Privacy Policy

Recruitment is built on trust. Candidates share their career history and personal details with us, and clients rely on us to handle that information with care. This policy explains what TalentSphere Staffing Solutions Inc. collects, how we use and protect it, when we share it, and the choices available to you. It also explains how we handle mobile numbers and consent to text messages.

Last updated: September 22, 2026

TalentSphere Staffing Solutions Inc. (“TalentSphere,” “we,” “us” or “our”) provides recruitment, executive search and staffing services in Canada and the United States. We respect the privacy of candidates, job seekers, client contacts, employees, temporary workers, suppliers and website visitors. This Privacy Policy explains what personal information we collect, how we use and disclose it, and the choices available to you.

1. Scope and accountability

This Policy applies to personal information that TalentSphere handles through its websites, job applications, recruitment and staffing activities, business relationships, telephone calls, emails and text messages. A third-party job board or other website may also have its own privacy policy. We handle personal information under applicable Canadian federal and provincial privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies, and applicable United States laws. Our Privacy Officer can be reached at privacy@talentsphere.ca.

2. Information we collect

The information we collect depends on your relationship with us and may include:

• Candidates and job seekers: Name, contact information, location, resume, employment and education history, qualifications, credentials, career preferences, compensation expectations, work authorization information, application materials, correspondence, interview and assessment notes, references, and information you make available through professional profiles or job platforms.
• Screening information: Reference, credential or background-check results where appropriate to a role and obtained with any required notice or authorization.
• Employees and temporary workers: Information needed to establish and administer an employment or assignment relationship, such as identification, eligibility to work, emergency contacts, employment records, payroll, tax and banking details, benefits information, performance records, and information needed to meet workplace or legal obligations.
• Clients, prospects and suppliers: Business contact details, job requirements, communications, contracts, service history and billing information.
• Website and communications: Information submitted through forms or messages; the content and timing of calls, emails and SMS/text communications; and technical information such as IP address, browser or device information, pages visited and cookie identifiers.

We may receive information directly from you or, where appropriate and permitted, from clients, referrals, references, professional networks, publicly available sources, job boards and service providers. Please avoid sending sensitive information that is not needed for the position or service in question.

3. How we use information

We use personal information for purposes reasonably connected to our services and operations, including to:

• Respond to inquiries and provide recruitment, search and staffing services.
• Review applications, assess qualifications and suitability, contact candidates about relevant opportunities, arrange interviews and communicate with candidates and clients.
• Conduct checks or assessments when appropriate and authorized; support placements, assignments and employment relationships.
• Administer payroll, benefits, contracts, invoicing and other business operations.
• Operate, secure, maintain and improve our websites, systems and services; understand website use; and prevent fraud or impersonation.
• Comply with legal obligations, enforce agreements and respond to lawful requests.

We will identify material new purposes and seek any additional consent required by law. We do not charge job seekers fees for our recruitment services or background checks. If you receive a suspicious job offer or message claiming to be from TalentSphere, contact us through the phone numbers listed on talentsphere.ca.

4. Candidate information and sharing with employers

Recruitment requires us to discuss candidates with prospective employers. We may disclose relevant candidate information, such as a resume, qualifications, interview feedback and contact details, to a client in connection with an opportunity, with appropriate notice or consent or as otherwise permitted by law. Please tell your consultant if you do not want your information submitted to a particular employer. We may also share information with references or screening providers when necessary for an authorized assessment.

5. Mobile information and SMS/text messaging

We do not sell or share mobile phone numbers, SMS/text-message opt-in information or SMS consent records with third parties or affiliates for their marketing, promotional or lead-generation purposes. Consent to receive text messages from TalentSphere belongs to TalentSphere; it is not transferred to another organization for that organization to send text messages. The other disclosures described in this Policy do not authorize third parties or affiliates to use TalentSphere SMS opt-in data or consent for their own messaging.

Where you have agreed to receive SMS/text messages, TalentSphere may text you about applications, recruitment opportunities, interview or meeting scheduling, assignments, and related service communications described at the point of consent. Message frequency varies. Message and data rates may apply. Reply STOP to a TalentSphere text to opt out, or HELP for assistance. You may also contact privacy@talentsphere.ca to withdraw SMS consent. Consent to SMS messaging is not a condition of applying for a job or receiving recruitment services.

We may retain records of when and how SMS consent was given or withdrawn and information needed to honour an opt-out. We use telecommunications and other service providers as needed to deliver messages and administer the messaging service; they may process mobile information on our behalf for those purposes, subject to appropriate obligations. We do not give them permission to use SMS opt-in information or consent for their own marketing. A telephone number supplied for an application or inquiry does not, by itself, change a person’s SMS choices.

6. Other disclosures and service providers

In addition to disclosures relevant to recruitment, we may provide information to service providers that help us operate our business, such as recruitment and applicant-tracking systems, website hosting, communications, payroll, payment, information technology, analytics and professional advisers. We require service providers to handle information for the services they provide to us and to protect it appropriately. We may also disclose information when required or permitted by law, to protect rights and safety, or in connection with a business transaction subject to applicable safeguards. We do not disclose candidate information to an employer for an unrelated purpose simply because it is in our records. The separate restriction on mobile information and SMS consent in section 5 applies to all of these disclosure categories.

7. Website cookies and analytics

Our website may use cookies and similar technologies to make pages work, remember preferences, measure visits and understand how visitors use the site. Depending on the technologies enabled, third-party tools may collect technical information about your visit, such as your IP address, device or browser details and interactions with pages. Where advertising or measurement tools are enabled, they may also be used to assess the effectiveness of our communications. You can manage your choices through the website’s cookie controls, where available, and through your browser settings. Disabling some cookies may affect how parts of the site work.

8. Consent and your choices

We seek consent when required and explain the purposes for collecting, using or disclosing information. The form of consent may vary with the circumstances and sensitivity of the information. You may withdraw consent, subject to legal or contractual restrictions and reasonable notice, by contacting privacy@talentsphere.ca. Withdrawal may limit our ability to consider you for certain opportunities or provide a requested service. To stop SMS messages promptly, reply STOP to the sending number. Email preferences and SMS preferences are managed separately.

9. Cross-border processing

TalentSphere works in Canada and the United States. Information may be accessed, stored or processed in either country or another location where our service providers operate. When information is handled outside your province or country, the laws of that location may permit access by courts, law enforcement or government authorities. We use appropriate contractual, organizational and technical safeguards for service providers, taking account of the information and the applicable law.

10. Retention and security

We retain personal information only for as long as reasonably needed for the purposes described in this Policy, to manage ongoing relationships, to meet legal or regulatory requirements, or to establish or defend legal claims. Retention periods differ by record type. When information is no longer needed, we delete it or make it anonymous in accordance with our practices and applicable law.

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, designed to protect against unauthorized access, loss, misuse, alteration and disclosure. Access is limited to people and service providers who need it for legitimate work. No method of storage or transmission can be guaranteed completely secure.

11. Access, correction and privacy concerns

You may ask for access to the personal information we hold about you, request a correction, or ask how we have used or disclosed it, subject to applicable legal exceptions. Send requests to privacy@talentsphere.ca. We may ask for enough information to verify your identity and locate the relevant records. We will respond within the period required by applicable law; for requests governed by PIPEDA, this is generally 30 calendar days unless a permitted extension applies. If we cannot provide some information, we will explain the reason where the law permits.

If you have a concern about our handling of your information, please contact our Privacy Officer first at privacy@talentsphere.ca. You may also contact the privacy regulator with jurisdiction over your concern.

12. Changes to this Policy

We may update this Policy as our practices or legal requirements change. The updated version will be posted on this page with a revised date. Where required, we will provide additional notice or request consent for material changes.

Contact our Privacy Officer

TalentSphere Staffing Solutions Inc.
Email: privacy@talentsphere.ca
Website: talentsphere.ca