Greater Victoria Public Library (GVPL) is committed to protecting the privacy of individuals who apply for positions or participate in our hiring and onboarding processes, in accordance with the Freedom of Information and Protection of Privacy Act (FOIPPA), Section 26(c). This privacy statement outlines how GVPL collects, uses, discloses, and protects your personal information during recruitment, reference checks, and orientation.
Collection of Personal Information
Depending on the stage of the hiring process, GVPL may collect:
- Job Application Stage: competition information (competition number, job title), applicant details (name, pronouns, contact information, authorization to work in Canada), résumés and attachments, and certification of the authenticity of information provided. This includes permission to verify details with listed references and employers, unless indicated otherwise.
- Reference Check Stage: applicant’s employment history (job titles, responsibilities, dates of employment, reasons for leaving), reference contact details, assessments of competencies (e.g., organizational skills, work attitude), reference comments, and evaluations on suitability or rehire status.
- Onboarding & Orientation Stage: new employee feedback on orientation experiences (corporate and department-specific orientation, access to tools, interactions with coworkers, review of job description, and familiarity with GVPL policies and procedures).
Use of Personal Information
The personal information collected is used solely for the purposes of:
- Evaluating candidates for employment;
- Making hiring decisions and conducting reference checks; and
- Improving GVPL’s onboarding and orientation processes. Information collected for onboarding surveys is for program improvement purposes only and will not affect employment status.
Disclosure of Personal Information
Access to your personal information is limited to the People and Culture Department and other authorized individuals directly involved in the hiring or onboarding process. GVPL does not disclose your personal information to third parties without your consent, unless required by law.
Retention of Personal Information
Personal information is retained only as long as necessary to fulfill the purposes for which it was collected and to meet legal or operational requirements. After this period, application materials, reference check records, and survey responses will be securely destroyed in accordance with GVPL’s records management and privacy policies.
Protection of Personal Information
GVPL employs physical, administrative, and technological safeguards to protect your personal information against loss, unauthorized access, disclosure, alteration, or destruction.
Your Privacy Rights
For questions about GVPL’s privacy practices, or to access your personal information, please contact:
Pete Wilson
Information Security Specialist & Privacy Officer
Greater Victoria Public Library
735 Broughton Street
Victoria, BC, V8W 3H2
Email: [email protected]
This privacy statement is subject to change in accordance with new laws and regulations or adjustments to our internal practices.