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Privacy Policy for Remotely Solutions Inc. (GetRemotely.co)
Effective Date: November 14, 2024

Welcome to GetRemotely.co, the online platform operated by Remotely Solutions Inc., a company dedicated to providing innovative remote work solutions. Throughout this document, you will see references to "we," "us," and "our," which pertain to Remotely Solutions Inc. This Privacy Policy is designed to offer you a comprehensive understanding of how we handle your personal information. It outlines the methods we employ to collect, use, disclose, store, and protect your personal data. Our practices are in strict compliance with the legal requirements set forth by the laws of Ontario, Canada. This includes adherence to the Personal Information Protection and Electronic Documents Act (PIPEDA), which governs the collection, use, and disclosure of personal information in the course of commercial activities. Our commitment is to ensure that your privacy is safeguarded and that your personal information is managed with the utmost care and respect.

If you have questions regarding this policy, please contact us at policies@getremotely.co.

1. Scope of the Privacy Policy

This Privacy Policy is applicable to all aspects of our website, the range of services we offer, and every interaction where we gather and handle personal data. This includes, but is not limited to, the collection and management of information during candidate applications, the provision of business-to-business services, and the maintenance of client relationships. Our policy is designed to ensure that any personal data collected in these contexts is managed with the highest standards of privacy and security. However, it is important to note that this policy does not extend to third-party websites or applications that may be linked to our site. These external sites and applications operate independently, and we do not have control over their privacy practices. Therefore, we encourage you to review the privacy policies of any third-party sites you visit to understand how they may collect, use, and share your information.

2. Personal Information We Collect

Personal information means any information about an identifiable individual, including:

  • Contact Information: Name, email address, phone number, mailing address.
  • Employment Information: Resume, employment history, educational background, certifications, job titles, and salary information.
  • Payment Information: Bank details or credit card information for billing purposes.
  • Technical Information: IP address, device information, browser type, time zone settings, and operating system.
  • Usage Data: Pages visited, time spent, and interactions with our website.

In addition to personal information, we may collect non-identifiable aggregate data that helps us analyze site usage, but this data does not identify you personally.

3. How We Collect Information

We may collect personal information through the following means:

  • Directly from You: Information provided through forms, email, applications, and our website.
  • Automatically: We collect data on your interactions with our website using cookies and similar technologies.
  • Third Parties: Information obtained from external sources, such as social media platforms, public websites, job boards, and through professional references.

4. Purposes for Using Your Information

We use the personal information we collect for purposes including, but not limited to:

  • Providing and Managing Services: 

    To facilitate candidate applications, manage client requests efficiently, and provide comprehensive recruitment services that cater to the specific needs of both job seekers and employers. This includes streamlining the application process, ensuring timely communication, and offering personalized support to enhance the overall experience for all parties involved.

  • Communication: 

    To inform you about our wide range of services, ensuring you are fully aware of the options available to meet your needs, respond promptly and effectively to any inquiries you may have, addressing your questions and concerns with detailed and helpful information, and provide you with relevant updates on new features, enhancements, or changes to our services, keeping you informed and engaged with the latest developments and opportunities.

  • Billing and Payment Processing: 

    For the purposes of generating invoices, processing payments, and managing your account effectively, we ensure that all financial transactions are handled with precision and accuracy. This includes the preparation and delivery of detailed billing statements, the secure processing of payments through trusted financial systems, and the comprehensive management of your account information to facilitate seamless financial interactions. Our goal is to provide you with a hassle-free experience, ensuring that all aspects of invoicing, payments, and account management are conducted efficiently and transparently, while maintaining the highest standards of security and confidentiality.

  • Compliance and Legal Obligations: 

    To ensure full compliance with all applicable regulatory requirements and legal proceedings, we diligently adhere to the laws and regulations that govern our operations. This includes maintaining accurate records, submitting necessary documentation, and cooperating with regulatory bodies and legal authorities as required. Our commitment extends to staying informed about changes in legislation and implementing any necessary adjustments to our practices to remain in compliance. We also engage in regular audits and reviews to verify that our processes align with legal standards, thereby safeguarding both our organization and the personal information of our users.

  • Security: 

    To protect against fraud, unauthorized transactions, and abuse, we implement a comprehensive range of security measures designed to safeguard your personal information and ensure the integrity of our systems. This includes employing advanced encryption technologies to secure data transmissions, utilizing robust authentication protocols to verify user identities, and conducting regular security audits to identify and address potential vulnerabilities. Additionally, we monitor our systems continuously for suspicious activities and unauthorized access attempts, enabling us to respond swiftly to any threats. Our commitment to security extends to training our staff on best practices for data protection and ensuring that all third-party service providers adhere to stringent security standards. By taking these proactive steps, we aim to create a secure environment that protects your information from fraudulent activities, unauthorized transactions, and any form of misuse or abuse.

  • Improvement and Analytics: 

    To thoroughly analyze user behavior, we employ a variety of data analytics tools and methodologies to gain deep insights into how users interact with our platform. This comprehensive analysis allows us to identify patterns, preferences, and potential areas for improvement. By understanding these behaviors, we can enhance our services to better meet the needs and expectations of our users. This includes refining user interfaces, optimizing navigation paths, and personalizing content to create a more engaging and intuitive experience. Additionally, we continuously work to improve website functionality by implementing the latest technological advancements and user feedback, ensuring that our platform remains efficient, reliable, and user-friendly. Through these efforts, we aim to provide a seamless and satisfying experience for all users, fostering long-term engagement and satisfaction.

5. Consent

By choosing to use our services, you are providing your consent for us to collect, utilize, and share your personal information in accordance with the guidelines and practices outlined in this Privacy Policy. This means that you agree to the ways in which we handle your data, including its collection, processing, and dissemination, as necessary to deliver our services effectively. We are committed to transparency and will actively seek your explicit consent in situations where it is mandated by law, ensuring that you are fully informed and agreeable to the specific uses of your data. Furthermore, we respect your autonomy and provide you with the option to withdraw your consent at any point should you decide to do so. To initiate the withdrawal of your consent, you can reach out to us via email at policies@getremotely.co, and we will process your request promptly, ensuring that your preferences regarding your personal information are honored.

6. Cookies and Similar Technologies

We use cookies and similar tracking technologies to significantly enhance and personalize your browsing experience on our platform. These technologies help us understand your preferences, allowing us to tailor content and features to better suit your needs. Cookies may include session cookies, which are temporary and expire once you close your browser, ensuring that your session data is not stored beyond your visit. Additionally, we utilize persistent cookies, which remain on your device for a predetermined period. These cookies help us remember your preferences and settings for future visits, providing a more seamless and efficient user experience. By using these technologies, we aim to offer you a more customized and engaging interaction with our website, while also gathering valuable insights to improve our services.

You have the ability to manage or disable cookies through the settings in your web browser, allowing you to control how cookies are used during your browsing sessions. However, it is important to be aware that altering these settings may affect the functionality and performance of our website. Disabling cookies could lead to a less personalized experience, as certain features and services that rely on cookies to function optimally may not work as intended. This could result in slower page loading times, difficulties in accessing certain areas of the site, or a reduction in the overall user experience. Therefore, while you have the option to adjust your cookie preferences, we recommend considering the potential impact on your interaction with our platform.

7. Data Sharing and Disclosure

We do not sell your personal information. However, we may share your data with:

  • Service Providers: 

    Third-party vendors who support our operations by providing essential services that enable us to function efficiently and effectively. These services include cloud hosting, which ensures that our data and applications are stored securely and can be accessed reliably from anywhere, thereby enhancing our platform's performance and scalability. Additionally, payment processing services are crucial for handling financial transactions smoothly and securely, allowing us to manage billing and payments with precision and confidence. Furthermore, analytics services play a vital role in helping us understand user behavior and preferences by offering detailed insights and data analysis, which inform our decision-making processes and enable us to continually improve our services to better meet the needs of our users.

  • Business Partners: 

    Authorized third parties with whom we collaborate to provide comprehensive recruitment and human resources services, including but not limited to talent acquisition, employee onboarding, performance management, and workforce planning. These partners are carefully selected based on their expertise and ability to enhance our service offerings, ensuring that we deliver tailored solutions that meet the diverse needs of our clients. Through these collaborations, we aim to streamline HR processes, improve efficiency, and support the strategic goals of the organizations we serve.

  • Legal Authorities: 

    Law enforcement agencies or regulatory bodies may require us to share your personal information in order to comply with legal obligations, such as responding to subpoenas, court orders, or other legal processes. This sharing of information is essential to ensure that we adhere to the laws and regulations that govern our operations. Additionally, we may disclose your data to enforce our terms and conditions, which are designed to protect the integrity of our services and ensure a fair and safe environment for all users. Furthermore, sharing information with these authorities may be necessary to protect our rights, including defending against legal claims or preventing potential harm to our company, our users, or the public. In all such instances, we are committed to handling your personal information with the utmost care and in accordance with applicable privacy laws.

All third parties with whom we share your data are contractually bound to adhere to strict privacy and security obligations that align with the comprehensive standards outlined in this Privacy Policy. This means that each third-party service provider, business partner, or legal authority we collaborate with is required to implement robust measures to protect your personal information. These measures include maintaining confidentiality, ensuring data integrity, and preventing unauthorized access or misuse of your data. We carefully select these third parties based on their ability to comply with our stringent privacy requirements, and we regularly review their practices to ensure ongoing compliance. By doing so, we aim to provide you with the assurance that your personal information is handled with the highest level of care and security, even when it is shared with external entities.

8. Data Storage and Security

We store your personal information securely on servers located in Canada and/or other jurisdictions as permitted by law, ensuring that your data is managed in compliance with relevant legal frameworks and international standards. Our commitment to safeguarding your personal information is demonstrated through the implementation of a comprehensive suite of industry-standard security measures. These measures include advanced encryption techniques that protect your data during transmission and storage, ensuring that it remains confidential and inaccessible to unauthorized parties. We also employ robust access controls, which restrict data access to only those individuals who have been granted explicit permission, thereby minimizing the risk of unauthorized access. Furthermore, we conduct regular audits and security assessments to identify and address potential vulnerabilities in our systems, ensuring that our security protocols remain effective and up-to-date. By maintaining these rigorous security practices, we strive to protect your personal information from unauthorized access, alteration, or disclosure, thereby upholding the highest standards of data privacy and security.

Data Retention: 

We retain personal information only for as long as it is necessary to fulfill the specific purposes outlined in this Privacy Policy, which may include providing our services, maintaining business records, or complying with legal obligations. This means that we carefully evaluate the duration for which we need to keep your data, ensuring that it is not held longer than required for these legitimate purposes. In some cases, legal requirements may dictate a specific retention period, and we adhere strictly to these mandates to ensure compliance with applicable laws and regulations. Once the retention period has expired, or the data is no longer needed for the purposes for which it was collected, we take appropriate measures to ensure that your personal data is securely deleted or anonymized. Secure deletion involves using advanced techniques to permanently erase data, making it irretrievable, while anonymization involves altering the data in such a way that it can no longer be associated with you personally. These processes are designed to protect your privacy and ensure that your personal information is handled with the utmost care and responsibility, even after it is no longer actively used.

9. International Data Transfers

Personal data collected in Canada may be transferred to third-party service providers located in other countries for the purpose of enhancing our service delivery and operational efficiency. These transfers are conducted with the utmost care and diligence to ensure that your personal information remains protected and secure, regardless of its geographical location. We take comprehensive measures to ensure that such transfers comply with all applicable data protection laws and regulations, including the implementation of necessary contractual safeguards. These safeguards are designed to provide a level of protection for your personal data that is consistent with the standards set forth by Canadian privacy laws. This includes entering into data processing agreements with our third-party service providers, which mandate strict adherence to privacy and security protocols. Additionally, we conduct regular assessments and audits of these providers to verify their compliance with our stringent data protection requirements. By doing so, we aim to maintain the integrity and confidentiality of your personal information throughout its lifecycle, ensuring that it is handled with the highest standards of care and responsibility, even when processed outside of Canada.

10. Children's Privacy

Our services are specifically designed for use by individuals who are 13 years of age or older. We do not intentionally gather or solicit personal information from children under the age of 13. In the event that we discover we have inadvertently collected personal data from a child, we are committed to taking immediate and appropriate actions to ensure the data is promptly deleted from our records. This includes conducting a thorough review of our systems to identify and remove any such information, as well as implementing additional safeguards to prevent future occurrences. Our priority is to uphold the highest standards of privacy and protection for all users, particularly those who are minors, and we encourage parents and guardians to monitor their children's online activities to ensure their safety and privacy.

11. Your Rights

Depending on your location, you may have the following rights with respect to your personal data:

  • Access: Request a copy of your personal information.
  • Correction: Update or correct inaccurate information.
  • Deletion: Request deletion of your personal data, subject to legal restrictions.
  • Withdrawal of Consent: Withdraw your consent where processing is based on consent.
  • Objection: Object to certain processing activities.

To exercise any of these rights, please contact us at policies@getremotely.co. We will respond within the timeframes required by law.

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy periodically to ensure it accurately reflects any changes in our practices, legal requirements, or operational needs. These updates are essential to maintain transparency and compliance with evolving regulations and industry standards. Whenever we make modifications to this policy, we will promptly post the revised version on our website, clearly indicating the “Effective Date” to inform you of when the changes take effect. In instances where the law mandates, or if the changes are significant and could impact your rights or the way we handle your personal information, we will take additional steps to notify you directly. This may include sending you an email or providing a prominent notice on our platform to ensure you are fully aware of the updates. Our commitment is to keep you informed and provide you with the opportunity to review and understand any alterations to our privacy practices, thereby ensuring that you remain confident in our dedication to protecting your personal information.

13. Contact Information

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact:

Remotely Solutions Inc.
104-3300 Highway 7, STE 392
Vaughan, Ontario L4K4M3
Canada
Email: policies@getremotely.co

Thank you for placing your trust in Remotely Solutions Inc. with your personal information. We deeply value the confidence you have shown in us and are dedicated to upholding the highest standards of privacy protection. Our commitment to safeguarding your personal data is unwavering, and we strive to implement robust security measures to ensure that your information remains confidential and secure. Additionally, we are devoted to maintaining transparency in our data practices, providing you with clear and comprehensive insights into how your information is collected, used, and protected. We believe that open communication and accountability are essential in building and sustaining your trust, and we are continuously working to enhance our privacy practices to meet and exceed your expectations.