Privacy policy for recruitment
Kinaxis Inc. and its related entities (“Kinaxis”) respects the privacy of candidates applying to Kinaxis positions and processes their personal data in accordance with applicable data protection and privacy regulations. This policy explains what personal data Kinaxis collects, how it is used, with whom it is shared, how long it is kept, and what rights candidates have.
1. What is personal data?
“Personal data” means any information relating to an identified or identifiable person. This may include a name, identification number, location data, an online identifier, or factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of the individual.
Examples of personal data include the employee’s name, address, date of birth, gender, contact data (email address, phone number, ), and job information.
2. What personal data does Kinaxis process and for what purposes?
Depending on the candidate’s role and location, Kinaxis may processes personal data, such as those described below.
Processing Activity | Reason for Use | Potential Types of Personal Data |
| Contact and identification | To identify and contact the candidate during the recruitment process | Name, phone number, email address |
| Application management and offer process | To assess the candidate’s suitability for the role, the progress of their application, and to prepare an offer, when applicable | Name, contact details, gender and preferred pronouns, CV/ resumé, application forms, job title, interview notes, screening responses, promotion history, immigration information (e.g., visa, residency or work permit), salary expectations, social media (if publicly available and relevant), professional background, preferences related to the application, demographic data (e.g. age, gender, location), automated candidate ranking results (if applicable), and any additional information provided |
| Diversity & inclusion monitoring | To understand and improve diversity across Kinaxis’ recruitment process, identify gaps, and implement equitable hiring practices | Gender, preferred pronouns, ethnic or racial origin, disability status, sexual orientation, neurodivergence status (collected only with the candidate’s explicit consent and used in anonymized or aggregated form wherever possible) |
| Defense against legal claims | To establish, exercise, or defend against legal claims | All personal data collected during the recruitment process, including contact details, application materials, interview feedback, background check outcome, demographic and compensation data |
| Background checks | To verify information provided and ensure compliance with legal and ethical standards after a conditional offer | Name, email, and outcome of background check (e.g., pass/fail). Conducted by a 3rd party only after a conditional offer and in compliance with applicable laws. The candidate will be informed in advance and consent sought for check. |
| Fraud prevention | To prevent fraudulent activity during online applications | IP address (used to detect duplicate applications or malicious activity; may involve cookies or tracking technologies in accordance with Kinaxis cookie policy) |
Other limited processing may occur for events or special programs, and in such cases, privacy notices will be provided as needed.
3. From what sources does Kinaxis collect personal data?
Kinaxis may collect personal data from the following sources:
- From the candidate directly (e.g., information provided in the application process, in communications with the candidate)
- Internal systems and colleagues (e.g. referrals)
- Third parties (e.g., background checks, recruiters, references)
- Public sources (in line with legitimate expectations and legal limits)
4. On what legal basis does Kinaxis process candidate data?
Data is processed under one or more of the following legal bases:
- Performance of contract or a step leading up thereto
- Compliance with legal obligations
- Legitimate interests of Kinaxis (e.g., internal reporting, legal compliance, fraud prevention)
- Consent (for specific, sensitive data where legally required)
Retention periods depend on the type of data and local law. If the candidate is not hired, and is not involved in a litigation, Kinaxis will keep their data for not more than 5 years. If the candidate is hired, their data will be retained for the periods prescribed by the Data Retention Policy.
5. How does Kinaxis transfer candidate data?
A. Within Kinaxis
Data may be exchanged between Kinaxis employees working in different jurisdictions, in accordance with the principles set out in the present policy. Data may be accessed across Kinaxis entities in different countries under appropriate safeguards, such as intra-company agreements, standard contractual clauses and adequacy decisions (e.g., for transfers from EU/UK to Canada).
B. With Third Parties
Data is shared only as necessary with external providers who perform tasks or services on behalf of or under the direction of Kinaxis, such as:
- payroll providers, benefits administrators, insurers
- IT service providers, auditors, consultants, legal counsel
- Public authorities, regulators or course, where legally required
Kinaxis may pass on candidate’s personal data to third parties if necessary for one or more of the purposes mentioned above. These third parties are required to protect data through contractual and technical safeguards and prohibits them from using the data for unrelated purposes. Third parties may include external service providers, suppliers or partners, public authorities, regulators or judicial authorities when required.
6. How does Kinaxis secure candidates’ personal data?
Kinaxis takes appropriate technical and organizational measures to protect candidates’ personal data against unauthorized or unlawful processing, loss, destruction, damage, alteration, or disclosure. These measures include:
- Technical: encryption, secure infrastructure, firewall, antivirus
- Organizational: access controls, least-privilege principles, training
- Contractual: third-party agreements with strict data use clauses
7. What rights does the candidate have?
Candidates may have rights related to their personal data, in accordance with applicable privacy laws in their jurisdiction. These rights may include:
Right | Description |
| Access | Request what data Kinaxis holds and how it is used |
| Correction | Fix inaccuracies in their personal data |
| Deletion | Request erasure (subject to legal grounds) |
| Restriction | Temporarily limit processing in certain cases |
| Portability | Receive data in machine-readable format (where applicable) |
| Objection | Object to processing based on legitimate interest or for marketing |
| Withdraw Consent | Revoke previously given consent |
Candidates wishing to ask a question or exercise their rights may contact: privacy@kinaxis.com or send mail to: 3199 Palladium Drive, Ottawa, Ontario, Canada K2T 0N9.
Kinaxis will handle candidates’ requests or complaints as soon as possible and provide a response within a reasonable period, in principle within one month of receiving the request or complaint. This period may be extended depending on the complexity or number of requests or complaints. Kinaxis will inform the candidate of such an extension and the reasons for it.
Candidates may also file a complaint with their local data protection authority, where applicable.
This policy is effective as of June 2025