At Calian (collectively referred to as “Calian”, “we”, “our” or “us”), we are committed to protecting your privacy and safeguarding your personal information. This Privacy Notice explains what personal data we collect about you, the purposes for which we use and share this information and how we safeguard that information. This Privacy Notice applies whenever you use our website or contact us, and it applies to any personal data we hold.
GDPR Compliance
Calian complies with the General Data Protection Regulation (GDPR) of United Kingdom (UK) and European Union (EU). The regulation mandates that Calian protects the personal data and privacy of UK and EU data subjects.
What is personal data?
“Personal data” means any information relating to an identified or identifiable natural person (“data subject”) as defined by the GDPR; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Who is responsible for your personal data?
Calian Ltd., headquartered at 770 Palladium Drive, Ottawa, Canada, is the controller responsible for the personal data we collect and process through this website, except as specifically outlined below for recruitment activities related to positions in the UK or Europe.
What personal data do we collect?
We may collect the following categories of personal data from you:
- Information You Provide Directly:
- Contact Information: Name, email address, phone number, postal address.
- Account Information: Username, password (if you create an account).
- Communication Data: Content of your inquiries and our responses.
- Recruitment Data (if applicable): CV/resume, cover letter, work experience, education history, skills, references, and any other information you choose to provide as part of your job application.
- Marketing Preferences: Whether you wish to receive marketing communications from us.
- Other Information: Any other information you voluntarily provide to us through the website.
- Information We Collect Automatically:
- Technical Data: IP address, browser type, operating system, device information, referring website, pages visited and browsing activity. This information is often collected through cookies and similar tracking technologies (please see our separate Calian Cookie Policy for more details).
- Usage Data: Information about how you use our website, including the features you access and the time and duration of your visits.
How do we use your personal data?
We may use your personal data for the following purposes:
- To Provide and Improve Our Website: To operate, maintain and improve the functionality and user experience of our website.
- To Respond to Your Inquiries: To communicate with you and address your requests, questions and feedback.
- To Manage User Accounts: To create and manage your account on our website, if applicable.
- For Recruitment Purposes (if applicable):
- To assess your application for employment for positions within Canada. Calian will be the sole controller for this processing.
- For applications for positions located in the UK or Europe, your application data will be shared with and used by our recruiting personnel located in the UK or Europe. In this case, Calian UK or Calian Europe will act as joint controllers for the processing of your application data. This processing is necessary to assess your suitability for roles within those regions.
- To communicate with you about your application.
- To conduct background checks (where permitted by law).
- To make hiring decisions.
- To comply with legal and regulatory obligations related to recruitment.
- For Marketing Purposes (with your consent, where required): To send you promotional materials, newsletters and other marketing communications about our products, services and events. You can opt-out of receiving these communications at any time.
- For Security Purposes: To protect our website and users from fraud, security breaches and other illegal activities.
- To Comply with Legal Obligations: To comply with applicable laws, regulations and legal processes.
- For Analytics and Research: To analyze website usage trends and conduct research to improve our website and services.
Legal basis for processing your personal data
Our legal basis for processing your personal data will depend on the specific purpose for which we are using it. These bases may include:
- Your Consent: We may rely on your consent to process your personal data for certain purposes, such as marketing communications or the use of non-essential cookies. You have the right to withdraw your consent at any time.
- Performance of a Contract: We may process your personal data when it is necessary for the performance of a contract with you, such as providing you with access to certain website features or processing your job application.
- Legitimate Interests: We may process your personal data when it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests.
- Our legitimate interests may include improving our website, ensuring its security and conducting our business effectively.
- For recruitment for UK/European roles, the legitimate interest pursued by the joint controllers is the assessment of candidates for employment within those regions.
- Compliance with a Legal Obligation: We may process your personal data when it is necessary for us to comply with a legal obligation.
Who do we share your personal data with?
We may share your personal data with the following categories of processors and other recipients:
- Service Providers: We may engage third-party service providers to perform functions on our behalf, such as website hosting, data analysis, email delivery, payment processing and recruitment software providers. These processors will only process your personal data in accordance with our instructions and are contractually obligated to protect your data.
- Affiliated Companies: We may share your personal data with our subsidiaries or affiliates for internal business purposes.
- Legal Authorities: We may disclose your personal data to law enforcement agencies, regulatory bodies or other governmental authorities if required by law or legal process.
- Business Transfers: In the event of a merger, acquisition or sale of all or a portion of our assets, your personal data may be transferred to the acquiring entity.
- Joint Controllers (for UK/European recruitment): For recruitment related to positions in the UK or Europe, your application data will be shared with and processed by the relevant recruiting personnel within our UK/European operating entities, Calian UK Ltd. and Calian Europe, who act as joint controllers with us for this specific processing activity.
- Other Third Parties: We may share your personal data with other third parties with your consent or as otherwise permitted by law.
International Transfers of your personal data
Your personal data collected through this website will primarily be processed in Canada by Calian. However, if you apply for a position in the UK or Europe, your application data will be transferred to and processed by the Calian recruiting personnel acting as joint controllers in those regions. These transfers will be necessary for the assessment of your application for those specific roles. We will implement appropriate safeguards to ensure an adequate level of protection for your data during these international transfers, such as using standard contractual clauses approved by the European Commission where required for transfers to entities outside of countries with adequacy decisions.
How long do we keep your personal data?
We retain your personal data only as long as it is necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. We will then securely destroy or anonymize your personal information.
Your rights under the GDPR
Under the General Data Protection Regulation (GDPR), you have certain rights regarding your personal data, including:
- The Right to Access—You have the right to request that Calian provide copies of your personal information. We may charge you a small fee for this service.
- The Right to Rectification—You have the right to request that Calian correct any of your personal information you believe is inaccurate or incomplete.
- The Right to Erasure—You have the right to request that Calian erase your personal information, under certain conditions.
- The Right to restrict Processing—You have the right to request that Calian restrict the processing of your personal information, under certain conditions.
- The Right to Object to Processing—You have the right to object to Calian’s processing of your personal information, under certain conditions.
- The Right to Data Portability—You have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit that data to another controller, under certain conditions.
- The Right to Withdraw Consent—If we are processing your personal data based on your consent, you have the right to withdraw your consent at anytime.
How to contact us
If you would like to exercise any of these rights, please contact us at:
ATTN: Privacy Officer
770 Palladium Drive, Ottawa, Ontario K2V 1C8
Toll Free 1.877.225.4264
Email: [email protected]
Updates to this privacy notice
We may update this privacy notice from time to time to reflect changes in our data processing practices or legal obligations. We will post any changes on this website and update the “Last Updated” date at the bottom of this notice. We encourage you to review this privacy notice periodically.
Privacy Policy for Calian Health solutions
We have an additional Privacy Policy for Calian Health solutions to ensure compliance with health-related privacy laws. View policy
Last updated and effective: June 2025
