Privacy Notice for Job Applicants

Privacy Notice for Job Applicants

EFFECTIVE DATE: May 15, 2025

LAST MODIFIED: May 15, 2025

 

This Privacy Notice for Job Applicants (this “Notice”) describes West Fraser Timber Co. Ltd.’s (“we”, “us”, “our”, “West Fraser”) practices with respect to the collection, use, storage and disclosure of personal information we collect from individuals who apply to work for us (“Job Applicants”).

We may modify this Notice from time to time, including to reflect any changes in the way we handle the personal information of Job Applicants and/or any changes to applicable laws. When we post changes to this Notice, we will update the “last modified” date at the top of this page.

For the purposes of this Notice, “personal information” means information about an identifiable individual.

This Notice does not apply to our collection, use or disclosure of personal information that is not about Job Applicants, such as personal information about visitors to our website. For more information about our processing of personal information in other contexts, please see our Website Privacy Policy.

 

What Personal Information Do We Collect From Job Applicants?

We typically collect the following personal information from Job Applicants:

  • full name;
  • address;
  • contact information, including telephone number and email address;
  • educational history, including transcripts;
  • employment history;
  • language skills;
  • professional and other work-related licenses, permits and certifications held;
  • professional memberships;
  • employment preferences, including your willingness to relocate, desired compensation, desired hours of work, and available start date;
  • if you are located in the United States, information about any felony offences for which you have been convicted, where permissible by law;
  • confirmation of your eligibility to work in the country for which you have applied;
  • information related to references you provide us, including their full names, titles, the organizations(s) they work for, how they know you, and their opinions or views about you; and
  • how you became aware of the job opening.

If you browse our job openings on social media platforms or job search engines, we may also receive information about you from such platforms and search engines, including the job openings that you click on and view and general aggregated information for statistical, analytics and research purposes. Please see “Cookies and Other Tracking Technologies” below for more information.

 

How Do We Collect Your Personal Information?

We collect personal information directly from Job Applicants, when they create an account on our Careers platform or otherwise submit an online or paper job application and any associated documents such as a cover letter, CV or resume. If you apply for a position through LinkedIn or Indeed Easy Apply, portions of your application (such as your educational and employment history) will be auto-populated using information collected from your LinkedIn or Indeed profile.

We may also collect information from you in the course of subsequent communications and/or interviews, following submission of your application.

We may also receive information about Job Applicants from recruiters and job placement agencies, with your consent.

 

How Do We Use Your Personal Information?

Personal information may be collected and used to create an account for a Job Applicant in our online job application portal, assess a Job Applicant’s eligibility and suitability for employment with us, conduct reference and other background checks on successful applicants, contact a Job Applicant with respect to their application, comply with regulatory requirements (such as verifying a Job Applicant’s ability to legally work in Canada or the US), and for such other purposes as are permitted or required by applicable law.

West Fraser may use Job Applicants’ personal information to render decisions based exclusively on an automated processing of such personal information. For example, West Fraser may use screening questions to determine whether Job Applicants meet certain minimum criteria for employment with West Fraser, and Job Applicants may be disqualified from the hiring process based on their responses to such questions.

If you apply for a position with us, we will generally retain and use your personal information to consider and contact you in connection with other positions at West Fraser that we believe you may be suitable for and interested in. However, if you do not want to be considered for any position(s) except the particular position that you apply for, you can let us know at any time.

If you are selected for employment with West Fraser, your personal information will be used to create an employee file and otherwise establish, manage and, if necessary, terminate your employment relationship with West Fraser.

 

Cookies and Other Tracking Technologies

If you visit our website, including to browse open positions or submit a job application via our Careers page, we, or third parties acting on our behalf, may collect information about you using cookies and other tracking technologies, as described in more detail in our Website Privacy Policy. To adjust your preferences about cookies and other tracking technologies on our website, you can visit here.

We may advertise open positions on third party websites and platforms, including social media sites and job search engines (such as Indeed). If you click on one of these advertisements and submit an application for the position, information about you or the device you are using, may be collected by the third party website or platform and/or our service providers using cookies and other tracking technologies (such as pixels) and made available to us. We may aggregate and analyze this information to understand how Job Applicants become aware of our job postings and to measure and improve the effectiveness of our job advertising strategies. You may be able to adjust your browser settings to avoid the placement of these cookies and other tracking technologies.

 

When May We Share Your Personal Information?

In connection with one or more of the purposes outlined in the “How Do We Use Your Personal Information?” section above, and subject to applicable laws, we may share your personal information in the following circumstances:

Affiliates

We may share your personal information with our corporate subsidiaries, affiliates or divisions, who may use it for the same purposes as described in this Notice.

Our Employees

Your personal information will be accessible to employees of West Fraser who have a need to access or use it to perform their jobs, including members of our Human Resources and Management teams and the team that you are applying to work with, and any other employees involved in the recruitment and selection process. If you are offered employment, your personal information will be accessible to other employees who have a need to know such information, including members of our Payroll team.

Service Providers

There are certain third parties that provide services to us. Currently, the service providers we engage who may have access to or process personal information about Job Applicants that we collect, store and process include:

  • UKG Pro, which operates the online job application portal used on the Careers page of our website, and may therefore have access to and use any of your personal information listed in this Notice for the purposes of collecting and storing job applications, making such applications available for us to review and consider, and otherwise permitting us to perform the purposes listed in this Notice;
  • As you proceed through an application and recruitment phase, you may be requested to complete a background check, in which case the providers may have access to an applicant’s name and email address for the purposes of performing such background checks; and
  • Providers of recruitment marketing technology, which may have access to general aggregated information for statistical, analytics and research purpose, including assessing the effectiveness in our advertising job postings.

Legal Requirements

There are circumstances where we may collect, use or disclose Job Applicants’ 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, or in certain emergency circumstances.

 

International Transfer of Personal Information

West Fraser, our affiliates and our service providers may process and store your personal information in Canada, the United States and elsewhere, and therefore your personal information may be accessible to courts, law enforcement and national security authorities in foreign jurisdictions. If you are located in Quebec, please note that your personal information could be communicated outside Quebec.

If you are in Alberta, you may contact our Privacy Officer at the contact information listed below to obtain written information about our policies and practices with respect to service providers (including affiliates) outside Canada, or to ask questions about the collection, use, disclosure or storage of your personal information by service providers and affiliates outside Canada.

 

Security of Personal Information

We maintain safeguards designed to protect personal information against unauthorized access, disclosure, or misuse, including firewalls, written information security policies, staff awareness training, and a dedicated security team. We also train our employees about the importance of maintaining the security and confidentiality of personal information.

Unfortunately, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, you should be aware that:

  • there are security and privacy limitations of the Internet which are beyond our control;
  • the security, integrity and privacy of any and all information and data exchanged between you and us, particularly through our website, cannot be guaranteed; and
  • any such information and data may be viewed or tampered with in transit by a third party.

 

Contact Us

You may contact our Privacy Officer at the contact information listed below in order to:

  • request access to and/or correction of your personal information that we hold, subject to such conditions and limitations as are required or permitted by applicable law;
  • withdraw your consent to our collection, use, disclosure or communication of your personal information, subject to legal and contractual restrictions; or
  • ask a question or make a complaint about our collection, use, disclosure or other handling of your personal information, our compliance with applicable privacy laws or this Notice.

 

Attention: Privacy Officer

885 West Georgia Street
Vancouver, BC
Canada V6C 3E8
Tel: 604-895-2700
E: privacy@westfraser.com

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