Scope and accountability
This Policy explains how Epic Staff Ltd. (“Epic Staff”, “we”, “us”) handles personal information through the Epic Staff mobile application, website, establishment management tools, support channels and related services.
Epic Staff is responsible for personal information under its control. Under Quebec law, the person with the highest authority at Epic Staff is responsible for the protection of personal information unless that function is delegated in writing. Privacy questions and requests sent to info@epicstaff.ca are directed to the person holding that function.
This Policy does not replace the terms governing a contract between users, nor the privacy policies of independent third-party services.
Information we collect
The information depends on how you use Epic Staff and may include:
- Account and identity information: name, email address, telephone number, login information, date of birth and profile images or media.
- Professional profile information: roles, requested rates, work history, experience and skill-question responses, availability, qualifications or certifications you choose to provide, profile status indicators, reviews, ratings and completed-contract activity.
- Establishment information: business name, address, contact information, manager profiles, operational notes, posting details and payment preferences.
- Contract information: role, location, schedule, requested and confirmed rates, applications, selections, messages, arrival and departure records, reviews, cancellations, no-show indicators, receipts and support notes.
- Location information: stored coordinates, a selected distance radius and related location information used to identify potentially relevant contracts or contractors. Your device permissions control access to device location.
- Payment and tax information: payment-provider identifiers, chosen transfer method, transaction status, invoice and receipt details, and GST/QST registration information when supplied. Financial account credentials are handled by the payment provider and should not be sent to Epic Staff by email.
- Technical and support information: device type, operating system, app version, language, last-seen information, support messages, and security or diagnostic records needed to operate and protect the service.
We collect information from you, other users involved in a contract, the device and app services you authorize, payment and support providers, and records created as you use the platform.
How we use information
We use personal information to create and manage accounts; display relevant profile information; publish, match and administer contracts; support communication; record agreed terms and hours; process and reconcile payments; generate receipts; show ratings and reviews; provide support; send operational notifications; prevent duplicate or unauthorized transactions; investigate incidents and disputes; improve reliability; meet legal, tax and accounting obligations; and enforce applicable agreements.
We limit collection and use to purposes a reasonable person would consider appropriate in the circumstances and seek consent when required.
Location, matching and profile indicators
The current platform can use role, stored location, distance preference, availability and timing to identify potentially relevant contracts or contractors. This process narrows or prioritizes possible matches; it does not guarantee that a contractor will apply, be selected, accept or attend.
Profiles may include calculated activity, ratings, badges or status indicators based on information in the platform. Establishments make their own selection decisions. You may ask us to explain or correct information used in your profile. Epic Staff does not claim in this Policy that every skill, qualification or certification is independently tested.
Payments
Epic Staff uses a payment provider to connect users, initiate transfers and receive transaction status. Epic Staff records identifiers, amounts, methods, statuses and receipts needed to administer and support payment. The payment provider handles financial-account information according to its own privacy and security practices. If a payment fails, relevant status and error information may be available to authorized support staff for follow-up.
Retention and security
We retain personal information only as long as reasonably needed for the purposes described above and for legal, tax, accounting, security, fraud-prevention, dispute and contract-record requirements. Retention depends on the record type and the status of the account or contract. When information is no longer required, it is deleted, destroyed or anonymized in accordance with applicable law and Epic Staff’s retention procedures.
Epic Staff uses administrative, technical and physical safeguards appropriate to the sensitivity and use of the information. No internet or storage system is completely secure. If a confidentiality incident occurs, Epic Staff assesses the risk, takes reasonable steps to reduce harm and gives notices required by law.
Processing outside Quebec
Some service providers may process or store information outside Quebec, including elsewhere in Canada or in the United States. Information in another jurisdiction can be subject to its laws and lawful access by authorities there. Before communicating personal information outside Quebec, Epic Staff is responsible for assessing the privacy factors and using contractual or other measures required by applicable law.
Your rights and choices
Subject to applicable exceptions, you may ask to access or correct personal information Epic Staff holds about you, withdraw consent where that is available, ask about a decision based exclusively on automated processing if applicable, request information about the use or disclosure of your information, or ask for deletion or de-indexing where the law provides that right.
Send a written request to info@epicstaff.ca. We may need to verify your identity. Withdrawing consent or deleting information can prevent continued use of some features, and certain records may need to be retained by law or for an active dispute.
You can also change device location and notification permissions in your operating-system settings, update profile information in the app where available, and change website cookie choices from the footer.
Changes and contact
We may update this Policy when practices, providers or legal requirements change. We will change the date above and provide additional notice when required.
Privacy contact: info@epicstaff.ca. General information about Quebec private-sector privacy obligations and individual rights is available from the Commission d’accès à l’information du Québec.