Legal

Privacy Policy

Version 3, approved by Augustine, Founder, on 2026-11-02

Effective November 2, 2026.

1. Who we are

iCARE Staffing Inc. ("iCARE", "we") runs iCARE WorkforceOS, a platform that connects healthcare professionals with shifts at healthcare organizations in Ontario, starting with correctional healthcare. We match professionals to shifts, schedule them, record the hours worked, and prepare the invoices that pay for them.

This policy explains what personal information we hold, why, who sees it, how long we keep it, and what you can do about it. It covers:

healthcare professionals who apply to or take work through iCARE;
people at client organizations (hospitals, correctional facilities and other services) who use iCARE;
agencies that apply to work with iCARE, and the people who run them;
visitors to our website and people who contact us through it.

This policy is about our commercial activity. It does not cover information about iCARE's own employees in their employment, which Ontario law governs.

Questions? Our privacy officer is accountable for how we handle personal information. Email privacy@icarestaffing.ca or write to 100 King Street West, Suite 5700, Toronto, ON M5X 1C7. Section 13 has the details.

2. The short version

We do not hold patient records. We supply staff. We hold no patient file, chart or record of care, and we ask you never to type patient or inmate health information into iCARE.
When a client needs staff, they see your Care Provider Profile and your resume, with your name. They choose by experience and qualifications. They never see your home address or anything worked out from where you live, your personal email or phone, your date of birth, your Social Insurance Number or your health information, and never your photo.
Every eligible care provider gets a fair turn. Clients see eligible providers in a rotating order. Nobody pays for a better place, and nobody is ranked.
You can tell us never to put you forward to a particular organization or institution. You never need to say why, and they are not told.
Our server is in Canada. Some of our service providers may process information in the United States. Section 9 names them.
We do not sell personal information, and we use no advertising or analytics trackers on our website.

3. What we collect

3.1 Healthcare professionals

Your account: your name, email address and password (we store the password only as a one-way hash). We collect these when you sign up.
Your application: your profession, registration number, province, years of experience, the credentials you hold, how far you will travel, and the shifts you will take. We collect these when you apply.
Your credentials: your registration status, licences and certificates, and the documents you upload to prove them. We collect these during onboarding and when they renew.
Your resume: every care provider uploads one. Our credentialing team reviews it like your other documents.
Your Care Provider Profile: we build it from your resume and your verified record: your profession and designation, registration and credentials, experience (in total and by type of setting), work history, skills, education and languages. A person on our credentialing team approves it before any client sees it.
Your availability: when you can work, and the organizations or institutions you have asked us not to put you forward to (section 7).
Your work: the shifts offered to you, accepted and worked, your check-in and check-out times, and your timesheets.
Your business and pay: your business or legal name, billing address, business number and GST/HST number; your invoices, earnings and payments; and how you choose to be paid.
Your Social Insurance Number: only to report your earnings on a T4A, where the law requires one. We ask for it before the year end in which a T4A may be due.
Your photo: optional (section 3.2).
What you write: messages, notes and support requests.
Who has seen your profile: each time someone at a client views or downloads your profile or resume, we record it (section 6.4).
Sign-in security: the device you sign in from (for example "Safari on iPad"), the IP address of each sign-in, and an approximate city worked out from it.

We do not ask for your home address, and we do not record your location when you check in.

Police checks and security clearances. We do not ask for, keep or pass on the content of a police record check or a security screening. Where a facility screens the people who work there, the most we hold is the facility's own answer (cleared or not) and the date, given to us by the facility.

Your registration. We check your registration status with the body that issued it, such as the College of Nurses of Ontario's public register. Clients see that this check passed. We do not use AI to classify your registration or your credentials.

3.2 Your profile photo

A photo is optional and never affects which shifts you are offered. If you add one:

only you and the iCARE team who support your account can see it;
no client, facility or agency ever sees it, including after you accept a shift;
we remove location and camera data stored in the file, and check every photo before it appears;
when you remove or replace it, we delete the image.

3.3 People at client organizations

We hold your name, work email address, organization, facility and role, and a record of what you do in iCARE: the requests you raise, the candidates you choose, the shifts and timesheets you approve, the invoices you handle, and the messages and support requests you send. We use it to run your organization's account, give you the right access, and answer "who approved this?" when a dispute or an audit asks. Other client organizations never see your organization's information.

3.4 Agencies

If your agency applies to work with iCARE, we hold the agency's business details and the documents we ask for to check who we are contracting with, including the people who own or control it. An owner's photo ID is the most sensitive of these: we delete the image 90 days after we decide on the application (or sooner, if the agency closes first) and keep only the record that it was checked. We also hold the agency's invoices and payments, its subscription billing, and the messages in its booking and team chats.

3.5 Website visitors

Forms. When you ask us for staff, contact us, sign up for our monthly briefing, or start an application, we collect what the form asks for. Each form says, before you send it, what we use the details for. We do not store your IP address with a form: we keep only a scrambled value of it, to stop abuse.
Our monthly briefing goes only to people who confirm their address, and every issue has a way to unsubscribe.
Cookies and similar technology: section 10.

3.6 People named in public tender notices

We read public procurement notices, such as those on CanadaBuys, to find work to bid on. These notices often name a contact person with a work email and phone number. We use them only to respond to that opportunity.

4. Why we use it

We use personal information to:

match professionals to shifts they are qualified, cleared and available for, and show clients the profile and resume of each eligible care provider (section 6);
check credentials and registration with the bodies that issued them;
schedule shifts, record attendance and prepare invoices from check-in records;
pay professionals and agencies, bill clients, and keep the tax records the law requires;
keep accounts secure, for example by emailing you when someone signs in from a new device;
answer questions, support requests and disputes;
send the emails you need about your account and your work.

Independent Care Providers. Professionals who take work through iCARE are Independent Care Providers. You invoice iCARE, and nothing is withheld from what we pay you. iCARE prepares the invoice draft from your check-in records, and you review and send it.

A person makes every match. Matching is not exclusively automated: a person (the facility's client user) chooses and confirms every match. We do not send your information to any outside AI service.

Patient information is out of scope. iCARE is not a health information custodian. The ministry or organization that runs a correctional facility is the custodian of its health information, and the facility is the custodian of the records you create in its systems. Those records stay in the facility's systems, not ours. Free-text fields and uploads in iCARE are checked for health information that should not be there, and we remove it when we find it.

When you create a professional account, we ask you to agree to three things. Each has its own short notice, and we record which version of the notice you saw.

Taking work through iCARE. We hold your account and work details to match you with shifts, schedule them, and prepare the invoices you send us. This is how iCARE works: to withdraw it, you close your account.
Checking your credentials with the bodies that issued them. We check your registration, licences and certificates, and contact the references you name. This is how iCARE works: to withdraw it, you close your account.
Being shown to clients. When a client needs staff, we show them your Care Provider Profile and your resume (section 6). This is how iCARE works: clients choose care providers by their experience, so it is not a switch you turn off. To withdraw it, you close your account. What stays your choice is where we put you forward: you can tell us never to put you forward to a particular organization or institution (section 7).

If you agreed to an earlier version of this notice, when clients saw you without your name, we ask you to read and accept the new one. Until you do, we do not put you forward to clients.

Emails. Messages about your account's security and your work are part of the service. Onboarding reminders are not: if your application or onboarding stalls, we send at most two reminders (2 and 7 days later), each with a one-click "Stop these reminders" link, and you can switch them off in your settings. Stopping them never affects your application.

If we change a notice in a way that matters, we ask for your agreement again rather than assume it.

6. What clients see, and when

6.1 Your profile and resume

When a client needs someone for a shift, we show them the care providers who are eligible for it: the right profession, verified and current credentials, cleared for that institution and available. For each one, the client sees your Care Provider Profile and your resume, with your name:

your profession and designation;
your registration status and your verified credentials, and whether each is current;
your years of experience, in total and by type of setting;
your work history, skills and specialities, education and languages;
whether you are available and the shift fits your rest rules, and whether you can arrive by the shift start;
what the shift would cost them.

You can see your profile exactly as clients see it, and ask us to correct it. A client is never shown a profile until a person on our credentialing team has approved it. If you have no approved profile, we do not show you to clients.

6.2 What clients never see

Clients never see:

your home address, or anything worked out from where you live, including how far you live from the facility, in any form, rounded or approximate;
your personal email or phone number (clients contact you through iCARE);
your date of birth;
your Social Insurance Number;
any health information about you;
your photo.

Clients never receive the resume file you uploaded. They receive a client copy: one our credentialing team has checked and, where needed, edited to remove these details. This information is left out of what we send, not just hidden on screen.

6.3 A fair turn for everyone

Clients see eligible care providers in a rotating order: the one shown and booked least recently comes first, and ties are settled at random. Nobody pays for a better place, there is no "best match" and no ranking. How soon you can arrive is shown to the client as a fact; it never changes your place in the order.

6.4 When a client chooses you, and who can keep a copy

The client you will work for can download your profile and resume, to record the hire in its own files. That copy is then the client's record, held under the client's own privacy obligations.
Clients that did not choose you can only view your profile in iCARE. They cannot download or print it, and they lose access to it when their request is filled, cancelled or closed.
We record every view and every download of your profile and resume: who, at which client, and when. We keep the record against you, not against a reference, so if you ask what we hold (section 13) we can tell you who has seen your profile.

Clients see whether a credential is current. They see a credential document only if you agree to share it with that particular client.

7. Opting out of an organization or institution

You can tell us never to put you forward to a particular client organization, or to one of its facilities.

You never need to give a reason. It may be personal, and it stays that way.
This is the choice that stays yours. Being shown to clients is how iCARE works (section 5), but where we show you is up to you.
The client is not told, and nothing we show them changes because of it. You are simply not in their list.
It starts straight away: we will not offer you new work there. If you already have an offer from there, you can decline it, but you will not be able to accept it.
You can undo it at any time. After you undo it, we can put you forward there again for requests we match from then on. Candidate lists we have already made are not changed.
It applies everywhere we could put you forward. Your list is visible only to you and the few iCARE staff who need it to operate the service, and we log every time they look at it.

8. Who sees your information

iCARE staff, by role: each person sees what their job needs. For example, the team that supports your account sees your record; finance sees invoices and payments.
Clients, as section 6 describes: your profile and the client copy of your resume, and a downloaded copy for the client you will work for.
Agencies see what they need to run their own work with iCARE. No agency sees a professional's photo.
Our service providers, who process information for us and for no other purpose (section 9).
Others where the law requires it, such as the Canada Revenue Agency for T4A information returns, or where a law, court order or regulator requires us to.

We do not sell personal information, and we do not share it for anyone's advertising.

9. Service providers, and processing outside Canada

We use other companies to run parts of iCARE. They act on our instructions, and we remain responsible for your information while they hold it.

In Canada:

Hostinger hosts our website, apps and database on a server in Canada, and sends our email. It holds everything we store, and for email, your address and the content of the message.

May process information in the United States:

Stripe and PayPal pay professionals, depending on the method you choose. They receive your name, payment amounts, and the details you give them on their own pages.
Stripe also handles agency card payments and subscriptions. It receives the billing contact and card details, entered on Stripe's own pages.
Google (YouTube) or Vimeo, when the film on our homepage is hosted there. They receive your IP address, browser details and the page you are on (section 10).
cdnfonts (fonts.cdnfonts.com) serves one signature font on our website. It receives your IP address and browser details.

What processing in another country means. While your information is in the United States, it is subject to United States law, and the courts, law enforcement and national security authorities there may be able to access it.

What stays on our own server. We work out an approximate city from a sign-in's IP address using a database on our own server, so your IP address is not sent anywhere to do it. Uploaded files are checked for viruses and for health information on our own server too. Documents we create, such as invoices, are made on our own server.

10. Cookies and similar technology

We use only the cookies the service needs. We use no advertising or analytics cookies or tags.

`__Host-icare_session` keeps you signed in. It lasts until you sign out or your session times out.
`XSRF-TOKEN` protects our forms from requests sent by other websites. It lasts for your session.
`__Host-icare_device` is a random value that recognizes this browser, so we can email you when someone signs in from a new device. We store only a scrambled copy of it, with a description such as "Safari on iPad". It lasts 400 days.
`__Host-icare_trust` is set only if you tick "Remember this device" when you sign in, so you skip the sign-in code on this browser. It lasts 30 days.

Our pages also keep a little in your browser's own storage: your entries on the sign-up form while you fill it in (in that tab only, never your password, and cleared when you finish), and the time you dismissed a card such as "Create your agency". These hold no identifier.

Third parties your browser may contact.

Our website loads one font from fonts.cdnfonts.com, which receives your IP address and browser details.
If the film on our homepage is hosted on YouTube (Google) or Vimeo, your browser connects to that company to load or play it. That tells them your IP address, your browser and device details, and the page you are on, together with any cookies your browser already holds for them. Their own privacy policies govern what they do with it. A browser setting or extension that blocks third-party content stops this, and the rest of the site works without the film.
When an agency pays by card, the payment form is loaded from Stripe.

11. How long we keep information

We keep information only as long as we need it, and some records for as long as the law requires.

Invoices, earnings, payments and GST/HST records (professionals, clients and agencies): 7 years from the end of the tax year they relate to.
T4A information returns and slips: 7 years from the end of the tax year they relate to.
Your Social Insurance Number: until the end of the third calendar year after the latest T4A we filed with it (a later or amended filing restarts this). If we never filed a T4A with it, we delete it once it is no longer needed.
Booking chat: 2 years after the booking ends.
Agency team chat: 2 years after the thread's last message.
Support requests: 2 years after they are resolved.
Agency verification records: 7 years from the end of the tax year in which the agency closes or its last invoice is issued, whichever is later.
Verification records of an agency we never contracted with: 2 years after the application closes.
An agency owner's photo ID image: 90 days after we decide on the application, or after the agency closes if that comes first.
Your profile photo: until you remove or replace it.
A sign-up you never confirm: deleted within an hour after it expires (it stays open for 24 hours).
A briefing sign-up you never confirm: the address is erased 7 days after the last confirmation link expires.

We have not yet fixed a period for every other kind of record, such as your profile and matching history after you close your account. When we set one, we will add it here. We do not keep personal information indefinitely.

When you close your account, your consents are withdrawn, you stop being offered work and shown to clients, and your profile, resume and matching history are scheduled for deletion. Your invoices and payment records stay for the period above, because the law requires both of us to keep them. Any unpaid invoices are paid in full. Your opt-outs (section 7) stay in place, so closing and reopening cannot put you forward somewhere you excluded.

12. How we protect your information

Each client organization's information is kept separate from every other organization's.
Connections to our website and apps are encrypted, and we encrypt particularly sensitive details we store.
Signing in needs a second step, such as a code we email you.
Each person at iCARE sees only what their role needs, and we keep an audit log of who did what.
Uploaded files are checked for viruses and for health information before anyone can open them.

No system is perfectly secure, and we do not claim otherwise. If a breach of our safeguards creates a real risk of significant harm to you, we report it to the Privacy Commissioner of Canada, tell you, and tell anyone else who can help reduce the harm. We keep a record of every breach, whatever its risk.

13. Your rights, and how to reach us

See what we hold. Ask us for a copy of the personal information we hold about you and how we have used and shared it. We reply within 30 days, as the law requires, or tell you within that time if we need longer and why. We will confirm who you are first. If we must hold anything back, for example because it would reveal someone else's information, we tell you what and why.

Correct it. If something we hold is wrong, tell us and we will fix it. Financial records are corrected with an adjustment that shows the change, not by overwriting the original.

Change your mind. You can withdraw a consent at any time, subject to legal and contractual limits. Being shown to clients is part of taking work through iCARE, so you withdraw it by closing your account. In Where we will not put you forward you can add or remove the organizations and institutions we keep you away from, at any time. Withdrawing stops future use. It does not delete records the law requires us to keep, or a copy a client you worked for has already downloaded to record the hire.

Close your account from your settings at any time (section 11 explains what happens).

Contact our privacy officer

Email: privacy@icarestaffing.ca
Mail: Privacy Officer, iCARE Staffing Inc., 100 King Street West, Suite 5700, Toronto, ON M5X 1C7

Complaints. Tell us first, and we will look into it and reply. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca). If your concern is about records held by a correctional facility or the ministry that runs it, including records you created in its systems, the Information and Privacy Commissioner of Ontario (ipc.on.ca) oversees those bodies.

14. Changes to this policy

Each version of this policy is numbered and dated, and we keep earlier versions. If you want to see the version that applied on a past date, ask us. When we change something that affects how we use information you have already given us, we post the new version here first, and where it changes a choice you made, we ask you again (section 5).