Privacy & Security

We handle personal information through the Fairly Staffing website, application, and services used to connect dental clinics with temporary dental professionals.

Our published privacy policy is written for Canadian operations and states that personal information is collected, used, stored, disclosed, and disposed of under applicable Canadian law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta’s Personal Information Protection Act (PIPA).

Information we may collect

Depending on how you use the platform, we may collect information when you:

• Access or use the application and services
• Register an account
• Submit photo identification (for example, a driver’s licence)
• Provide location information
• Make a payment or submit an enquiry
• Search within the application
• Leave feedback or a review
• Manage hiring or placement preferences

We do not knowingly collect or process sensitive personal information, except for tax-identification information required for legal compliance. Please do not submit sensitive information through the site unless we specifically request it.

Fairly Payroll (payroll-related information)

For Fairly Payroll, we facilitate the collection and secure transmission of information required by Canadian law, including:

• Social Insurance Number (SIN)
• Bank-account details
• TD1 tax-credit information

We state that this information is transmitted to our third-party payroll partner and that we do not store a full, unencrypted SIN or a complete banking-information packet on our own servers.

Payroll processors may retain payroll and tax records for at least seven years where required by Canadian tax, employment-insurance, or banking rules.

How we protect information

We aim to protect the confidentiality, security, and integrity of personal information stored on our systems.

Access is limited to employees, agents, contractors, and other third parties who need the information to perform their duties. Authorized recipients are required to process personal information only on our instructions and are subject to confidentiality obligations.

Technical safeguards (what our public materials do and do not specify)

Our published materials do not specify the underlying encryption standards for data in transit or at rest. They also do not provide a detailed description of:

• Role-based permissions
• Multifactor authentication
• Penetration testing
• Vulnerability management
• Backup controls
• Audit-log retention

If you need those technical details for a security review, contact us before sending patient or clinician information.

Dental patient information and HIPAA/PHI

Our public privacy materials describe personal-information handling under Canadian privacy law. They do not state that the platform is HIPAA-compliant, identify a HIPAA business associate agreement, or define how protected health information (PHI) or dental patient records may be entered, stored, accessed, or transmitted through the platform.

Do not assume that the staffing application is approved for patient charts, treatment information, diagnoses, clinical notes, or other PHI unless we confirm the permitted use and contractual safeguards directly.

Clinics should limit information shared with temporary professionals to what is necessary for the staffing or placement process, and should avoid placing patient identifiers or clinical details in hiring, messaging, or shift records unless an approved workflow has been confirmed.

Retention and deletion

You may delete your account through the application settings.

When deletion is initiated:

• Your profile is removed from public view immediately.
• Non-essential information (such as a biography, photos, and credentials) is scheduled for permanent erasure within 30 days.

Retention exceptions

Some information remains subject to retention exceptions:

• We retain basic identity information on a restricted suppression list to help prevent account cycling and fraud.
• Financial and payroll records handled by third-party processors may remain available for the statutory retention period.

Retained information is described as archived and segregated from active systems and is not used for marketing, analytics, or unrelated commercial purposes.

Your privacy requests

You may request access to or correction of personal information held under our care and control.

Send written privacy requests or concerns to `privacy@fairlystaffing.com`.

We aim to respond to access and modification requests in a timely manner. If a request cannot be fully granted because information concerns another user or confidential commercial information, we will provide the reason for the denial when requested.

Security incidents

We have procedures for suspected personal-information breaches, and we will notify affected individuals and applicable regulators when legally required.

Our public policy does not specify response-time targets, incident-severity categories, customer communications, forensic procedures, or the process for coordinating a suspected incident involving a clinic, clinician, or patient record.

Account security

• Keep your password and other login credentials confidential.
• Notify us immediately about unauthorized use of an account, username, or password.

Our terms state that account users are responsible for activity transmitted through their credentials.

We also recommend maintaining independent backups of critical hiring data because service availability and continued access to data are not guaranteed.

Related policies and security reviews

• Read our Privacy Policy: https://www.fairlystaffing.com/privacy-policy
• Read our Terms & Conditions: https://www.fairlystaffing.com/terms-and-conditions

For a security, privacy, HIPAA, PHI, or data-processing review, contact us at `privacy@fairlystaffing.com` and request confirmation of:

• Permitted data types
• Technical safeguards
• Subprocessors
• Data location
• Contractual protections that apply to your account