Employee Privacy Policy

Information We Collect

We collect only the personal information that is reasonably necessary for the employment relationship, including:

• Identification: Full name, date of birth, Social Insurance Number (SIN), and government-issued ID.
• Contact Details: Home address, personal email, and phone number.
• Employment & Payroll: Bank account details for direct deposit, tax forms (e.g., TD1), and benefits enrollment information.
• Emergency Contact: Names and phone numbers of your designated emergency contacts.

We do not collect more information than is needed for these purposes.

Purpose of Collection and Use

Your personal information is collected, used, and retained only for legitimate employment-related purposes, such as:

• Processing payroll and administering employee benefits.
• Complying with tax, employment standards, and other legal reporting obligations.
• Ensuring workplace safety and contacting emergency representatives if needed.
• Managing the employment relationship, including performance evaluation, scheduling, and internal communications.

By accepting employment and providing this information, you consent to its collection, use, and disclosure for these purposes (implied consent in the employment context).

Disclosure to Third Parties

We do not sell your personal information. We may share it only when necessary with trusted third parties (e.g., payroll service providers, benefits/insurance administrators, or government authorities as required by law). These parties are required by contract or law to protect your information with equivalent safeguards and use it only for the specified purposes.

Retention and Security Safeguards

We retain your personal information only as long as necessary to fulfill the purposes outlined above, meet legal or regulatory requirements (e.g., tax records typically 6 years), or resolve any employment-related matters, after which it is securely destroyed or anonymized.

We use reasonable physical, technical, and administrative safeguards to protect your information from unauthorized access, loss, misuse, or alteration (e.g., secure storage, access limited to authorized personnel, encryption where appropriate).

Electronic Monitoring

In accordance with the Ontario Employment Standards Act, 2000, the Company discloses that we electronically monitor employees in certain circumstances to protect company assets, maintain network and workplace security, and ensure accurate timekeeping for payroll and operational purposes.

• What is monitored: Login/logout times on company systems, use of company-provided email and internet, and GPS tracking on company-issued vehicles (if applicable).
• How and in what circumstances: Monitoring occurs on company-owned devices, networks, and vehicles during work hours or when used for work purposes. It does not extend to personal devices unless used for company business.
• Purposes for using the information: To safeguard company property and data, investigate security incidents, verify hours worked for payroll accuracy, and support workplace safety/management needs.

This policy was prepared on March 21, 2026. Any changes will be documented with the date of revision. A copy of this policy (or updated version) will be provided to employees within 30 days of preparation or changes, as required by the ESA.

Your Rights and Responsibilities

You have the right to:

• Request access to your personal information held by the Company.
• Request correction of inaccurate or incomplete information.
• Inquire about our privacy practices or raise concerns.

Please keep your contact, payroll, and emergency information up to date. Direct any questions, access/correction requests, or complaints to our Privacy Officer atprivacy@kidstruecare.com. We will respond promptly and fairly; if unsatisfied, you may escalate to relevant authorities (e.g., Ministry of Labour for ESA matters).

Policy Updates

We may update this policy as needed to reflect changes in law, technology, or operations. Employees will be notified of material changes.