Privacy Policy
ITC Workforce provides workforce-management software and related support for businesses. This Privacy Policy explains how ITC Business Services (“ITC,” “we,” “us”) handles personal information in connection with the ITC Workforce public website, customer accounts, workforce application, HR Assistant, support services, billing and related communications.
1. Information we may collect
Account and business information
We may collect names, business names, business contact details, account roles, login and authentication information, subscription details, plan selections, support requests and other communications with ITC.
Employee and workforce information
Customers may enter information about employees or workers, including names, contact details, employee or payroll numbers, job roles, qualifications or training tags, availability, schedules, shift confirmations, time entries, breaks, time-off requests, attendance information, onboarding information, documents and manager notes.
HR Assistant content
If you use the HR Assistant, we may process prompts, questions, documents and other information you choose to submit, together with generated responses and related usage records. Customers should use data minimization and avoid entering personal information that is not reasonably necessary for the task.
Billing and transaction information
We may receive billing contact information, plan selection, payment status, invoices and transaction identifiers. Payment card details may be handled directly by a payment service provider, and ITC may not receive or store full payment card numbers.
Website, cookie and technical information
We may collect IP addresses, device and browser information, authentication events, security logs, feature usage, error reports, referral information and similar technical data. The public website may use cookies or comparable technologies that are necessary for site operation, security, analytics or remembered preferences. Where applicable, optional technologies will be handled in accordance with applicable consent requirements.
2. Why we use information
We use information to provide and secure accounts; operate the public website and application; build and publish schedules; record time and attendance; support employee self-service; maintain workforce records; provide HR Assistant functionality; generate reports and payroll exports; provide customer support; process billing; prevent fraud or misuse; maintain security; improve reliability and usability; communicate service information; and meet legal, accounting or contractual requirements.
3. Authority, consent and appropriate purposes
Depending on the relationship, location and data flow, federal or provincial Canadian privacy requirements may apply. Where consent is the appropriate basis, ITC seeks meaningful consent for its own collection, use or disclosure of personal information. Customer organizations are responsible for determining the authority they require to manage employee and workforce information in ITC Workforce, including under applicable employment, privacy, human-rights, collective-agreement and workplace laws. ITC aims to collect, use and disclose personal information only for reasonable purposes connected to the service.
4. Customer organizations and employee requests
For workforce information controlled by an employer or other customer organization, employees should normally direct access, correction, deletion or workplace-record questions to that organization first. ITC may assist the customer with those requests where appropriate. For personal information that ITC controls directly, individuals may contact ITC to ask about access or correction, subject to applicable law and permitted exceptions.
5. Service providers and disclosures
ITC may use contracted providers for cloud hosting, authentication, email and notifications, payment processing, customer support, security, analytics, file storage and AI processing. These providers may process information on our behalf to deliver their services. ITC uses contractual, technical and organizational measures intended to provide appropriate protection and limits service-provider use to the purposes required to deliver the contracted service. We may also disclose information where required or permitted by law, to protect rights or safety, in connection with a business transaction, or with consent.
6. AI processing
The HR Assistant may rely on third-party AI infrastructure. Information submitted to AI-supported features may be processed by contracted providers as necessary to generate responses, secure the feature and operate the service. Because workforce information can be sensitive, customers should avoid entering unnecessary medical, financial, identification, allegation or other sensitive details when a generalized or redacted description would be sufficient.
7. Processing outside Canada
Some service providers may process or store information in other provinces or countries. When information is processed in another jurisdiction, it may be subject to the laws and lawful-access requirements of that jurisdiction. ITC assesses service providers and uses safeguards appropriate to the nature and sensitivity of the information.
8. Retention, export and deletion
ITC retains personal information only as long as reasonably necessary for the purposes for which it was collected, to provide and secure the service, meet legal or accounting obligations, resolve disputes and enforce agreements. Customers may be able to export or delete information through the service or request assistance. Copies may remain temporarily in backups, audit logs or security records until normal retention cycles expire or where retention is legally required.
9. Safeguards and account security
ITC uses administrative, technical and physical safeguards appropriate to the sensitivity of the information, including access controls, authentication, logging, service-provider controls and security practices. No online service can guarantee absolute security. Customers are responsible for protecting credentials, using appropriate role permissions and promptly removing access that is no longer required.
10. Access, correction, complaints and privacy questions
Subject to applicable law and the role of the customer organization, individuals may request access to or correction of personal information and may raise a concern about how information is handled. Employees should normally begin with the employer or organization that controls their Workforce account. Questions or complaints about ITC’s own privacy practices may be submitted through ITC Business Services using the contact information published at itcbusiness.ca.
11. Marketing communications
ITC may send service, billing, security and account communications that are necessary to operate the relationship. Promotional electronic messages will be sent in accordance with applicable requirements and will include an unsubscribe method where required. Unsubscribing from promotional messages does not prevent necessary service or account communications.
12. Younger workers
Customer account administrators must be adults authorized to act for their organization. A customer may maintain records for a legally employed minor where permitted by law, but the customer remains responsible for any additional notice, consent, supervision or safeguarding obligations that apply to the employment relationship.
13. Changes to this policy
ITC may update this policy as the service, legal requirements or service providers change. The effective date at the top of this page will be updated when changes are made. Material changes may also be communicated through the service or by other reasonable means.