Privacy policy
What we collect through this site, why, where it is kept, how automated tools take part, and how to see, correct, export or delete it.
Who we are. Lotus IT Solutions (“we”, “us”) is based in Ontario, Canada. This policy follows the Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles. Questions and requests go to info@lotusit.ca.
What we collect and why
| When you | We collect | We use it to |
|---|---|---|
| Request a quote or request talent | Your name, work email, organization, what you need, budget range, timeline and your message. | Prepare and send your quote or short list, and follow up on it. |
| Apply to a role or send a general application | Your name, email, phone number, location, LinkedIn URL if you give one, your resume, your cover letter or note, the role you applied to and the time you applied. | Assess your fit for the role, match you to future roles, and contact you about them. |
| Sign in with Google or Microsoft (optional) | Your name and email address from the provider, the provider's account identifier so you can sign in again, and the resume you choose to keep on file. We never receive or store a password. | Show you the status of your applications, let you message us about them, and reuse your resume when you apply again. |
| Reply to a Right to Represent request | Your written authorization, your legal name, the month and day of your birth, your work authorization in Canada, whether you are incorporated, your earliest start date, your expected rate, your location, your skills matrix, references you choose to give, and your resume. | Confirm that we may represent you to one specific client for one specific role, and prepare the submission the client requires. The month and day of birth is used only to identify you in the client's system. |
| Browse the site | Standard server logs: the page requested, the time, your browser type and the network address, kept briefly for security and to keep the site running. No analytics or advertising scripts run on this site. | Detect abuse and fix errors. |
Automated and AI-assisted processing
We use software, including AI language models, to help us work through applications. It reads your resume against the role's requirements and suggests a match score with its reasoning; it reads your replies to a Right to Represent request to see which questions are still open and drafts follow-up messages; and it answers general enquiries sent to our careers mailbox with information about open roles. A person at Lotus IT Solutions reviews every match before you are contacted about representation, and every submission to a client is prepared as a draft and checked by a person before it is sent. No decision to reject you is made by software alone: a low match score means a person looks at your application before anything happens. Your data is sent to the AI provider only for the step being performed, under its commercial terms.
Consent
Every form states its purpose next to the submit button. Applications also ask you to confirm that we may store your details and resume to match you to roles. Replying to a Right to Represent request with the signed statement is your consent to be submitted to that one client for that one role. You can withdraw consent at any time by asking us to delete your information or by telling us not to represent you; withdrawing consent means we can no longer put you forward for roles.
Sharing
We share your resume and application details with a hiring organization only when you agree to be submitted for a specific role. We do not sell personal information and we do not share it with advertisers. Service providers that host our systems (Microsoft Azure for storage, Microsoft 365 for email, the AI provider for the processing described above) process data on our instructions and under their own security commitments.
Where it is stored
Quote requests, talent requests, applications, accounts and messages are stored in Microsoft Azure services operated by us. Resumes are stored privately and are never published. Access is limited to named staff who sign in with company accounts, and every access to a resume is logged. Messages between you and our team, including Right to Represent replies, are visible only to our staff and are never included in logs or exports to third parties.
How long we keep it
- Applications, resumes and messages: reviewed for deletion after 24 months from the last contact, unless you ask us to keep matching you to roles. Applications no longer linked to an account are anonymised at that point.
- Candidate accounts: kept while you use them; delete yours at any time from your account page.
- Quote and talent requests: kept while we work on the request and for a reasonable period afterwards to answer follow-up questions.
- Server and processing logs: kept for a short period (processing logs 30 days) and never contain your messages or your personal details.
- Deletions: when a record is deleted it enters a 30-day holding period in case the deletion was a mistake, then it is permanently removed, including the resume.
Your rights
You can ask us at any time to see the personal information we hold about you, to correct it, to receive a copy, or to delete it. With an account you can do this yourself: your account page exports everything we hold about you as a file and lets you delete the account and its applications. Otherwise email info@lotusit.ca (or careers@lotusit.ca for applications) from the address you used with us. We answer within 30 days. If you are not satisfied with our answer you can contact the Office of the Privacy Commissioner of Canada.
Cookies and local storage
This site sets one essential cookie to protect forms against forgery and, when you sign in, one cookie that keeps you signed in for up to a week. If you switch the colour theme, the choice is kept in your browser’s local storage. Nothing is used to track you across other sites.
Security
Connections to this site are encrypted. Uploaded files are checked for type and size and are stored under random names in private storage. Administrative access requires company sign-in, and administrative actions are logged. Incoming email is checked for forged senders and for text that tries to instruct our automated tools before any of it is processed.
Changes
If this policy changes, the new version appears on this page with the date it took effect.
Effective date: to be set by Lotus IT Solutions on publication.