Privacy policy Canada

For the purposes of this policy, "personal information" means any information about an identifiable individual, and includes information that, when combined with other information, may become information about an identifiable individual. Personal information does not include information that has been modified or sanitized such that it can no longer be used to directly or indirectly identify an individual (i.e., anonymous information).

Rexel collects and processes your personal information in the following contexts:

• Human Resources ("HR"), including hiring, performance evaluation, scheduling of work hours, administration of benefits, and travel management; and
• Payroll, including audit, expense tracking and reimbursements, and accounting.

Rexel may collect, use, retain and transfer various types of personal information about you, which we have grouped as follows:

• Background check information, including criminal record, copies of identification documents, medical reports;
• Emergency information, including emergency contact information, medical condition, allergies;
• Medical information, including all information pertaining to status of health;
• Financial information, including banking information, tax information, benefits information;

• Identity information includes:

  1. date of birth,
  2. education and training history,
  3. email address,
  4. phone number(s),
  5. residential address,
  6. social insurance number,
  7. employee ID number,
  8. first name, last name, and
  9. frequent traveler program membership number
  10. marital status;
  11. gender;
• Security footage, including videos of you as captured by our CCTV cameras; and
• Technical information, including your username(s), credential(s), and a log of both successful and failed attempts to connect to Rexel systems, your location when using Rexel systems, and the information about the device you use to access Rexel resources.
• Career profile personal information which includes your online recruitment server password, how you heard about us, who referred you, whether you are already a Rexel employee or not, your work authorization status, your resume, and other information you choose to add to your profile.

We may also collect, use and share aggregated Employee Personal Information such as statistical or demographic information for any purpose. Aggregated Employee Personal Information could be derived from your Personal Information but is not considered Personal Information in law as this information will not directly or indirectly reveal your identity. For example, we may aggregate your demographic information to produce workforce statistics. However, if we combine or connect aggregated Employee Personal Information with your Personal Information so that it can directly or indirectly identify you, we treat the combined information as Personal Information which will be used in accordance with this Employee Privacy Notice.

If you provide Rexel with Personal Information of another individual (e.g. members of your family), you represent that you have obtained all necessary consents from such person to enable us to collect, use and disclose such Personal Information for the purposes set forth in this Employee Privacy Notice.

Rexel uses different methods to collect Personal Information from and about you including through:

(a) Direct collections

You may give us your Personal Information by filling in forms or by providing us information in person, by post, by phone, by email or otherwise.

(b) Indirect collections

You may consent to us collecting information such as background information and banking information from third parties. The third parties may include financial institutions, travel companies, and companies performing background checks.

We may collect personal information about you when we monitor the use of our computer systems and network to ensure compliance with applicable laws, regulations, government directives and internal policies.

(c) By updating your information

When you sign up for an online recruitment service user account and update such user account.

In general, Rexel collects, uses and discloses personal information about you solely for the purposes of managing the employment relationship. Below are the specific purposes for collection followed by the type of personal information involved:

1. To recruit and hire job applicants
   • Background check information
   • Emergency information
   • Identity information
   • Financial information
   • Passport information

2. Monitoring, evaluating and managing Employee performance, attendance, and talent development
   • Background check information
   • Identity Information
   • Financial information
   • Security footage
   • Technical information

3. Administering Employee compensation and benefits
   • Identity Information
   • Financial information

4. Managing information technology and communications systems, such as the corporate email system, the organization’s directory, or corporate networks
   • Identity information
   • Technical information

5. Monitoring the use of our systems and network to ensure compliance with laws, regulations, government standards and internal policies
   • Identity information
   • Technical information

6. Facilitating Employee mobility, travel, and managing international assignments
   • Background check information
   • Emergency information
   • Identity information
   • Financial information
   • Passport information

7. Preventing, identifying, and investigating crimes involving Rexel assets and systems
   • Background check information
   • Financial information
   • Security footage
   • Technical information

8. Managing the Employee termination process
   • Background check information
   • Emergency information
   • Identity information
   • Financial information
   • Technical information

9. Complying with applicable legal obligations
   • Background check information
   • Emergency information
   • Identity information
   • Financial information
   • Passport information
   • Security footage
   • Technical information

Note that we may process your Personal Information for more than one of the purposes listed above depending on the specific objective for which we are using your Personal Information. Please contact us if you need details about the specific legal ground we are relying on to process your Personal Information.

We will only use your Personal Information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your Personal Information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your Personal Information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Other than as provided below, Rexel does not disclose or communicate your Personal Information to outside organizations or persons. Moreover, Rexel does not sell your Personal Information to anyone under any circumstances.

We require all third parties to respect the security of your Personal Information and to treat it in accordance with the law. We do not allow our service providers to use your Personal Information for their own purposes and only permit them to process your Personal Information for specified purposes and in accordance with our instructions.

From time to time, Rexel may disclose your personal information to:

• (a) service providers of Rexel to the extent required to provide administrative, human resources or technological support services to Rexel within the scope of the purposes identified above. Examples of service providers include, insurance companies processing claims of employees and their dependants, website support companies, Rexel and employees banking institutions, payroll, pension and benefit providers and travel agents.
• (b) government agencies to the extent required to comply with applicable laws;
• (c) to a third party purchaser, investor, or partner in a commercial transaction involving Rexel, as permitted by applicable law;
• (d) the Rexel S.A. head office in Paris for purposes of overview and management of the operations of Rexel Canada Electrical Inc. and succession planning for employees; and
• (e) any other third party or parties, where you consent to such disclosure or disclosure is required or permitted by law.

By providing us with Employee Personal Information, you acknowledge and agree that your Employee Personal Information may be processed and stored in provinces and countries other than the one in which you reside, given our use of cloud services, including in our servers located outside of Quebec and in the United States, where laws regarding processing of Employee Personal Information may be less stringent than the laws in your jurisdiction.

In the event that we make such transfers, we will comply with our legal and regulatory obligations in relation to the Employee Personal Information. This will include putting appropriate contractual safeguards in place to ensure an adequate level of protection for the Employee Personal Information.

Upon your written request, subject to certain exceptions, Rexel will inform you of the existence, use, and disclosure of your personal information and will give you access to that information. Access requests should be sent to the local Human Resources Privacy Coordinator, using the contact information set in paragraph 10 below.

We will only retain your Personal Information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your Personal Information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. In some circumstances you can ask us to delete your Personal Information: see the “Your Legal Rights” section below for further information.

In some circumstances we will anonymize your Personal Information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

We operate secure data networks protected by industry standard firewall and password protection systems. Our Employee Privacy Notice has been drafted to help ensure compliance with applicable Canadian privacy laws. Subject to certain exemptions, you have the following rights in relation to the Employee Personal Information we hold about you:

(a) Your right of access

If you ask us, we will confirm whether we’re processing your Personal Information and, subject to any applicable exemptions, provide you with a copy of Employee Personal Information within the deadlines provided for by law. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. If you require additional copies, we may need to charge a reasonable fee.

(b) Your right to rectification

If the Personal Information we hold about you is inaccurate or incomplete, you are entitled to have it rectified. If you are entitled to rectification and if we have shared your Personal Information with others, we will let them know about the rectification where possible and where this would not involve disproportionate effort. If you ask us, where possible and lawful to do so, we will also tell you who we have shared your Personal Information with so that you can contact them directly.

(c) Your right to restrict processing

You may ask us to "block" or delete the processing of your personal information in certain circumstances, for example where you dispute the accuracy of such personal information or where you object to any of our collection or processing activities. If you have a right to deletion and we have shared your personal information with others, we will inform them of this right where possible. If you ask us to, where it is possible and legal for us to do so, we will also tell you with whom we have shared your personal information so that you can contact them directly.

(d) Your right to Personal Information portability

You have the right, in certain circumstances, to obtain the Personal Information that you have provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.

(e) Your right to withdraw consent

If we rely on your consent (or explicit consent) as our legal basis for processing your Personal Information, you have the right to withdraw that consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

If you are a user of our mobile Apps, by opting in to receive Push Notifications you may receive transaction notifications such as: order confirmations; status updates; delivery notifications. Push notifications or alerts to your mobile device may be sent even when you are not logged into the App. We use push notifications to send you transaction updates, urgent business notices and marketing offers. At any time, you can manage your push notification preferences or deactivate these notifications by turning them off in your mobile device settings. If you choose not to receive push notifications, you may still receive In-App notifications within the App.

You may opt-in or opt-out to receiving push notifications directly in your mobile phone by going to your device “Settings”, then selecting “Notifications” to edit these options for any app on your mobile device. Different device configurations or updates may affect how these settings work. Your choice to opt-out of notifications from the App will not affect ads or notifications from any other organization.

Rexel has appointed the General Counsel as its Chief Privacy Officer to oversee compliance with this Privacy Policy and applicable privacy laws. For information on Rexel’s employee related privacy practices, please contact your local Human Resources Privacy Coordinator as follows:

• Quebec and Atlantic: elena.vinogradov@rexel.ca
• Ontario: esther.gangaram@rexel.ca
• Western Canada: nicola.pereira@rexel.ca

and/or

At Rexel Canada, we are committed to protecting the privacy and confidentiality of your personal information. This Data Privacy Statement outlines how we collect, use, disclose, and protect your personal data during the recruitment process. By signing this statement, you acknowledge that you have read and understood the contents of this statement and agree to the processing of your personal data as described below.

1. Collection of Personal Data: We may collect and process the following categories of personal data during the recruitment process:
   • Contact information (name, address, email, phone number)
   • Educational and professional background
   • Employment history
   • Skills, qualifications, and certifications
   • References
   • Interview notes and assessment results
   • Any other information you provide during the application process

2. Purpose of Processing: We collect and process your personal data for the following purposes:
   • Assessing your suitability for employment
   • Contacting you regarding job opportunities
   • Conducting interviews and assessments
   • Verifying your qualifications and references
   • Communicating with you throughout the recruitment process
   • Complying with legal and regulatory requirements

3. Data Sharing and Disclosure: We may share your personal data with the following parties, strictly on a need-to-know basis:
   • Internal employees involved in the recruitment process
   • Third-party service providers assisting in the recruitment process (e.g., background check providers)
   • Legal and regulatory authorities, if required by law

4. Data Security: We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or alteration. We restrict access to your personal data to authorized personnel only and ensure that they are bound by confidentiality obligations.

5. Data Retention: We retain your personal data for as long as necessary to fulfill the purposes outlined in this statement, unless a longer retention period is required or permitted by law. If your application is unsuccessful, we may retain your data for future job opportunities, unless you request its deletion.

6. Your Rights: You have the right to:
   • Access and obtain a copy of your personal data held by us
   • Rectify any inaccurate or incomplete personal data
   • Object to the processing of your personal data
   • Request the erasure of your personal data, subject to legal obligations
   • Withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal

7. Contact Information: If you have any questions, concerns, or requests regarding the processing of your personal data, please contact our Human Resources Privacy Coordinator as specified under section 10.

By signing below, you confirm that you have read and understood this Data Privacy Statement and consent to the processing of your personal data as described herein.

Candidate's Name:

Date: