Privacy Policy

WorkLinks Privacy Policy

WorkLinks is committed to protecting the privacy of all customers and users of our website and services. This Privacy Policy may be amended from time to time to implement new products and features, enhance service offerings, improve security measures, or ensure compliance with applicable laws.

Disclosure of Personal Information

WorkLinks does not sell, rent, or share personal information that you provide, including email addresses and employee information, with third parties, agencies, or alliance partners except where:

• such disclosure is necessary to provide the services requested;
• the individual has provided consent;
• the disclosure is required by law; or
• the disclosure is otherwise permitted or required under applicable privacy legislation.

WorkLinks reserves the right to cooperate with government authorities, regulators, law enforcement agencies, or authorized investigative bodies in connection with investigations of suspected improper, fraudulent, or unlawful activities. Where legally required, WorkLinks may disclose personal information in response to a court order, warrant, subpoena, or other lawful authority.

Collection and Use of Personal Information

WorkLinks collects, uses, and retains personal information only to the extent necessary to provide requested services, fulfill contractual obligations, comply with applicable legal and regulatory requirements, and operate and improve its website and services.

Where WorkLinks collects personal information directly from individuals, we will identify the purpose for which the information is being collected at or before the time of collection. By voluntarily providing personal information in connection with a request, inquiry, account registration, application, or other service offered through our website, you consent to WorkLinks collecting, using, and disclosing that information for the identified purposes.

You may choose not to provide personal information requested through our website. However, if certain information is required to deliver a service, process a transaction, respond to a request, establish or maintain an account, or otherwise fulfill our contractual or legal obligations, WorkLinks may be unable to provide the requested service or complete the requested transaction without that information. Where information is optional, you may choose not to provide it without affecting access to core services, except where otherwise indicated at the time of collection.

Payroll and HR Information

WorkLinks processes payroll and HR data in accordance with applicable Canadian federal and provincial legislation.

If you are a customer, you must provide all employee information that is legally required and reasonably necessary for WorkLinks to produce payroll and HR information and deliver related services on your behalf. Failure to provide mandatory information may prevent WorkLinks from delivering requested services or meeting applicable legal and regulatory requirements.

WorkLinks will not collect employee information that is not reasonably required to fulfill its contractual, operational, or legal obligations. For WorkLinks web-based services provided to individuals and companies through hosted websites and applications, personal information is collected only for purposes related to the services being performed.

Information Provided by Customers

As a payroll and HR data processor acting on behalf of its customers, WorkLinks operates as a third-party service provider. Information received by WorkLinks for payroll and HR processing is generally provided directly by its customers.

Customers are responsible for obtaining any required consents, authorizations, and notices from their employees and other individuals before transferring personally identifiable information to WorkLinks in printed, electronic, facsimile, or any other format, as required by applicable privacy legislation.

Accuracy and Correction of Information

Customers are responsible for ensuring that personal information supplied to WorkLinks is accurate, complete, and current for the purpose for which it was provided.

Employees of WorkLinks customers may request correction of their personal information through their designated company contact. Upon receiving and verifying such a request from the authorized company representative, WorkLinks will update the information as soon as reasonably practicable.

Individuals who contract directly with WorkLinks for services may submit requests to correct their personal information directly to WorkLinks. Subject to verification of the request, WorkLinks will correct inaccurate or incomplete information as soon as reasonably practicable.

Security Safeguards

WorkLinks recognizes the importance of maintaining a secure and confidential environment for electronic business operations.

To protect personal information, WorkLinks employs industry-standard administrative, technical, and physical safeguards, including, where appropriate:

• access controls;
• encryption technologies;
• firewalls;
• intrusion detection and monitoring systems;
• secure network infrastructure; and
• ongoing security reviews and updates.

Personal information is stored in secure environments and is accessible only to authorized WorkLinks personnel who require access to perform their job duties or fulfill WorkLinks’ contractual obligations. WorkLinks personnel receive training regarding privacy and security practices, and such practices are reviewed and updated as necessary.

Internet Transmission Risks

While WorkLinks uses reasonable safeguards to protect personal information, no method of transmission over the Internet or electronic storage is completely secure.

Accordingly, WorkLinks and WorkLinks-related websites cannot guarantee the absolute security of information transmitted to or received from us through the Internet. Individuals transmit information at their own risk.

Cookies and Website Functionality

WorkLinks websites and web services use memory-based cookies. Cookies are small data files that are transmitted to your browser and stored on your device to enable website functionality and support authenticated access to secure areas of our applications.

These cookies allow registered users to remain authenticated while navigating between secure areas of WorkLinks applications. Cookies are generally deleted when a user logs out or after a predetermined period of inactivity, whichever occurs first.

If you are using a secure WorkLinks application, we recommend that you log out of the application or lock your device whenever leaving it unattended.

You may choose to reject cookies from the WorkLinks domain. However, certain website features, secure areas, authentication functions, and online services may not operate properly or may become unavailable if cookies are disabled. As a result, rejecting cookies may limit your ability to access or use some portions of the WorkLinks website and web-based applications.

Similarly, you may choose not to provide certain personal information through our website. However, where specific information is required for the provision of requested services, account administration, legal compliance, or contractual performance, WorkLinks may be unable to provide those services if the required information is not supplied.

Third-Party Websites

WorkLinks is not responsible for the privacy practices, security practices, content, or policies of third-party websites that may be linked from WorkLinks websites. Users should review the privacy policies of all third-party websites they visit.

User Credentials and Account Security

If you use WorkLinks web applications, you are responsible for maintaining the confidentiality and security of your user ID, password, and other authentication credentials.

You should never share your password with anyone. At no time will a WorkLinks representative ask you for your password.

Protecting your information also requires taking reasonable steps to secure your own devices, including:

• using current anti-virus and anti-malware software;
• installing security updates and patches;
• protecting devices with passwords or other authentication measures; and
• logging out of applications and closing browser sessions when your work is complete or when leaving your device unattended.

Contacting WorkLinks

If you believe that any part of this Privacy Policy has been violated, or if you have questions regarding WorkLinks’ privacy practices, please contact WorkLinks:

Telephone: 1 (866) 202-0414