Privacy Policy

Dean Services Corp. d/b/a Dean Executive Search (“Dean Executive Search,” “DES,” “we,” “us,” or “our”) is a retained executive search firm headquartered in Toronto, Ontario. Every day we handle information about leaders, candidates, and the organizations that hire them. Protecting that information—and being clear about how we use it—is fundamental to the service we provide and to the trust you place in us. This Privacy Policy explains, in straightforward language, how we collect, use, disclose, and safeguard your personal information.

Dean Executive Search is committed to complying with the Personal Information Protection and Electronic Documents Act (“PIPEDA”) and all other applicable privacy laws. By using our website at www.deanexecutivesearch.com or by engaging with any of our services, you are agreeing to the collection, use, and disclosure of your personal information as described in this Privacy Policy (“Policy”). This Policy is part of, and subject to, our Terms of Use.

For clarity, “services” means any executive recruitment, search, assessment, consulting, or related activities provided by Dean Executive Search, whether delivered online, by phone, by email, or in person.

1. Scope

This Policy applies to personal information we collect from:

• Candidates – individuals who apply through us or are referred to us for executive opportunities with our clients.
• Clients – organizations that engage us for recruitment, search, assessment or consulting services, as well as their representatives.
• Website Users – anyone who visits or interacts with www.deanexecutivesearch.com or any related online service we operate.

This includes, but is not limited to, information collected through our website, by phone, by email, and during in-person meetings or consultations. By working with us or by using our website, you agree that we may collect, use, and share your personal information as described in this Policy. If you have questions at any time, please contact us using the details in Section 15.

2. Our Commitment

At Dean Executive Search, integrity is at the core of our business and guides every aspect of how we handle your personal information. We are committed to earning and maintaining your trust by being transparent and responsible in all our privacy practices. Specifically, we:

• Collect only the information we need to deliver our services and run our firm.
• Explain why we are collecting personal information and how we will use it.
• Obtain consent where the law requires it and honor your choices.
• Protect the information in our care with appropriate safeguards.
• Give you meaningful control over your information, including access, correction, and deletion where possible.

We regularly review our privacy practices to ensure they meet or exceed industry standards, and we train our team to handle your information with care and professionalism. If you have questions or concerns about how your information is managed, we encourage you to contact us at any time.

3. What Do We Mean by “Personal Information”?

“Personal information” means any information about an identifiable individual. This includes things such as a person’s name, contact details, résumé, interview notes, or assessment results. It does not include information that has been anonymized so that it can no longer identify a specific individual.

4. Non-Personally Identifiable Information

In addition to personal information, we also collect and use information that does not identify you as an individual, which we refer to as “Non-Personally Identifiable Information” or “NPI.” NPI includes data that has been aggregated, de-identified, or anonymized so that it cannot be connected to a specific individual. Examples of NPI include statistical or demographic information, browser type, device information, and details about how users interact with our website, such as pages visited and usage patterns.

We may collect NPI through cookies or similar technologies when you visit our website, as well as through internal research and analysis of our services. NPI is used to help us understand trends, improve our website and services, and enhance the experience for all users. We may also use NPI to customize the website, monitor website traffic, and analyze user size, usage patterns, demographics, interests and behaviors. We may also use NPI in an aggregated form for research, reporting, or to share insights about our business, but this information cannot be used to identify any individual. NPI may be shared with trusted third parties, business partners, or service providers, but only in aggregate form and for lawful purposes such as improving our website and services. For example, we may use analytics tools, such as Google Analytics, to collect and analyze NPI about website traffic and activity.

NPI is not subject to the same restrictions as personal information, as it cannot be used to identify you. However, we are committed to handling all information responsibly and in accordance with applicable privacy laws. If you wish, you may disable cookies through your browser settings, though this may affect certain features of our website.

5. Information We Collect

5.1 Candidates

We may collect:

• Contact details (name, mailing address, email, phone).
• Résumé, curriculum vitae, or Professional profile.
• Academic history, employment history, compensation expectations, and references.
• Results of interviews, assessments, or background checks that you authorize.
• Notes from our conversations with you or with individuals you refer us to.
• Any additional information you choose to provide to us during the recruitment process, such as cover letters, work samples, or responses to questionnaires.
• Information about your professional interests, skills, and career goals, to help us match you with suitable opportunities.

5.2 Clients and Client Representatives

We may collect:

• Contact details and job titles.
• Information about hiring objectives, culture, and position requirements.
• Feedback on candidate profiles and search progress.
• Communications and correspondence related to search assignments, including meeting notes and preferences regarding candidate selection.
• Any other information you provide to help us understand your organization’s needs and deliver our services effectively.

5.3 Website Users

We may collect:

• Information you choose to provide through web forms, email, or other interactive features.
• Non-identifiable data such as browser type, device information, and pages visited, collected through cookies or similar technologies.
• Information about your interactions with our website, such as the time and duration of your visits, the links you click, and the resources you access.
• If you contact us through the website, we may retain records of your inquiry and our response.

We strive to collect only what is necessary to provide our services, improve your experience, and fulfill our legal obligations. If you have questions about the types of information we collect, please contact us for more details.

When we collect information from individuals in Europe, we do so based on your consent, our legitimate business interests, to fulfill a contract, or to comply with legal obligations. We will always explain the reason for collecting your information.

6. How We Use Your Information

We use your personal information only for purposes that a reasonable person would consider appropriate in the context of an executive search firm. Our primary goal is to use candidate information to fulfill our clients’ executive search mandates and help them build strong leadership teams. While we strive to ensure a professional and respectful experience for all candidates, our contractual relationship is with our clients, and our services are provided on their behalf. Specifically, we use your information to:

1. Deliver Recruitment Services
   • Match candidates with client opportunities by reviewing qualifications, experience, and preferences to identify the best fit for open roles.
   • Facilitate interviews, coordinate scheduling, and gather feedback from both candidates and clients throughout the recruitment process.
   • Communicate status updates, next steps, and outcomes to keep you informed at every stage.
2. Communicate With Candidates
   • Respond to inquiries, share role specifications, send service notices, and provide information about services.
   • Send service notices, updates, and important communications related to your search.
   • Maintain our ongoing business relationship by keeping in touch as your needs or interests evolve.
3. Understand Needs and Improve Our Services
   • Analyze trends and feedback (on a de-identified basis) to better understand the needs of candidates, clients, and website users.
   • Conduct research and gather insights to improve our recruitment strategies, website functionality, and overall service quality.
   • Use your feedback to refine our processes and ensure we are meeting your expectations.
4. Meet Legal and Regulatory Obligations
   • Comply with applicable laws, professional standards, and contractual commitments, including those related to privacy, anti-discrimination, and record-keeping.
   • Respond to lawful requests from regulators or authorities when required.
5. Manage Our Business
   • Maintain accurate internal records for operational, audit, and risk management purposes.
   • Carry out potential business transactions, such as mergers or acquisitions, while ensuring your information remains protected and is only used for approved purposes.
   • Manage and enhance the security of our systems to protect your information from unauthorized access or misuse.

DES does not post jobs or make hiring decisions. While we may use AI or other technology to assist in research or candidate identification, any use of AI for assessment or selection is conducted by our clients and is outside our control.

7. When We Share Information

We do not sell or rent personal information. We share it only in the situations below:

1. With Your Consent

   In the course of providing executive search services, we may share candidate personal information with our clients as part of our standard business practices. By working with DES and providing your résumé or other personal information, you acknowledge and consent to the sharing of your personal information—including your name, professional profile, and other relevant details—with our clients for the purposes described in this Privacy Policy.

   We take reasonable steps to limit the information shared at this stage to what is necessary for our clients to evaluate potential candidates. Once you are actively considered for a specific role or further steps in the recruitment process, we may request additional information from you and will keep you informed about how your information is being used.

   We do not sell or rent personal information. We share it only in the following circumstances:

   1. With Clients: As described above, candidate information is shared with clients as part of our executive search services.
   2. With Service Providers: We may share your personal information with trusted third parties who help us operate our business—such as IT providers and professional advisors. These service providers are given access only to the information necessary to perform their work for us, and they are required to protect your information and keep it confidential.
   3. Business Transactions: If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that deal. In such cases, we will ensure your information remains protected and is used only for the purposes described in this Privacy Policy. We will notify you of any such transfer if required by law.
   4. Legal Reasons: We may disclose information when required by law, court order, or other lawful request, or to protect our rights, privacy, safety, or property.
   5. International Transfers: Some of our service providers may store or process information outside Canada (for example, in the United States). When this happens, your information may be subject to the laws of those jurisdictions. We will ensure it is protected by appropriate safeguards, such as contracts or approved frameworks.

We share information only as necessary to deliver our services, comply with legal obligations, or as otherwise described above. We do not use or disclose your personal information for any other purpose without your consent.

8. Notification of Legal Disclosure

If we are required to disclose your personal information due to a legal request (such as a court order, subpoena, or lawful request from a regulator or law enforcement agency), we will make reasonable efforts to notify you of the disclosure, unless we are legally prohibited from doing so. Our goal is to be transparent about how your information is handled and to keep you informed whenever possible.

9. Your Choices and Consent

By providing your résumé or other personal information to Dean Executive Search (“DES”), you are consenting to the collection, use, and disclosure of your personal information as described in this Privacy Policy, including the sharing of your information with our clients for executive search purposes. This consent is a condition of our ability to consider you for client opportunities.

• Giving Consent – Consent can be express (written, verbal, or electronic) or implied (for example, when you respond to our outreach, provide your résumé, or otherwise engage with us in the context of an executive search process). In some cases, we may collect or share limited professional information about potential candidates with clients prior to direct engagement, as part of our legitimate business interests and in accordance with applicable privacy laws. When we engage directly with candidates, we will provide further details and seek consent for any additional collection, use, or disclosure of personal information.
• Withdrawing Consent – You may withdraw consent at any time, subject to legal or contractual restrictions. If you choose to withdraw your consent, this may affect our ability to consider you for current or future client opportunities. We will explain any impact and next steps if you choose to withdraw your consent.
• Marketing – We do not send mass marketing emails. If we ever do, we will offer an easy way to opt out.

You are always in control of your information. If you have questions about your choices or need help with your consent preferences, please contact us at any time.

10. Access, Correction, and Other Rights

You have the right to:

• Ask whether we hold personal information about you and receive a copy, subject to limited exceptions.
• Request corrections to keep your information accurate and current.
• Ask us to delete information we no longer need, provided no law requires us to keep it.

If you make a request, we will respond within a reasonable time and at minimal or no cost. We will always do our best to fulfill your request.

Please note, we may not be able to provide access to certain information for legal, security, or proprietary reasons (for example, if the information contains references to other individuals, is subject to legal privilege, or cannot be disclosed for regulatory reasons). If we cannot provide access, we will explain the reason to you.

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have specific rights under privacy laws, including the right to access, correct, delete, or restrict the use of your personal information, and to object to certain uses. You may also have the right to receive your information in a portable format or to lodge a complaint with your local data protection authority.

To make a request or exercise your rights, please contact our Privacy Officer using the details in Section 15. We are here to help and will work with you to address your concerns.

11. Retention

We keep personal information only as long as necessary to fulfill the purposes in this Policy and to comply with legal obligations. When information is no longer required, we securely delete it or render it anonymous. You can ask us to delete your information at any time, unless we are required to keep it for legal reasons.

12. Safeguards

We use physical, administrative, and technical safeguards appropriate to the sensitivity of the information, including:

• Secure offices and locked filing cabinets.
• Role-based access controls and staff confidentiality agreements.
• Password protection, encryption, firewalls, and intrusion-detection systems.
• Regular review of our security measures and employee training on privacy best practices.

No system is perfect, but we strive to protect information from loss, misuse, or unauthorized access.

13. Children

Our services and website are not directed to children under 18. We do not knowingly collect personal information from anyone in that age group.

14. Links to Other Websites

Our website may contain links to other sites for your convenience and information. Please be aware that we are not responsible for the privacy practices or the content of those external sites. We encourage you to review the privacy policies of any third-party websites you visit, as their practices may differ from ours.

15. Contact Us

If you have questions, wish to exercise your rights, or want to make a privacy complaint, please contact our Privacy Officer:

Dean Executive Search
Attention: Privacy Officer.
Phone: 416-918-3206
E-mail: adam.dean@deanexecutivesearch.com
Mail: 443 Glencairn Ave., Toronto, ON, M5N 1V4 Canada

We investigate all privacy complaints and will respond within 14 business days. If you are not satisfied with our resolution, you may contact the Office of the Privacy Commissioner of Canada or the relevant provincial regulator.

16. Jurisdiction and Regulatory Framework

Dean Executive Search is headquartered in Toronto, Ontario, Canada, and is subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws. If we process information of individuals in the European Economic Area, United Kingdom, or Switzerland, we comply with the General Data Protection Regulation (GDPR) and related laws, including requirements for transparency, consent, and data subject rights.

17. Changes to This Policy

We may update this Policy from time to time. When we do, we will post the revised version and change the “Last updated” date at the top. Your continued relationship with us after any change means you accept the updated policy. If we make significant changes to this policy, we will let you know by posting a clear notice on our website before the changes take effect.

Thank you for trusting Dean Executive Search. We are committed to safeguarding your privacy while helping you build exceptional leadership teams.