Privacy Policy

Scope

This Privacy Policy applies to personal information collected through:

• our website;
• executive search and recruitment engagements;
• Embedded Recruitment services;
• email, telephone and other communications;
• networking and business development activities;
• referrals and professional introductions; and
• any other interaction with Oxford + Richmond.

Personal Information We Collect

Depending on your relationship with Oxford + Richmond, we may collect information including:

Contact Information

• Name
• Business or personal email address
• Telephone number
• Mailing address
• LinkedIn profile or other professional profile

Professional Information

• Résumé or curriculum vitae
• Employment history
• Education
• Professional designations
• Skills and qualifications
• Compensation expectations
• Career interests
• References
• Interview notes
• Publicly available professional information

Client Information

For clients and prospective clients we may collect:

• Business contact information
• Organizational information
• Recruitment requirements
• Billing and contractual information
• Communications relating to engagements

Website Information

When you visit our website we may automatically collect limited technical information including:

• IP address
• Browser type
• Device information
• Operating system
• Pages visited
• Referring website
• Date and time of access

This information is used primarily to improve website functionality, security and performance.

How We Collect Information

We collect personal information:

• directly from you;
• when you submit a résumé or application;
• when you communicate with us;
• through professional networking platforms;
• through referrals;
• from publicly available professional sources;
• from references you authorize us to contact;
• from our clients during search engagements; and
• through our website.

How We Use Personal Information

We use personal information only for legitimate business purposes, including:

• conducting executive search and recruitment engagements;
• evaluating candidate qualifications;
• identifying potential opportunities;
• communicating regarding employment opportunities;
• responding to inquiries;
• managing client relationships;
• administering contracts and invoices;
• improving our services;
• protecting the security of our systems;
• complying with legal and regulatory obligations.

We limit the collection and use of personal information to what is reasonably necessary for these purposes.

Candidate Consent

Oxford + Richmond follows a dual consent approach that reflects both industry best practices and applicable Canadian privacy requirements.

Standard Recruitment Engagements (Implied Consent)

When candidates voluntarily submit a résumé, apply for a position, respond to our outreach, provide professional information, or otherwise engage with Oxford + Richmond regarding employment opportunities, we rely on implied consent to collect, use and retain their personal information for legitimate recruitment purposes.

This includes assessing qualifications, communicating regarding opportunities, and maintaining candidate records for future opportunities that may reasonably match the candidate’s background and interests.

Before presenting a candidate’s résumé or identifying information to a client for a specific opportunity, Oxford + Richmond will seek the candidate’s confirmation that they wish to be considered for that position.

Confidential Executive Searches (Express Consent)

For confidential search assignments, where the client’s identity is not publicly disclosed or where the circumstances require enhanced confidentiality, Oxford + Richmond will obtain the candidate’s express consent before disclosing the candidate’s identity or personal information to the client.

Express consent may be obtained electronically, verbally (with appropriate documentation), or in writing.

Candidates may withdraw their consent at any time before their information is disclosed to a client.

How We Share Information

We do not sell personal information.

Personal information may be shared only where appropriate, including with:

• client organizations conducting recruitment processes;
• individuals involved in evaluating candidates;
• professional references authorized by the candidate;
• trusted service providers who support our business operations;
• legal or regulatory authorities where required by law.

Third-party service providers receive only the information necessary to perform their services and are expected to maintain appropriate safeguards.

Information Security

Oxford + Richmond maintains administrative, technical and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration or loss.

These safeguards include, where appropriate:

• role-based access controls;
• password protection and multi-factor authentication where supported;
• secure cloud-based business applications;
• encryption during transmission where available;
• endpoint security on business devices;
• restricted access to confidential information;
• regular software updates;
• secure disposal of information when no longer required.

While no method of electronic storage or transmission can be guaranteed to be completely secure, we maintain security practices appropriate to the sensitivity of the information we manage.

Data Retention

Personal information is retained only as long as necessary to fulfil the purposes for which it was collected, to support future recruitment opportunities where appropriate, to satisfy contractual obligations, or to comply with legal requirements.

When information is no longer required, it is securely deleted, anonymized or destroyed using appropriate methods.

Website Cookies and Analytics

Our website may use cookies and similar technologies to improve website functionality and understand visitor interactions.

Analytics information is used in aggregate form to help us improve our website and user experience.

You may disable cookies through your browser settings, although doing so may affect certain website functionality.

Third-Party Websites

Our website may contain links to third-party websites.

Oxford + Richmond is not responsible for the privacy practices or content of external websites. We encourage users to review the privacy policies of those sites before providing personal information.

International Data Processing

Some of our technology service providers may store or process information outside Canada.

Where this occurs, personal information may become subject to the laws of the jurisdiction in which it is processed.

Oxford + Richmond selects reputable service providers that maintain appropriate privacy and security safeguards.

Your Privacy Rights

Subject to applicable law, you may request to:

• access your personal information;
• correct inaccurate information;
• update your information;
• withdraw consent, where applicable;
• request deletion of information that is no longer required;
• ask questions regarding our privacy practices.

Requests will be handled within a reasonable period and in accordance with applicable legal requirements.

Privacy Incidents

If Oxford + Richmond becomes aware of a privacy incident involving personal information under our control, we will investigate promptly, take appropriate steps to contain and remediate the incident, and provide notification where required by applicable law.

Children’s Privacy

Our services are intended for business professionals and organizations.

We do not knowingly collect personal information from individuals under the age of majority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, technology, legal requirements or regulatory guidance.

The updated version will be posted on this page together with the revised effective date.

Contact Our Privacy Officer

Questions regarding this Privacy Policy or our privacy practices may be directed to:

Privacy Officer
Oxford + Richmond Inc.

Email: admin@oxfordandrichmond.com

If you have concerns regarding the handling of your personal information, we encourage you to contact us so we may work to resolve your concerns promptly.