Privacy Policy I HR Services

Last updated March 23, 2026

Sea Kelp HR & Staffing Services (“Sea Kelp HR”, “we”, “us”, “our”) is committed to protecting the privacy of individuals whose personal information we collect in the course of operating our website and delivering HR and staffing services. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA).

1.Who we are and how to contact us

Organization: Sea Kelp HR & Staffing Services
Privacy Officer: Alexandra Penney (Founder/Principal Consultant)
Phone: (250) 726‑4045
Email: privacy@SeaKelpHR.ca

Sea Kelp HR is responsible for personal information under its control and has designated a Privacy Officer to oversee compliance with PIPA and this Policy. You may contact our Privacy Officer with questions, requests, or complaints about our privacy practices.

2.Scope of this Policy

This Policy applies to personal information we collect through:

Our website (including contact forms, newsletter signups, and cookies/analytics); and
Our HR and staffing services for clients (e.g., advisory, recruiting, training, etc.).

“Personal information” means information about an identifiable individual, excluding business contact information (name, title, business address/phone/email) used solely to contact the individual in a business capacity.

3.What personal information we collect

We collect only the personal information reasonably necessary for the purposes described below:

Website interactions: Name, email, phone number, and any details you submit via forms (e.g., requests for consultation); technical data such as IP address, device/browser, pages viewed, and site usage via cookies/analytics (see Cookies & Analytics - Section 11).
Client services (HR consulting): Contact details, company/role, information necessary to advise on HR matters (e.g., policies, workplace facts), candidate/resume data, interview notes, background/reference information provided lawfully by you or your referees, and records of our communications. Where we collect personal information about employees or candidates on a client’s behalf, we do so under the client’s direction and applicable PIPA provisions (including special rules for employee personal information).
Workshops/events/newsletters: Registration details, attendance records, and communication preferences.

We identify the purposes at or before the time of collection and do not collect personal information beyond what is necessary for those purposes.

4.Why we collect personal information

Provide HR services: To respond to inquiries, schedule consultations, deliver HR and staffing services, and manage client relationships.
Recruitment support: To assess candidate fit, coordinate interviews, and communicate decisions on behalf of clients.
Operations and security: To operate, maintain, secure, and optimize our website and systems.
Legal and compliance: To meet legal obligations, manage risk, and address disputes or regulatory inquiries.
Marketing with consent: To send newsletters or event invitations if you opt‑in (you can unsubscribe anytime).

We will only use personal information for these identified purposes or for purposes reasonably compatible with them, unless we obtain your further consent or are otherwise permitted/required by law.

5.Consent choices and withdrawing consent

We obtain meaningful consent for the collection, use, and disclosure of personal information, except where PIPA authorizes an exception (e.g., certain investigations, emergencies, legal proceedings). You may withdraw your consent at any time, subject to legal/contractual restrictions and reasonable notice; we will inform you of any implications of such withdrawal.

Marketing: We only send marketing emails with opt‑in consent, and every message includes an unsubscribe link.

Employee personal information (clients): Where we handle “employee personal information” on behalf of a client, consent rules may differ under PIPA; however, advance notice and purpose limitation apply.

6.How we use and disclose personal information

We limit use and disclosure to what is necessary to fulfil the purposes described above:

Service delivery to you: Providing HR advice, recruitment, training, and related administration.
Client‑directed recruitment: Sharing candidate information with the specific client seeking to fill a role; conversely, sharing role details with candidates being considered, as appropriate.
Service providers (processors): We may use vetted third parties to host our website, provide email, cloud storage, e‑signature, scheduling, analytics, and productivity tools. These providers are contractually bound to protect personal information and may only handle it for us (not for their own purposes). Some may be located outside British Columbia/Canada (see Cross‑Border Transfers).
Legal/other disclosures: We may disclose personal information if permitted or required by law (e.g., to comply with a subpoena or to protect the safety of an individual).

We do not sell personal information.

7.Cross‑border transfers

Where service providers store or access personal information outside British Columbia, that information may be subject to the laws of those jurisdictions. We take reasonable steps—contractual and technical—to ensure comparable protections and will provide information on cross‑border practices upon request.

8.Accuracy

We make reasonable efforts to ensure personal information is accurate, complete, and up‑to‑date for the purposes for which it is used. You can help by notifying us of any changes.

9.How long we keep information

We retain personal information only as long as necessary to fulfil the identified purposes or as required by law, after which we securely delete or anonymize it. We also retain information for a reasonable period to address questions or complaints. Specific retention periods (e.g., for recruitment files or client matter files) are available upon request.

10.How we protect information

We use physical, organizational, and technical safeguards appropriate to the sensitivity of the information, including role‑based access, encryption in transit where supported, secure configurations, and staff awareness. We periodically review our safeguards and use Office of the Information & Privacy Commissioner for British Columbia (OIPC) security self‑assessment guidance to benchmark our practices.

11.Cookies & analytics

Our website may use necessary cookies (to operate the site) and optional analytics cookies (to understand site traffic and improve content). If we use third‑party analytics (e.g., Wix analytics), those providers may set their own cookies and receive de‑identified usage data from your browser. Where required, we will present a cookie banner that lets you accept or manage optional cookies; you can also adjust browser settings to limit cookies. See our Cookie Notice (if available) for details on cookie types, providers, and durations.

12.Your rights: access and correction

On written request, we will inform you of the existence, use, and disclosure of your personal information and give you access to it, subject to limited exceptions under PIPA (e.g., security, solicitor‑client privilege, references). You may request corrections to inaccuracies, and we will correct or annotate the information as required by PIPA. We respond within statutory time limits (and may extend as permitted) and may charge a reasonable fee in limited circumstances.

How to make a request: Contact our Privacy Officer (see Section 1). We will verify identity before providing access or making corrections.

13.Privacy breaches: our response

If a privacy breach occurs, we will take immediate steps to contain it, assess risks, and notify affected individuals and/or the OIPC where appropriate, following the OIPC’s breach response guidance. We also review root causes to improve safeguards.

14.Third‑party websites

Our site may link to third‑party websites or services. Their privacy practices are governed by their own policies, and we encourage you to review them.

15.Updates to this Policy

We may update this Privacy Policy to reflect changes in our practices, technologies, or legal requirements. We will post the updated version on our website with a revised “Last updated” date. For material changes, we will provide a more prominent notice or seek renewed consent where required.

16.Questions or complaints

If you have questions or wish to make a complaint about our privacy practices, please contact our Privacy Officer first using the contact details in section 1. If you are not satisfied with our response, you may contact:

Office of the Information and Privacy Commissioner for British Columbia (OIPC)
Phone: 250‑387‑5629 | Toll‑free: 1‑800‑663‑7867 (request a transfer)
Website: https://www.oipc.bc.ca/

The OIPC oversees compliance with PIPA and accepts complaints from individuals.