Housing, Infrastructure and Communities Canada Staffing

Description: This bank describes information about recruitment and staffing activities, which includes solicited and unsolicited applications for employment, the collection of curriculum vitaes through third-party recruitment tools, position reclassifications, secondments, deployments, and other work assignments or arrangements within government institutions. Personal information may include name, contact information, assessment/test results, biographical information, citizenship status, date and place of birth, educational information, employee identification number, employment equity information, employee personnel information, financial information, official language proficiency, medical information, opinions and views of, or about, individuals, signatures, electronic ‘tags', gender, physical attributes and picture/video.

Note: Individuals requesting information described by this bank should provide a competition number, if applicable. A PIA was completed on Web-Based Staffing Tools in 2021 and a subsequent PIA was completed for LinkedIn Recruiter in 2025.

Class of Individuals: Employees of the institution, individuals who apply for employment at HICC including through recruitment initiatives, other individuals who have made their information public on web based recruitment tools, as well as individuals who provide references or are supervisors of applicants.

Purpose: Personal information is used to administer recruitment and staffing activities which includes maintaining an inventory of potential candidates for future staffing actions. Personal information is collected pursuant to the Department of Housing, Infrastructure and Communities Act, the Public Service Employment Act, the Employment Equity Act, and the Canadian Human Rights Act (section 16).

Consistent Uses: Information may be disclosed to the Public Service Commission, Treasury Board Secretariat and other government institutions for recruitment, employment equity, and staffing purposes, including complaints (refer to Institution-Specific Personal Information Banks: for the Public Service Commission of Canada: Applicant Inventories and Referrals - PSC PPU 015; Assessment by the Personnel Psychology Centre - PSC PCU 025, Second Language Evaluation (SLE) Test Results - PSC PPU 030, Executive Resourcing - PSC PCE 746, Analytical Environment - PSC PCE 761, and Investigations, Mediation and Conciliation - PSC PPU 010; for Treasury Board of Canada Secretariat: Employment Equity Data Bank - TBS PCE 739 and Workforce Adjustment Monitoring (WFAM) System - TBS PCE 804). Information relating to staffing complaints may be shared with the Public Service Commission (refer to Institution-Specific Personal Information Bank Investigations, Mediation and Conciliation - PSC PPU 010) and the Public Service Staffing Tribunal, when required. On request, selected information may be disclosed to a participant in a staffing process. Information may also be shared with third party service providers to manage recruitment and staffing initiatives. Information may also be used or disclosed for human resources planning and studies (refer to Standard Personal Information Bank Human Resources Planning - PSU 935) and staffing decisions may also be described in Standard Personal Information Bank Employee Personnel Record - PSE 901. Voluntary self-identification information relating to employment equity programs and services is also described in Standard Personal Information Bank Employment Equity and Diversity - PSE 918. Selected information about reclassifications may be proactively disclosed on government institutions' websites. Information may also be used or disclosed for program planning or management, reporting, safety or security purposes, audit, evaluation, statistical, research and/or policy development.

Retention and Disposal Standards: Records of successful candidates chosen for positions at HICC will be retained for five years after the staffing action is completed or abandoned and then destroyed. Records of candidates who are not selected for positions at HICC will be retained for two years after the last administrative action and then destroyed.

RDA Number: 2021/003

Related Record Number: PRN 919 and PRN 920

TBS Registration: 20230008

Bank Number: HICC PPU 015