Privacy Policy
Provenance Search Partners
Last updated: 11/11/25
Provenance Search Partners (“Provenance”, “we”, “us”, or “our”) is an executive recruitment firm based in Ontario, Canada. We are committed to protecting the privacy of candidates, referees, and client contacts whose personal information we handle.
This Privacy Policy explains how we collect, use, disclose, and protect personal information in the course of our recruitment and advisory services, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.
We do not sell, rent, or trade personal information.
By engaging with us (for example, by submitting your resume, acting as a referee, or working with us as a client), you agree to the practices described in this Privacy Policy.
1. Data Controller & Contact
For the purposes of PIPEDA, Provenance Search Partners is responsible for personal information under its control.
Provenance Search Partners
Email: privacy@provenancesearchpartners.com
We have designated a Privacy Officer accountable for our compliance with this Policy. You may contact the Privacy Officer using the details above.
2. Who This Policy Covers
This Policy applies to:
- Candidates applying for or being considered for roles through us.
- Referees providing references or feedback about candidates.
- Client representatives and prospective clients who engage us to identify and assess candidates.
3. What Information We Collect
We collect only what we reasonably need for recruitment, search, and related advisory services.
3.1 Candidate Information
Typically:
- Identification and contact details (name, email, phone number, address, professional profiles).
- Professional and educational history (CV/resume, roles, responsibilities, achievements, certifications, education).
- Skills, qualifications, languages, and professional memberships.
- Compensation information (current or historical ranges, benefits, bonus structures, expectations).
- Search-related notes (career interests, mobility, role preferences, interview feedback, communications with you).
- Reference information and assessment outcomes, where lawful and appropriate.
- Any other information you choose to provide during a search process.
We generally do not seek sensitive information (e.g., health data, religious beliefs). If such information becomes relevant and is permitted by law, we will only process it with your knowledge and consent or as otherwise allowed.
3.2 Referee Information
- Name, role, employer, and relationship to the candidate.
- Professional opinions and feedback you voluntarily provide about a candidate.
- Contact details for verification and follow-up.
3.3 Client & Prospect Information
- Name, role, and business contact details.
- Information about your organization, role profiles, and search mandates.
- Communications relating to assignments and business relationships.
3.4 What We Do Not Collect
- No payment card or banking information from individuals.
- No active collection of technical tracking data (such as invasive analytics or behavioral profiling tools). Standard web server logs may be generated automatically and are used only for security, troubleshooting, or legal compliance.
4. How We Use Personal Information
We use personal information only for purposes that a reasonable person would consider appropriate in the context of executive recruitment and advisory services. These include:
- Assessing suitability for current or future executive and leadership roles.
- Matching candidate profiles with client mandates and presenting candidates to clients (with appropriate notice and, where required, consent).
- Communicating about opportunities, processes, and outcomes.
- Conducting reference checks and limited background verifications where permitted.
- Providing services to clients and maintaining business relationships.
- Maintaining business records and complying with legal and regulatory obligations.
- Protecting our rights, your safety, and the rights of others, where lawful.
We do not use personal information for unrelated purposes without informing you and, where required, obtaining your consent.
5. Legal Basis & Consent
Where required, we obtain meaningful consent for the collection, use, and disclosure of personal information. Consent may be express (for example, when you submit your resume) or implied (for example, when you provide referee details). You may withdraw or modify your consent at any time, subject to legal and contractual restrictions and reasonable notice.
6. How We Share Personal Information
We do not sell or trade your personal information.
We may disclose personal information only as reasonably necessary:
To Clients (Hiring Organizations)
We share candidate profiles, resumes, assessments, references, and compensation expectations only in connection with specific roles and only in a professional, relevant, and proportionate manner.
To Service Providers
We may use trusted third parties (such as secure cloud or email providers) who process personal information on our behalf. They are contractually required to protect the information, use it only on our instructions, and not disclose or sell it.
For Legal and Compliance Purposes
We may disclose information where required by law, regulation, legal process, or lawful request, or to protect our rights or the safety of others.
Business Transactions
In the event of a merger, acquisition, or similar transaction, personal information may be transferred under appropriate safeguards.
7. International Transfers
Some clients or service providers may be located outside Canada. Personal information transferred to other jurisdictions may be subject to the laws of those jurisdictions and accessible to their authorities. Where feasible, we use contractual or other safeguards to help ensure a comparable level of protection.
8. Data Retention
We retain personal information only as long as necessary to fulfill the purposes described in this Policy, including:
- Managing search mandates and placements;
- Considering candidates for future roles;
- Complying with legal, regulatory, and contractual obligations;
- Resolving disputes and enforcing our agreements.
When information is no longer required, we will securely delete, anonymize, or de-identify it. Candidates may request that we remove them from active consideration at any time.
9. Security Measures
We implement safeguards appropriate to the sensitivity of the information, including restricted access, secure storage, and administrative, technical, and physical measures designed to prevent loss, theft, unauthorized access, disclosure, copying, use, or modification. While no system is completely secure, we are committed to maintaining commercially reasonable protections.
10. Your Rights
Subject to applicable law, you have the right to:
- Request access to personal information we hold about you;
- Request correction or update of inaccurate or incomplete information;
- Withdraw consent to our use or disclosure of your personal information, where consent is the basis;
- Raise questions or complaints about our privacy practices.
To exercise these rights, contact us at privacy@provenancesearchpartners.com. We may take reasonable steps to verify your identity before responding. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or, where applicable, your provincial privacy regulator.
11. Candidates & Referees
- By providing referee details, candidates confirm they are authorized to do so.
- Referees are informed of the purpose of our contact and their information is used only to evaluate the candidate.
- Reference and assessment information is documented professionally and shared only with relevant client decision-makers.
12. Children’s Privacy
Our services are directed to adult professionals and organizations. We do not knowingly collect personal information from individuals under 18. If such information is identified, we will delete it where appropriate.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, the “Last updated” date at the top will be revised. Material changes will be communicated where required by law. Your continued interaction with us after an update signifies your acceptance of the revised Policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:
Provenance Search Partners
Email: privacy@provenancesearchpartners.com .