Boxfrog gathers personal information about individuals. We are committed to the protection of the privacy of individuals.
Boxfrog assumes entire responsibility for information that is provided by our clients to us. Boxfrog has assigned a privacy officer who is responsible for ensuring the organization's compliance with these principles. Boxfrog asks all of our clients to sign our Privacy and Terms of Service Agreement, which identifies the importance of strict privacy and accountability standards. Boxfrog continuously updates and trains staff with regards to the importance of protecting personal information. Each Boxfrog representative has been thoroughly screened and has signed a confidentiality agreement. Boxfrog has signed contractual agreements with third party organizations who may process information during the course of a background check.
2. Identifying Purposes
Boxfrog has developed consent forms that clearly identify the purpose for which personal information is being gathered. In general, the purpose of gathering personal information is to complete components of a background check during the hiring process. Only personal information that is required to complete the service(s) is collected prior to conducting any searches. Clear written disclosure of the reason for that request is mandatory.
Boxfrog collects information from individuals for the purposes that are clearly laid out in consent forms, which are provided to our client. Boxfrog does not complete any services without the written consent of a candidate having been viewed by our office. Boxfrog has obtained legal opinion regarding the compliance of our consent forms with this principle, and can refer our clients to legal counsel for their further comfort. Background information subsequently collected is only disclosed to parties as specified on the consent form.
4. Limiting Collection
Personal information is collected on clearly laid out consent forms, or is verbally communicated to the extent that is required to complete Boxfrog service components. Boxfrog recommends that clients collect information in a fair and lawful manner that is consistent with each client’s hiring environment and process.
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5. Limiting Use, Disclosure & Retention
Boxfrog does not use personal identification information for reasons other than those specified in consent forms that individuals sign during the employment process. Boxfrog only provides background information about individuals for approved clients who have been deemed corporations in good standing. Boxfrog does not release personal information to individuals other than those who are clearly designated by our client.
For some services that Boxfrog completes, proof of consent documents are kept on file for a period of 3 years for audit purposes, as per arrangements with Canadian Police Departments. Results of background checks are removed from our database upon the instruction of our client, who will determine the period of time that they may require information to be available for their purposes.
Boxfrog maintains personal information in strict confidence and does not utilize personal information for reasons other than those that are clearly defined in consent forms, as signed by the applicant. Information that is non-identifiable to specific individuals may be used for statistical purposes. Boxfrog encourages all clients to maintain strict protocol with respect to access to, storage of, and destruction of information collected during the background checking process.
Information that is submitted by applicants and/or our clients to Boxfrog is transferred into our secure database. When completing background check components, Boxfrog upholds a high standard of accuracy and verification of accuracy of work completed.
Boxfrog has advanced security in place to safeguard personal information about our clients and their employees or employment applicants.
Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information.
Boxfrog has a strict policy for release of information to individuals upon inquiry, including identity verification.
All Boxfrog employees have been thoroughly screened, and within our office, access to information is restricted to that which is required for designated purposes. The third parties who may provide information to complete components of a background check have been thoroughly screened. These organizations have privacy policies in place to ensure compliance with these principles.
8. Individual Access
Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.
Boxfrog provides access for individuals to view, challenge, and if duly warranted, amend information as appropriate. Boxfrog has a strict protocol in place for the identification of individuals who are requesting access to information we have on file.