Privacy Policy

1. Who we are

Agility IT Inc. (“Agility IT”, “we”, “us”) is a technology recruitment, consulting and managed services firm based in Calgary, Alberta. EZAI Inc. is our India entity and follows this policy too. This policy covers personal information we collect through agilityit.ca, by email and phone, and in the course of working with candidates, contractors, clients and vendors.

We follow Alberta’s Personal Information Protection Act (PIPA) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Where we work with people in other countries, we also follow the privacy laws that apply there.

2. What we collect

Candidates and contractors

• Contact details, your resume, work history, education, certifications and skills.
• Work authorization, availability, location preferences and rate or salary expectations.
• Interview notes, assessment results and references you allow us to contact.
• Background check results, but only with your written consent and only when a client program requires it.
• Payroll and tax details, such as your Social Insurance Number and banking information, but only once you are engaged through Agility IT.

Clients and vendors

• Business contact details, role requirements, agreements, timesheets and billing records.

Website visitors

• Whatever you choose to send us, for example through the contact form or by email.
• Your light or dark theme and sound settings, saved only in your own browser. This website does not use advertising cookies or analytics trackers.

3. How we use it

• To match you with roles and present your profile to clients you have approved.
• To arrange interviews, onboarding, background screening and client compliance checks.
• To run payroll, invoicing and timesheets, and to meet our tax and legal obligations.
• To respond to enquiries and manage our relationships with clients and vendors.
• To prevent fraud, including identity fraud and impersonation during hiring.

We do not sell personal information, and we do not use it for any purpose you would not reasonably expect without asking you first.

4. Your consent

When you send us your resume or contact us, you agree to us using your information for the purposes above. We will never submit your profile to a client without your permission, and we never send it to two suppliers for the same role. You can withdraw your consent at any time by contacting us. If you do, we will let you know whether that affects anything already in progress.

5. Where it is stored and how we protect it

We run our business on Google Workspace, hosted on Google Cloud. Personal information is stored in our company Google Workspace. It is not kept on personal drives, local folders or unapproved third-party storage. There are two exceptions. Applications made through the job board on our Jobs page go to our applicant tracking system, Ceipal. And the website contact form: a message you send through it is received by our website host, Netlify, and then passed to our team, so please avoid putting sensitive details in it.

• Multi-factor authentication is required on every company account.
• Access is limited to the people who need it for their work.
• Devices used for company work must have full disk encryption, screen locks and current security updates.
• Sensitive identifiers such as your date of birth or Social Insurance Number are never requested or sent by chat or regular email. We only handle them through approved secure channels.
• Our team signs a Code of Conduct with confidentiality obligations and completes regular fraud and phishing awareness training.

6. AI and automation

We use AI and automation to take repetitive admin off our team’s plate, so our recruiters can spend more time talking to people. We do not enter candidate personal information, resumes or client information into public or unapproved AI tools. People make the hiring decisions, and every AI-assisted output is reviewed by a member of our team. We do not record or transcribe a call with an AI notetaker without the consent of everyone on it.

7. When we share it

• Clients, when you have agreed to be put forward for a role.
• Background screening providers, only with your written consent.
• Service providers who help us run the business, such as Google (our email, documents and storage), Ceipal (our applicant tracking system and job board) and Netlify (our website hosting and contact form). They may only use the information to provide their service to us, and they must keep it secure.
• Authorities, when the law requires it, for example the Canada Revenue Agency for payroll.

8. Information outside Canada

Google, Ceipal and Netlify may store and process information in data centres outside Canada, including in the United States. We also have team members in the United States and India, and through EZAI Inc. we work with candidates and clients outside Canada. When this happens, your information is protected by the same safeguards described in this policy, but it may be subject to the laws of those countries. If you have questions about how our service providers outside Canada handle personal information, contact our Privacy Officer.

9. How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as long as the law requires. For example, payroll and tax records must be kept for a set number of years. After that, we delete it securely. If you no longer want us to keep your candidate profile, ask us and we will remove it, unless the law requires us to keep it.

10. Your rights

• Ask what personal information we hold about you and how we have used it.
• Ask us to correct anything that is inaccurate or out of date.
• Withdraw consent or ask us to delete your information.
• Make a complaint if you are unhappy with how we have handled your information.

We will respond to your request within the time required by law. We may need to confirm your identity first.

11. Data breaches

We have a documented Data Breach Response Policy. If a breach occurs, we act straight away to contain it, find out what happened and stop it happening again. Where there is a real risk of significant harm, we notify the people affected and the privacy regulators as the law requires.

12. Protect yourself from recruitment scams

Fraudsters sometimes pose as recruiters. Agility IT will never charge you a fee to find you a job. We will never ask for your Social Insurance Number, banking details or identity documents over chat or regular email. Our team contacts you from an @agilityit.ca email address. If something feels off, call us on +1 587-500-7414 before you reply.

13. Changes to this policy

We review this policy regularly. If we make changes, we will update it on this page and change the effective date at the top.

14. Contact us

For questions, access requests or complaints, contact our Privacy Officer:

If you are not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.