We take your privacy seriously - here's how we handle your information and keep things secure
Look, we get it - privacy policies can be a real slog to read through. But since we're dealing with your career info, executive placements, and sensitive organizational data, we figured you'd want to know exactly what we're doing with it all.
At Emberion Astralis, we've been in the executive search game long enough to know that trust isn't just handed out - it's earned. This policy spells out how we collect, use, protect, and (when necessary) share your information. We're bound by Canadian privacy laws, specifically PIPEDA, and we actually take that stuff seriously.
Whether you're a candidate looking for your next big leadership role or a client organization searching for top talent, this applies to you. We've tried to keep the legalese to a minimum and just tell it straight.
Alright, let's break down what we're gathering here:
We're not in the business of hoarding data for no reason. Here's what we actually do with your info:
Specifically, we use your information to:
We won't use your info for random marketing campaigns or sell it to third parties. That's just not how we roll.
If you're working with us as a candidate, there's some extra stuff you should know:
Before we share your profile with any client organization, we'll get your explicit okay. We're not throwing your resume around without permission - that'd be unprofessional and frankly, pretty annoying.
For executive roles, background verification is pretty standard. We'll always tell you upfront if this is happening, what it involves, and we'll need your written consent. This might include employment verification, education confirmation, and reference checks.
If you participate in leadership assessments or psychometric testing as part of our process, that data is handled with extra care. Results are shared only with you and the hiring organization (again, with your permission). We keep this stuff confidential and secure.
Even if a particular role doesn't work out, we might keep your info in our talent pool for future opportunities. Not interested? Just let us know and we'll remove you - no hard feelings.
For the organizations we work with, confidentiality is huge. We get that you're trusting us with sensitive info about your leadership needs, succession planning, and organizational challenges.
We treat this information as strictly confidential. Our team signs NDAs, and we've got solid internal protocols to ensure nothing leaks. In over a decade of doing this work, we've never had a breach of client confidentiality - and we plan to keep it that way.
Yeah, we use cookies - but not the chocolate chip kind (unfortunately). Here's the deal:
These keep the website functioning properly. Things like remembering you're logged in, keeping your session active - basic stuff that makes the site work. These aren't optional if you want to use our portal.
We use these to understand how people navigate our site, what pages are useful, where folks get stuck. This helps us make improvements. We use tools like Google Analytics but we've configured them to respect privacy as much as possible.
Most browsers let you block or delete cookies. Just know that some features might not work as smoothly if you do. You can adjust these settings anytime in your browser preferences.
We're pretty protective of your data, but there are times when sharing is necessary:
When presenting candidates for positions, we share relevant professional information with hiring companies. This only happens with candidate consent and we only share what's necessary for the evaluation process.
We work with some trusted third parties for things like background checks, assessment tools, and our tech infrastructure. These providers are contractually required to protect your information and can only use it for the specific services they're providing us.
If we're legally required to disclose information - court order, regulatory requirement, that sort of thing - we'll comply. But we'll also try to notify you first unless we're legally prohibited from doing so.
If Emberion Astralis were to merge with another firm or get acquired (not planning on it, but you never know), your information would transfer to the new entity. We'd make sure they commit to the same privacy standards.
What we DON'T do: We don't sell your data to marketers, we don't share it with random third parties, and we don't use it for purposes unrelated to recruitment and talent services.
It's your data, and you've got rights when it comes to what we do with it. Here's what you can do:
Request a copy of what personal data we have on you. We'll provide it in a readable format.
If something's wrong or outdated, let us know and we'll fix it ASAP.
Want out? We'll remove your information from our active systems (though we might need to keep some records for legal reasons).
Get your data in a format you can take elsewhere if you want.
Change your mind about something you agreed to? You can pull back consent at any time.
Unsubscribe from marketing emails or remove yourself from our talent pool - totally your call.
To exercise any of these rights, just reach out to us at careers@emberionastralis.info or call (604) 555-8472. We'll respond within 30 days (usually much faster).
Security isn't just an IT checkbox for us - it's fundamental to what we do. Here's how we protect your information:
No system is 100% bulletproof - we'd be lying if we said otherwise. But we're constantly updating our security measures and staying on top of best practices. If there ever were a breach, we'd notify affected individuals and relevant authorities right away.
We don't hoard data forever. Here's our general approach to retention:
If you're actively working with us on searches, we keep your information current and accessible. After a placement is complete or if you go inactive, we typically maintain your profile for 3-5 years in case relevant opportunities pop up.
For business and legal reasons, we retain client engagement records for 7 years after a project wraps up. This helps with references, follow-up services, and regulatory compliance.
Tax records, contracts, and similar documents are kept as long as required by Canadian law - usually 7 years.
If you've opted in to receive updates from us, we'll keep your contact info until you unsubscribe or ask to be removed.
After retention periods end, we securely delete or anonymize the data. If you want your info removed sooner, just ask - we'll accommodate that unless we have a legitimate legal reason to keep it.