Employee Privacy Policy

1.Policy Statement

Weed Man (the “Company”) is committed to protecting the privacy and security of the personal information of all employees across all jurisdictions in which we operate, including Canada and the United States. This Policy outlines the framework for the collection, use, disclosure, and protection of employee personal data, ensuring that our practices remain transparent and compliant with applicable privacy legislation.

2. Scope

This Policy applies to all employees of the Company, including office staff, management, and field personnel. It covers all personal information collected during the recruitment process, throughout the duration of the employment relationship, and following the termination of employment.

3. Objectives

The objectives of this Policy are designed to ensure clarity, accountability, and the protection of individual privacy while supporting the operational needs of the Company by:

  • Ensuring consistent and compliant data handling practices across Canadian and U.S. operations.
  • Establishing clear guidelines for the collection and use of personal data.
  • Maintaining the confidentiality and security of the Company’s information and employee records.
  • Defining the specific restrictions regarding the sharing of mobile information to meet telecommunications and service provider requirements.
4. Definitions

“Mobile Information Carve-Out” refers to the specific protection of cellular data as required by service providers: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

“Personal Information” refers to any information about an identifiable individual, which may include but is not limited to home address, personal phone numbers, social insurance/social security numbers, financial information, and performance records.

5. Company Responsibilities

The Company is committed to maintaining the integrity and confidentiality of employee personal information. Responsibilities include:

  • Ensuring all personal data collected is processed lawfully, fairly, and in a transparent manner.
  • Implementing robust physical, technical, and administrative safeguards to protect against unauthorized access, loss, or disclosure.
  • Providing information on how to report incidents or concerns regarding data privacy.
  • Reviewing and updating this Policy regularly.
6. Employee Responsibilities

Employees play a critical role in maintaining the privacy and security of their personal data and Company information. Responsibilities include:

  • Maintaining up-to-date personal and emergency contact information within the payroll or Human Resources Information System.
  • Ensuring the security of Company data and equipment, especially when working in public or non-private locations.
  • Promptly reporting any suspected data breaches, loss of Company equipment, or unauthorized access to their supervisor or manager.
7. Mobile Messaging and SMS Communications

The Company may communicate with employees using SMS/text messaging for operational and employment-related purposes, including scheduling, dispatching, service updates, safety notifications, payroll alerts, and human resources communications.

Employees may opt in to receive SMS communications through employment onboarding forms, electronic consent forms, scheduling systems, or other approved methods.

Message frequency may vary. Message and data rates may apply.

Employees may opt out of non-essential SMS communications at any time by replying STOP to any message or by contacting Human Resources.

For assistance, employees may reply HELP or contact the Company directly.

No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent information will not be shared with any third parties except as necessary to provide messaging services or as required by law.

8. Policy Review

This Policy will be reviewed periodically and updated as necessary to reflect changes in legislation, Company practices, or best practices in data protection and employee privacy.

Reports/Reference:
  1. Personal Information Protection and Electronic Documents Act (PIPEDA) – https://www.priv.gc.ca/ (Canada)
  2. California Consumer Privacy Act (CCPA) / CPRA – https://cppa.ca.gov/ (California, USA)
  3. Texas Data Privacy and Security Act (TDPSA) – https://www.texasattorneygeneral.gov/ (Texas, USA)

Name of Policy

Employee Privacy Policy

Policy Number

HRM-1.8e

Policy Owner

Human Resources Department

Approved by

Chantal Kevorkian, Human Resources Manager

Established Date

May 8, 2026

Last Revision Date

Next Review Date

May 8, 2027

Version, Date, Author and Group, Description of Revision

1.0

HR Department

Newly established