Privacy & Confidentiality Policy

1. Introduction

Proven Careers ("we", "us" or "our") is a career coaching practice based in Ontario. We serve clients across Ontario, with a focus on Toronto, the Greater Toronto Area (GTA) and Simcoe County. We respect the privacy of our clients, workshop participants and website visitors ("you").

This Policy explains how we collect, use, disclose and safeguard your information when you visit provencareers.com (the "Site") or use our coaching sessions, workshops and related services (the "Services"). We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), which governs private-sector businesses in Ontario.

Please read this Policy carefully. If you do not agree with it, please do not submit personal information or book Services.

2. Our Confidentiality Commitment

Career conversations are personal. You may tell us why you want to leave your job, what went wrong in an interview, or what you earn. This section explains how we protect that trust.

2.1 What Stays Confidential

Everything you share during coaching is confidential. This includes your career history, current employer, reasons for a job change, salary, interview performance, assessment results, session notes and any personal circumstances you choose to mention.

2.2 No Contact With Employers or Recruiters

We will never contact your current or prospective employer, a recruiter or your references without your written permission. We will also never confirm that you are our client. This matters in local job markets such as Simcoe County and the GTA, where employers and recruiters often know each other. Your job search stays your business.

2.3 Exceptions

We may disclose confidential information only:

• with your written consent;
• when required by law, court order or subpoena;
• when there is a serious and imminent risk of harm to you or another person;
• to collect unpaid fees, limited to your name, contact details and billing history.

Where the law allows, we will tell you before any disclosure.

2.4 Coaching Is Not Legally Privileged

Coaching conversations are not protected by legal privilege the way communications with a lawyer are. In rare cases, a court can order their disclosure. Please keep this in mind before sharing details of a legal dispute with an employer.

2.5 Testimonials and Case Examples

We never publish your name, photo, story or feedback without your written consent. We may use fully anonymized examples in workshops or articles. In those examples, every detail that could identify you or your employer is removed.

2.6 Workshops

Workshops are group sessions. We ask all participants to keep what others share confidential, but we cannot control what other participants do. Share only what you are comfortable sharing in a group. Workshops are not recorded unless this is announced in advance.

2.7 Referrals

If someone referred you to us, we will not share anything about your coaching with them. With your permission, we may confirm only that you got in touch.

3. Information We Collect

We collect only the information needed to provide the Services. You do not have to provide personal information, but some Services may not be possible without it.

3.1 How We Collect It

We collect information when you:

• submit the contact form on the Site;
• email us at info@provencareers.com;
• book a free screening call or paid session;
• complete the Client Consent & Agreement form;
• take part in coaching sessions or workshops.

3.2 Contact Data

Your name, email address, phone number, city or region, and LinkedIn profile URL.

3.3 Career Data

Your resume, cover letters, work and education history, skills, target roles, the job postings you are pursuing, and any salary expectations you choose to share.

3.4 Coaching Records

Session notes, practice interview answers, psychometric and practice assessment results, action plans, and our emails and messages.

3.5 Payment Records

The amount, date and method of each payment, kept for invoicing and tax purposes. We accept Interac e-Transfer and PayPal. E-Transfers are processed by participating financial institutions, and PayPal handles card data under its own privacy policy. The Site does not collect card details. Please never send bank account or card numbers through the contact form or by email.

3.6 Information We Do Not Want

Please do not send us your Social Insurance Number, health information, immigration documents or passwords. Please also do not send confidential documents that belong to a current or former employer. If we receive any of these, we will delete them.

4. Use of Your Information

We use your information only to:

• deliver coaching sessions and workshops;
• prepare personalized presentations, reports and feedback;
• develop individualized job search plans;
• provide resume suggestions, homework assignments, and actionable plans;
• schedule sessions and send reminders;
• process payments and issue receipts;
• send resources and follow-ups related to your Services;
• respond to your questions and requests;
• improve our Services, using anonymized information only;
• keep business records and meet legal obligations.

We send newsletters or promotional emails only if you opt in separately, as required by Canada's Anti-Spam Legislation (CASL). You can unsubscribe at any time.

We never sell, rent or trade your personal information, and we never use it for third-party advertising.

5. Disclosure of Your Information

5.1 Service Providers

We use a small number of trusted providers to run the practice. They process information under their own terms and privacy policies. We share only what each task needs.

5.2 Storage Outside Canada

Some of these providers store or process data outside Canada, including in the United States. Information stored there is subject to the laws of that country, and its authorities may access it under those laws.

5.3 By Law

We disclose information without your consent only in the situations listed in section 2.3.

5.4 Closing or Transferring the Practice

If Proven Careers closes or is transferred to another coach, client records will be securely destroyed. They will be transferred only with your consent.

We do not share your information with advertisers, data brokers, investors or marketing partners.

6. AI-Assisted Tools

Some Services, such as resume analysis and interview-answer feedback, may use artificial intelligence (AI) tools. When we use them:

• we remove names, employer names, contact details and other identifiers before submitting your documents, where practical;
• we use provider settings that prevent your content from being used to train AI models;
• your coach reviews every AI-generated suggestion before it reaches you;
• AI never makes decisions about you; it only supports the coaching.

Even with these settings, AI providers may keep submitted content in security and abuse-monitoring logs for a limited time, typically up to [30 days], or longer where required by law. Processing may take place outside Canada.

You may opt out of AI-assisted tools at any time by email. Coaching continues without them.

7. Data Retention

We keep information only as long as we need it, then delete it, destroy it securely, or anonymize it.

8. Security of Your Information

We protect your information with password-protected accounts, two-step verification, encrypted cloud storage and secure, up-to-date devices. Any paper notes are kept locked and shredded when no longer needed.

No method of storage or internet transmission is completely secure. If a privacy breach creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada, as PIPEDA requires.

9. Website Analytics and Cookies

With your permission, we use Google Analytics to understand how visitors find and use the Site, such as which pages are viewed most often. If you accept analytics, the tool may collect pages viewed, general location, device and browser type, and visit activity, using cookies. Analytics does not load unless you accept it in the consent bar.

You can change your choice at any time using the Cookie Preferences link in the Site footer, or block cookies in your browser settings. Rejecting analytics does not affect your ability to browse the Site, contact us or book a session. Withdrawing consent stops future collection but does not erase data already collected.

Our analytics settings are not designed to collect names, email addresses, messages or resume content.

10. Your Privacy Rights

You have the right to:

• access the personal information we hold about you;
• correct information that is inaccurate or incomplete;
• receive a copy of your documents and records;
• withdraw your consent, subject to legal and contractual limits;
• ask us to delete your information, except records we must keep by law;
• complain to the Office of the Privacy Commissioner of Canada.

To make a request, email info@provencareers.com with one of these subject lines:

• PRIVACY REQUEST — ACCESS to see or receive a copy of your information;
• PRIVACY REQUEST — CORRECTION to correct your information;
• DELETE MY DATA to have your information deleted;
• UNSUBSCRIBE to stop newsletters and promotional emails.

We may ask you to confirm your identity. We will respond within 30 days.

11. Information About Minors

Our Services are designed for adults 18 years and older. If you are considering career support for someone under 18, such as a high school or college student, please contact us first. Please do not send a minor's resume or personal details before we have discussed it. A parent or guardian should be involved in any arrangement.

12. Third-Party Websites

The Site may link to other websites, such as LinkedIn, job boards or practice-test providers. This Policy does not cover their privacy practices. Please review their policies before sharing information with them.

13. Changes to This Policy

We may update this Policy. The current version, with its date, is always on this page. If we make a significant change, we will email active clients before it takes effect.

14. Contact Us

Our Privacy Officer is responsible for this Policy and for all privacy questions, requests and complaints.

Proven Careers · Ontario · info@provencareers.com