APPLICANT PRIVACY NOTICE
In the context of its recruitment processes, Air Canada ("we", "our", "us") collects, uses and discloses Personal Information about applicants to employee positions, as well as non-employee positions, such as internships, secondments and students ("you", "your"). This Applicant Privacy Notice ("Policy") describes what Personal Information we collect about you, as well as how we use, retain, protect and disclose that information. The Policy describes also your rights regarding this Personal Information. If you are a resident of the following jurisdictions, please also refer to the corresponding Policy Addendums listed below, each of which supplements this Policy:
- For residents of California: California Policy Addendum; and
- For residents of the United Kingdom, Switzerland and the European Union: United Kingdom, Switzerland and European Union Policy Addendum
If you become our employee, the Personal Information collected pursuant to this Policy will become part of your employee file and will be governed by our Employee Privacy Policy and any other applicable internal policies.
- Definitions
In this Policy:
- "Personal Information" means any information relating to you that can be used to identify you. If a Privacy Law with a different definition of "Personal Information" applies to you, that definition will apply instead of the present definition.
- "Privacy Laws" means all applicable laws relating to privacy and the protection of Personal Information.
- "Sensitive Personal Information" means Personal Information that is sensitive in nature, such as Personal Information relating to racial or ethnic origin or data concerning health or medical history. If a Privacy Law with a different definition of "Sensitive Personal Information" applies to you, that definition will apply instead of the present definition.
- What Personal Information do we collect and how?
We collect the following Personal Information about you:
- Any Personal Information you provide such as your name, address and contact details, including email address and telephone number;
- Any Personal Information you provide in your curriculum vitae (CV), such as details of your qualifications, skills, previous work experience, employment history, education, academic achievements and awards, diplomas, certifications, professional memberships, languages, and Personal Information contained in your cover letter;
- Any Personal Information you provide during a telephone, video, or in-person interview(s). Please note that, should you use the video assessment feature throughout the course of your application process, we will also collect metadata relating to your video assessment session (including your IP address and device information);
- Any Personal Information given by the references you provided to us;
- Any Personal Information in your application that you choose to share with us such as personal preferences, hobbies, travel and willingness to relocate, social preferences;
- If you are a Canadian applicant, Diversity, equity and inclusion information that you specifically consent to share with us if legally permitted;
- Personal Information related to security or fraud prevention collected as permitted by law with or without your knowledge or consent;
- Personal Information you have provided to job boards or online recruitment services such as LinkedIn or Indeed, who have your consent to share it with clients like us;
- For certain safety critical positions, medical examination information but only for Canada and US positions;
- Personal Information contained in your communications and interactions with you; and
- Personal Information about your past salary, current salary and/or desired salary.
Personal Information is collected by us either directly from you, or through background check providers, medical assessment providers, professional social media networks (e.g. LinkedIn), references you provide and recruitment providers. We may collect your Personal Information from within the Air Canada group of companies if you are a current or former employee of one of these companies and decide to apply for a position with us.
- Why do we use your Personal Information?
We collect your Personal Information to establish your employment relationship with us and, in particular, for the following purposes:
- Authenticating you, if you join the Talent Network;
- Creating a profile to conduct searches to identify and attract suitable candidates for applications;
- Performing initial candidate screenings, which may involve considering previous employment history and application outcomes;
- Evaluating your suitability for the position you are applying for and assessing your professional competencies;
- Complying with legal obligations and processes;
- Preventing and investigating security incidents or fraud;
- Contacting you about employment opportunities (if you have chosen to receive such communications);
- Carrying out surveys on our recruitment process;
- Capturing video recordings of interviews to evaluate your suitability for the position you are applying for and assessing your professional competencies; and
- Verifying your references.
Where permitted by applicable law, we have contracted with third parties to conduct background checks on you (before offering you a position). We will not receive any criminal offence data.
We also use automated employment tools to assist in the recruitment process. These tools are designed to enhance efficiency and support our human resources team in making informed decisions, and in scheduling meetings with you. However, all use of such tools by us always includes human intervention, and all decisions relating to your application are taken by humans.
We also make available a chatbot on our website. Use of this chatbot is voluntary. When you interact with it, we may collect personal information listed in the previous section. This information, which is handled in accordance with this Policy, is used to create or update your profile within our systems and will only be used to help guide you in finding a role that is relevant to you. To access, correct or delete this information, see the section entitled "Your Rights" below.
Please note that, should video recordings of your interviews be captured throughout the course of your application process, we will not use Personal Information collected through these recordings to make automated decisions about your application.
- Disclosure of Personal Information
Personal Information may be disclosed by us:
- To assess your application including by conducting background checks and medical assessments (before offering you a position), as permitted by law;
- As permitted or required by applicable law or regulatory requirements. In such a case, we will endeavor to not disclose more Personal Information than is required under the circumstances;
- To establish, exercise or defend against claims; and
- With your consent where such consent is required by law.
We may disclose Personal Information to third parties for the purposes listed above, including to certain parties in the context of litigation, government and law enforcement agencies, external consultants (e.g. lawyers, auditors), background check providers, medical assessment providers and recruitment providers. If you are a Canadian applicant, we may disclose to our recruitment providers certain diversity, equity and inclusion information that you specifically consent to share with us.
- Safeguarding Personal Information
We have appropriate technical and organizational security measures in place, appropriate to the sensitivity of the Personal Information, to protect against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. We use contractual and other means so that your Personal Information is afforded the same protection by any of our third-party service providers.
- Personal Information may be used, stored or accessed outside Canada
We may use service providers to perform certain technical activities such as hosting the Air Canada Careers website, and as a result, your Personal Information may be used, stored, or accessed in other countries and therefore may be subject to the laws of those countries. Personal Information may be disclosed in response to valid demands or requests from government authorities, courts or law enforcement in these countries.
- Creation and Retention of your Profile
When you enter your email address and submit other Personal Information through the Air Canada Careers website (including the chatbot), we create a profile about you for the purposes described in this Policy. This profile will be retained until you notify us that you no longer wish to be contacted for that purpose or we will securely delete all Personal Information once it is no longer needed, in accordance with the law.
- Your Rights
You can exercise your rights relating to your Personal Information in the following ways:
- If you have submitted an application: To correct the personal information provided in your candidacy, please log in using the link provided in the email confirming our receipt of your application or by contacting our Privacy Office at the address below;
- If you have signed up to our Talent Network or if you have submitted an application: To access, download or request the deletion of the Personal Information we hold about you, please visit our Personal Information page or contact our Privacy Office at the address below.
- Changes to this Policy
This Policy was last updated June 11 2025.
We may update this Policy from time to time. We encourage you to read this Policy when applying.
- Addressing Your Concerns
If you have any questions or concerns about this Policy or wish to request that we change how we communicate with you, please contact our Privacy Officer at:
Email:
privacy_vieprivee@aircanada.caAddress:
Air Canada Principal Privacy Officer
Air Canada Centre
ZIP YUL 1276
7373 Côte-Vertu West
St. Laurent, Quebec H4Y 1H4
Telephone: (514) 422-6020
Facsimile: (514) 422-2641
CALIFORNIA POLICY ADDENDUM
This California Policy Addendum ("California Addendum") only applies to you if you are an applicant residing in California according to California law. If the contents of this California Addendum conflict with the contents of the Policy, the contents of this California Addendum will prevail. The California Consumer Privacy Act ("CCPA") provides California applicants with certain rights. Without limiting the other rights provided under the Policy and, in each case, subject to what is required and permitted under the CCPA, as a California applicant, you have:
- The right to request that your Personal Information collected by us be deleted;
- The right to request that your inaccurate Personal Information be corrected;
- The right to have access to and to know what Personal Information has been collected by us, as well as certain other information surrounding this collection;
- The right to know what Personal Information is disclosed, sold or shared (as each of these terms are defined under the CCPA) to third parties (as well as the categories to which these third parties belong); and
- The right to not be discriminated against because of your exercise of your rights under the CCPA.
Throughout the Policy, you can find information on:
- The categories of Personal Information collected from you by us, which, for greater clarity, include identifiers, Personal Information as defined under subdivision (e) of Section 1798.80 of the California Civil Code, professional and employment-related information and education information;
- The purposes for which these categories of Personal Information are collected;
- The period of time during which your Personal Information will be retained by us;
- How we disclose this Personal Information to third parties and the categories of third party this Personal Information is disclosed to; and
- The sources from which we have obtained Personal Information on you.
In certain circumstances, we may collect Sensitive Personal Information from you. The Sensitive Personal information collected is limited to information concerning your health.
You may submit your requests made under the CCPA via the contact points made available under the section entitled "Addressing Your Concerns" within the Policy. In order to proceed with such requests, we may ask you to provide us with information that will allow us to verify your identity. This includes your email address as well as any other information which we may reasonably request for this purpose.
Over the last 12 months:
- We have disclosed identifiers, Personal Information as defined under subdivision (e) of Section 1798.80 of the California Civil Code, professional and employment-related information and education information to third parties for business purposes; and
- We have not participated in the sale or sharing (as each of these terms are defined under the CCPA) of Personal Information relating to California applicants obtained pursuant to the Policy.
UNITED KINGDOM, SWITZERLAND AND EUROPEAN UNION POLICY ADDENDUM
This United Kingdom, Switzerland and European Union Policy Addendum ("UK, Swiss and EU Addendum") only applies to you if you are an applicant residing in United Kingdom, Switzerland or the European Union. If the contents of this UK, Swiss and EU Addendum conflict with the contents of the Policy, the contents of this UK, Swiss and EU Addendum will prevail.
Throughout the Policy, you can find information on:
- The categories of Personal Information collected from you by us;
- The purposes for which these categories of Personal Information are collected;
- Automated individual decision-making, including profiling;
- The period of time during which your Personal Information will be retained by us;
- How we disclose this Personal Information to third parties and the categories of third party this Personal Information is disclosed to; and
- The sources from which we have obtained Personal Information on you.
This UK, Swiss and EU Addendum serves to supplement the Policy and provide you with more information on how we Process your Personal Information as well as what your rights are. For the purposes of this UK, Swiss and EU Addendum, the terms "Process", "Processing" and "Processes" means any operation or set of operations performed upon Personal Information, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. Processing will be carried out on paper and by electronic means
- Identity and Contact Details
Air Canada is responsible for handling your Personal Information in accordance with applicable law and is therefore the controller within the meaning of the applicable Privacy Laws. Please use the information provided in the section entitled "Addressing Your Concerns" within the Policy to contact us.
- Purposes and Legal Bases
For each purpose indicated in the Policy, we Process your Personal Information to the corresponding legal basis set out below. The Processing of your Personal Information is limited to the purposes for which the Personal Information were collected. We will inform you if we decide to Process your Personal Information for other purposes in the future.
Purpose
Applicable Legal Basis
Authenticating you, if you join the Talent Network
Processing necessary for the purposes of the legitimate interests pursued by us
Create a profile to conduct searches to identify and attract suitable candidates for applications
Processing necessary for the purposes of the legitimate interests pursued by us
Performing initial candidate screenings
Processing necessary to perform the employment contract and/or the collective agreement (where applicable) or to take steps at your request, before entering the employment contract
Performing initial candidate screenings based on previous employment history and application outcomes
Processing necessary for the purposes of the legitimate interests pursued by us
Evaluating your suitability for the position you are applying for and assessing your professional competencies
Processing necessary to perform the employment contract or to take steps at your request, before entering the employment contract
Complying with legal obligations and processes
Processing necessary to comply with our legal obligations
Preventing and investigating security incidents or fraud
Processing necessary for the purposes of the legitimate interests pursued by us
Contacting you about employment opportunities (if you have chosen to receive such communications)
Consent
Carrying out surveys on our recruitment process
Consent
Verifying your references
Consent
Capturing video recordings of interviews to evaluate your suitability for the position you are applying for and assessing your professional competencies
Consent
Using automated employment tools to assist in the recruitment process
Processing necessary for the purposes of the legitimate interests pursued by us
We transfer your Personal Information to the following recipients, in each case for the corresponding purpose and legal basis:
Recipient
Purpose
Applicable Legal Basis
Recruitment providers
To assess your application
Processing necessary for the purposes of the legitimate interests pursued by us
Government and law enforcement agencies, external consultants (e.g. lawyers, auditors) and other recipients
As permitted or required by applicable law or regulatory requirements
Processing necessary to comply with our legal obligations
Parties in the context of litigation, external consultants (e.g. lawyers)
To establish, exercise or defend against legal claims
Processing necessary for the purposes of the legitimate interests pursued by us
Other recipients
With your consent where such consent is required by law
Consent
- Data Subject Rights
- Your Rights
You have the right to:
- access to your Personal Information and certain other supplementary information (right of access);
- rectification of any inaccurate Personal Information concerning you (right to rectification);
- erasure of Personal Information concerning you (right to erasure);
- restrict the Processing of your Personal Information (right to restriction of Processing);
- receive the Personal Information that you provided to us, in a structured, commonly used, and machine-readable format and/or to transmit that Personal Information to a third party (right to data portability);
- object at any time, because of your particular situation, to the Processing of your Personal Information on the basis of our legitimate interests. We will stop Processing your Personal Information unless we demonstrate compelling legitimate grounds for the Processing that override your interests, rights, and freedoms or for the establishment, exercise, or defence of legal claims (right to object); and
- for Processing based on consent, withdraw your consent (right to withdraw consent). Withdrawal of consent does not affect the lawfulness of Processing already done with your consent.
Please use the contact address provided in the section entitled "Addressing Your Concerns" within the Policy to exercise your rights.
- Right to Lodge a Complaint
You have the right to lodge a complaint with the data protection authority in your country.
- Personal Information Processed when you Exercise your Rights
In order to proceed with your request, we may ask you to provide us with information that will allow us to verify your identity. This includes your email address as well as any other information which we may reasonably request for this purpose.
We Process the Personal Information that you may provide in exercising the rights set out above, not only to comply with your request but to demonstrate our compliance, and to defend our legal position.
Personal Information will be stored in accordance for a duration of time required or permitted by applicable law.
This Processing is necessary to comply with our legal obligation to address your requests. Processing to defend our legal position is based on our legitimate interests.
- Your Rights
- Special Categories of Personal Information
We may also Process Sensitive Personal Information. The only Sensitive Personal Information we may Process is trade union membership. The legal basis for this Processing is performance of the employment contract.
- Personal Information Sharing and International Transfers
- Recipients of your Personal Information
- Internal Access
Internal access to your Personal Information is restricted to those who need it to perform their employment functions.
- Third Parties
We transfer your Personal Information to the recipients listed under Section 2 of this UK, Swiss and EU Addendum, in each case for the corresponding purpose and legal basis.
- Internal Access
- Third Country Transfers
In general, your Personal Information is Processed outside the European Economic Area in Canada.
The Processing of your Personal Information in Canada is considered adequately protected by the European Commission and other relevant authorities. For onward transfers to recipients in countries that do not have an adequacy decision from relevant authorities, we:
- use approved standard contractual clauses with supplementary measures as necessary to ensure that your Personal Information has essentially the same protection as in the European Union; or
- Otherwise rely on a specific exception set out in applicable Privacy Laws which would allow us to transfer your Personal Information to recipients in countries that do not have an adequacy decision from the relevant authorities, for example, the transfer is necessary for the establishment, exercise or defence of legal claims.
You can request further details about the safeguards that we have implemented, including, where applicable a copy of the standard contractual clauses by contacting us using the contact address provided in the section entitled "Addressing Your Concerns" within the Policy.
- Recipients of your Personal Information
- Retention
We erase or anonymize your Personal Information once they are no longer needed for the purposes for which we have collected or Processed them in accordance with this UK, Swiss and EU Addendum and the Policy.
Your Personal Information will be stored for a longer period of time only to the extent required by law, including but not limited to for purposes of establishing, exercising or defending against legal claims. This storage is based on our legitimate interest, the requirement to properly document our business operations, and the need to maintain our legal position.
We may be required by law to retain your Personal Information for certain periods of time. In such cases, the Processing of your Personal Information is necessary to comply with our legal obligations and legitimate interest. For example, our legitimate interests include our ability to establish, exercise or defend ourselves against legal claims.