This Policy was last updated on March 1, 2025.
KEYENCE Canada Inc. (“we,” “us” or “KEYENCE”) respects the privacy of individuals who apply for jobs at KEYENCE, as well as that of its employees (collectively “you,” “your”). This Policy outlines KEYENCE’s policies regarding the collection, use, retention and disclosure of your personal information when you apply for a job with us and during your employment. It also informs you of your rights with respect to your personal information.
KEYENCE’s privacy practices are developed with regard to applicable privacy legislation. This Policy will be reviewed and may be updated periodically to reflect any changes in the way we handle your personal information or any changes to applicable laws.
If we make material changes to this Privacy Policy, we will announce these changes by posting a notice of update by any means likely to reach affected individuals.
If this Policy changes, the current version, as posted on our website and intranet, will apply to you.
In this Policy, “Personal Information” means information about an identifiable individual, including if there is a possibility that an individual could be identified through the use of that information, alone or in combination with other information.
We typically collect the following Personal Information:
| Category | Details | Collected From |
|---|---|---|
| Biographic Information | Name, address, contact information, including telephone number and email. | Both |
| Residency and Work Authorization | Information about residency status, work permits and authorizations, employment preferences, including willingness to relocate, desired salary and available start date. | Applicant |
| Financial Information | Bank account details. | Employee |
| Family Details | Details about family members for benefits. | Employee |
| Emergency Contacts | Names and contact information of people to be contacted in case of emergency. | Both |
| Qualifications and Skills | Educational background, employment history, professional and other work-related licenses, permits and certifications held, professional memberships, language skills and other relevant job skills. | Both |
| Performance Evaluation | Records of performance assessments and reviews. | Employee |
| Disciplinary Records | Documentation of any disciplinary actions taken during employment. | Employee |
| Benefits Details | Information about employee benefits and entitlements. | Employee |
| Work-related Legal Documents | Contracts, agreements, and other legal documents related to employment. | Employee |
| Medical Information | Personal Information contained in medical documents. | Employee |
| Electronic Monitoring | Use of company and communication systems (e.g., email, internal and external telephone calls, instant messaging platforms), network activity (e.g., Internet browsing), use of KEYENCE laptops, computers, mobile devices, or other technology hardware, and use of access points to company premises, as explained in our Electronic Monitoring Policy. | Employee |
We collect Personal Information directly from you, when you submit an online or paper job application and any associated documents such as a cover letter, CV or resume. We may also collect information from you in the course of subsequent communications and your employment.
We may also receive information from recruiters and job placement agencies, with your consent.
We may use your Personal Information for the following purposes:
| Purpose | Description | Applies To |
|---|---|---|
| Assess Eligibility and Suitability | To assess your eligibility and suitability for employment with us. | Applicant |
| Conduct Background Checks | To conduct reference and other background checks on successful candidates. | Applicant |
| Contact Candidates | To contact you with respect to your application. | Applicant |
| Comply with the Law | To comply with regulatory requirements, such as verifying your ability to legally work in Canada. | Both |
| Consider You for Other Positions | With your permission, to consider you, and contact you, in connection with other positions within the company that we believe you may be suitable for and interested in. | Applicant |
| Create Employee File | If you are selected for employment, to create an employee file and manage your employment relationship with KEYENCE. | Employee |
| Manage Your Employment Relationship | To manage payroll, performance reviews, training and development, employee benefits, ensure workplace safety, and other HR functions. | Employee |
By providing us with your Personal Information, for example when you complete and submit KEYENCE’s online or paper application form, you consent to the collection, use and disclosure of your Personal Information for the purposes set out in the “How Do We Use Your Information?” section above.
We will seek your consent as required by law before using your Personal Information for any purposes beyond the scope of this original consent.
You may withdraw your consent at any time, subject to legal and actual restrictions. Please note, however, that withdrawing consent may affect our ability to communicate with you, evaluate your candidacy for a position at KEYENCE or manage your employment relationship.
In connection with one or more of the purposes outlined in the “How Do We Use Your Information?” section above, and subject to applicable laws and legislation, KEYENCE may share your Personal Information with another person or entity in the following circumstances:
| Category | Description |
|---|---|
| Affiliates | We may share your Personal Information with our parent company, KEYENCE Corporation, which is located in Japan, and will only use your Personal Information for the same purposes as we do. |
| Service Providers |
Payroll services. To administer employee compensation. IT services. To facilitate our recruitment process and maintain our HR operations. Insurers. To administer health, disability, life and other benefit plans for employees. Consultants, accountants and legal advisors. To seek professional advice and support on various business matters, ensure compliance with laws and regulations, and help with financial planning and analysis. Financial institutions. To facilitate payment of salaries and benefits, make bank transfers, manage pension and benefit plans. Tax and government institutions. To provide tax information, declaring employee income and taxes, complying with legal obligations regarding withholding taxes. |
| Employees | Your Personal Information will be accessible to other employees of KEYENCE and KEYENCE Corporation who have a need to know such information, which would generally only include human resources employees, executives (i.e., Vice Presidents), and/or managers who are involved in the interview process. If you are offered employment, your information will be accessible to other employees who have a need to know such information, including payroll employees and any relevant manager(s) and supervisor(s). |
| To Comply with Legal Requirements |
There are circumstances where we may collect, use or disclose your Personal Information without notice or consent when permitted or required by law or lawful authority. For example, from time to time, we may be compelled by legal action to release Personal Information, including, for example, in the case of a statutory reporting obligation or court order. In certain circumstances, we may also be permitted by law to disclose Personal Information without your consent. For example, we may disclose Personal Information without consent in certain emergency circumstances. |
We have policies and procedures in place to protect your Personal Information from loss and unauthorized access or disclosure.
We have implemented administrative, physical and technological safeguards, including the use of security software, passwords and firewalls to prevent unauthorized computer access. Our employees receive training with respect to secure and confidential handling of Personal Information.
Please note that no method of transmitting or storing Personal Information online is completely secure. As a result, while we strive to protect your Personal Information, you should be aware that:
We endeavor to protect Personal Information, but we cannot guarantee the security of information transmitted to us, or by us, by electronic means.
Your Personal Information is stored at KEYENCE’s offices in Mississauga, Ontario. To the extent permissible by applicable laws, your Personal Information may also be stored at the offices and/or data centres of the KEYENCE Corporation, which may be located outside your province or country of residence. This means your information could fall under the laws of the place where it is stored or processed, and it might be shared with government or legal authorities there if necessary. No matter where your personal information is, we are committed to protecting it and following the laws that apply.
When your Personal Information is no longer needed by us for the purposes described in this Policy, or otherwise for legally permissible reasons, we will securely destroy it.
Subject to applicable privacy laws, you have the following rights.
Access. You may ask for access to the Personal Information that we hold about you, as well as for information about our handling of your Personal Information. Your request for access must be in writing. Access will generally be provided free of charge; however, if you request that information be copied or transmitted to you, we may charge a reasonable fee where permitted by applicable law.
In certain circumstances, we may decline or be unable to provide access to some or all of the Personal Information that we hold about you where permitted or required by applicable law. If we do not provide you with access, we will generally provide you with an explanation.
Correction. We ask that you keep your personal records with KEYENCE accurate and current. This includes updating information related to name changes, address changes, marital status, the birth of a child, to ensure accurate wage deductions and uninterrupted benefits. Additionally, please ensure your emergency contact details are up-to-date. If any Personal Information concerning you is inaccurate, incomplete or ambiguous, or if its collection, communication or storage is not authorized by law, you may request that it be rectified.
Consent withdrawal. You may request to withdraw consent to KEYENCE’s continued use or disclosure of your Personal Information. How this request is handled depends on the situation and the purpose for which it is made. Depending on the case:
In all cases, we may be required to retain certain Personal Information to comply with our legal obligations.
You may contact us at any time with any questions or concerns with respect to your Personal Information, this Policy, to exercise your rights, or for any other matter related to KEYENCE’s collection, use, protection, retention or disclosure of your Personal Information.
Please direct all such requests to our Privacy Officer at HR.canada@keyence.com.
