visit our Career Site or interact with us, we may process the following personal information about you, including, without limitation:
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Device Information: IP address, browser type/version, session behavior, traffic source, screen resolution, preferred language, geographic location, operating system, and device settings/usage.
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Technical and Statistical Data: Your activity on our Career Site, such as visited URLs and interaction patterns.
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Communications Data: Content of emails, video recordings, social media messages, account details, and survey responses.
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Contact Details: Name, email address, phone number, and physical address.
If you apply for a role, we may also process:
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Interview and Assessment Data: Interview notes, assessments, test results, and salary expectations.
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Application Information: CVs, cover letters, work samples, references, and education history.
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Public Profile Information: Data from publicly available sources, such as LinkedIn or your employer’s website.
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Reference Information: Details from individuals who refer you or provide references on your behalf.
4. How Do We Collect or Receive your Personal Information?
We collect personal information from:
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You directly: When you visit our Career Site, apply for a position, or communicate your personal information with us.
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References: When you are listed as a reference by a Candidate.
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Public sources: For example, LinkedIn or employer websites, to identify potential Candidates.
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Our employees/partners (such as recruitment service providers): When they recommend you for a role, for example when they believe your profile is of interest for our current or future vacancies.
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Data created by us or in collaboration with you: During the recruitment process, we may generate information related to your application and profile, either independently or in cooperation with you. This includes, for example, interview notes, assessment results, and test outcomes.
5. Why Do We Process Your Personal Information?
We process your personal information for the following purposes:
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Career Site functionality: To allow you to register on the Career Site and use the site’s features. To ensure security, analyze site and performance, and improve usability, using cookies and other tracking technologies, as described in our Cookie Policy.
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Recruitment: To assess and communicate with Candidates about roles and vacancies.
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Candidate evaluation: To analyze qualifications, conduct/record interviews, verify, and review applications.
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Future opportunities: To contact Candidates about potential roles.
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Legal obligations: To comply with legal requirements or protect your rights (for example, to enforce our terms and conditions and to protect our rights, privacy, safety, or property, and/or that of our affiliates or subsidiaries, you or others, including but not limited to, visitors, employees, and contractors).
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General employer obligations: To ensure we are meeting our obligations as an employer.
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References: To verify information and evaluate Candidates.
6. With Whom do we Share your Personal Information with?
In order for us to assist you with your job search needs, the recruitment and hiring process, and also to assist us with managing our workforce, we may share your personal information with the following groups:
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Service Providers: With trusted suppliers who support our recruitment processes. This includes, for example, recruitment service providers and the supplier of our Career Site and applicant tracking system.
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Third-Party Cookies: Cookies set by third-party companies may collect data during your use of our Career Site. These companies use the data in accordance with their own privacy policies. For details, please refer to our Cookie Policy.
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Authorities and Public Bodies: We may disclose your personal information to authorities or other public bodies if required by law or to fulfill a legal obligation. We always ensure that we balance your rights and our legal requirements before doing so.
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Parties Involved in Legal Proceedings: To protect or defend our rights, we may share your personal information with public authorities or other parties involved in existing or potential legal proceedings, such as in cases of discrimination claims.
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Mergers and Acquisitions: In the event of a merger, sale of assets, financing, or acquisition of all or part of our business, we may share your personal information with the relevant parties involved in the transaction.
Educators Financial Group is not in the business of selling your information to others and will not share personal information with third parties except as described in this Privacy Policy or as otherwise permitted by law.
7. Retention of Personal Information
We retain personal information only as long as necessary for the purposes outlined in this Privacy Policy or to comply with legal obligations. We may retain your information in accordance with the following retention periods:
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All individuals: For as long as it’s necessary to provide our services.
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Visitors: Cookie retention periods are outlined in our Cookie Policy. Personal information used to analyze the performance of the Career Site is retained for as long as it is necessary for other purposes related to your data.
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Candidates: If you are a Connecting Candidate (only), we retain your personal information for as long as you remain connected with us. For other types of Candidates, we keep your personal information to assess your suitability for the relevant vacancy or vacancies. If you are not selected during the initial recruitment process, we may retain your data for a period necessary to evaluate your fit for potential future job opportunities and to contact you accordingly. If you are hired, your personal information will be retained throughout your employment for purposes beyond those outlined above, which will be communicated to you at the time.
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References: Data is retained as long as the Candidate's data is retained.
The criteria used to determine our retention periods are as follows: (i) the duration of the application process or considering whether your skills are suitable for other opportunities; (ii) as long as we have an ongoing relationship with you; (iii) as required by a legal obligation to which we are subject; and (iv) as advisable in light of our legal considerations such as applicable statutes of limitations, litigation, or regulatory investigations.
Note that Educators Financial Group may delete personal information about you at any time (including your CV or résumé), without any reason. Therefore, please retain your own copy of the personal information provided to us.
8. Transfers of your Personal Information to Other Countries
In accordance with applicable law, personal information covered by this Privacy Policy and any applicant agreement between you and us may be transferred to and processed in any country in which Educators Financial Group and its affiliates, subsidiaries or service providers maintain facilities.
We respect the security and confidentiality of your data and have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure.
9. What Rights do you Have, and How Can you Exercise Them?
In this section, you will find information about the rights you have when we process your personal data. As described below, some of the rights only come into play when we process your personal data under a particular legal basis.
If you want to exercise any of the rights listed here, we suggest that you:
- Visit the Data & Privacy page on our Career Site, where we offer features to let you exercise your rights;
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Log in to your account with us, where you can use the settings in the account to exercise your rights; or
- Contact us directly at privacyofficer@educatorsfinancialgroup.ca.
Under applicable privacy laws, you have the following rights:
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Access: Request a copy of the personal information we hold about you.
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Correction: Request corrections to inaccurate or incomplete data.
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Withdrawal of consent: Withdraw consent for specific processing activities (e.g., recording interviews).
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Deletion: Request the deletion of your personal information under certain circumstances.
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Restriction: Restrict the processing of your data if you believe it is inaccurate or unlawfully processed.
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Objection: Object to processing based on legitimate interests.
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Right to raise a complaint: Should you wish to raise a complaint; you can contact the Privacy Commissioner of Canada. However, before doing so, we kindly request that you contact us directly at privacyofficer@educatorsfinancialgroup.ca in order to give us an opportunity to work directly with you to resolve any concerns about your privacy.
To exercise your rights, visit our
Data & Privacy page or contact us at
privacyofficer@educatorsfinancialgroup.ca.
Contact Information
If you want to get in touch with us, you can reach us by sending an email to careers@educatorsfinancialgroup.ca.
10. Updates to this Privacy Policy
We update this Privacy Policy when necessary. We encourage you to regularly check this page for any changes. You can always check the top of this page to see when this privacy policy was last updated.
Educators Financial Group AI Policy for Recruitment
Educators Financial Group Inc. (“Educators Financial Group”, “we” or “us”) is a 100% wholly owned subsidiary of the Ontario Secondary School Teachers’ Federation (“OSSTF/FEESO”). Educators Financial Group has been offering financial planning and a wide selection of investing and lending products and services exclusively to the education community and their families since 1975. This document complements our Educators Financial Group Applicant Privacy Policy, which we welcome you to consult in addition to the information below. In this AI Policy for Recruitment (“AI Policy”), we outline how AI tools are used in the recruitment process, the safeguards we have in place, and your rights.
1. Commitment to Accountability and Transparency
While Canadian law does not currently mandate companies to have an AI policy, Educators Financial Group is committed to the responsible use of AI. As part of our accountability practices, we provide the following information about our AI usage and related practices. This information is intended for transparency purposes only and does not create any legal rights or obligations.
We also recognize that AI technologies and regulations are continuously evolving. Educators Financial Group is committed to regularly reviewing and updating our practices to align with best practices and emerging legal requirements.
2. Use of AI Tools
At Educators Financial Group, we are committed to protecting your privacy and ensuring the security of your data throughout the recruitment process. To enhance our recruitment practices, we may utilize third party AI-powered tools (“AI tools”) that support our team in tasks such as drafting communications, summarizing resumes, and identifying suitable candidates.
3. What Are AI Tools?
AI tools are designed to streamline recruitment processes by automating routine tasks and providing support for decision-making. These tools are implemented to enhance efficiency while maintaining a human-centered approach to recruitment. At Educators Financial Group, the use of such tools is carefully managed to ensure compliance with applicable privacy and security standards.
4. How is Data Used in AI Tools?
AI tools may process your data to assist with recruitment tasks. This would primarily include summarizing resumes, drafting communications, overall support in the recruitment process, making candidate recommendations, and/or supporting decision-making.
5. What Type of Information is Processed by AI Tools?
The type of data processed depends on the specific task and may include information provided by you, such as resumes, application details, or interview content. AI tools process candidate data solely to provide recruitment support, and not to train AI data models in accordance with our third-party service provider’s practices. Data provided by one candidate or user will not be shared or impact another candidate’s application.
AI tools are designed to support our recruitment team, not to replace human decision-making. Final hiring decisions are always made by our recruiting team and are based on a comprehensive review of applications.
6. Security and Use of AI Outputs
Privacy and Security Measures. We prioritize the privacy and security of your personal data when using AI tools. Below are the key safeguards in place:
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Data Transfer: Personal data processed by AI tools may be transferred outside of Canada. In such instances, Educators Financial Group shall ensure such transfers are in accordance with applicable legal, security, and operational requirements.
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Security Standards: Educators Financial Group endeavours to work with AI service providers that follow structured data protection and security programs, often certified by recognized standards such as SOC 2.
7. Data Retention
Data processed by AI tools is retained for limited periods:
- Temporary data, such as task-specific processing (e.g., summarizations), is retained only as long as necessary to complete the task.
- Results generated by AI tools are stored in our systems in line with broader data retention policies.
- Most data are retained for under 30 days in accordance with our service provider’s privacy practices.
8. Questions and Exercising your Rights
We are committed to transparency and accountability in the use of AI tools. If you have any questions or concerns about how AI tools are processing your data, would like to access or delete the information generated by our AI tools, or believe there may be inaccuracies in AI-generated outputs, you can report these issues by contacting us at careers@educatorsfinancialgroup.ca or visiting our Data & Privacy page.
We take all concerns seriously and will investigate and address them promptly to ensure compliance with applicable laws and our internal standards.
9. Updates to this AI Policy
Please note, like all new AI tools, they are under continuous development, and the data points shared are likely to change over time.
We update this AI Policy when necessary. We encourage you to regularly check this page for any changes. You can always check the top of this page to see when this privacy policy was last updated.
For additional information or questions about this policy, please contact us at careers@educatorsfinancialgroup.ca.
