Privacy Policy

Effective Date: October 3, 2025 -- Last Updated: October 20, 2026

Rokstars Global HRM Inc. -- also known as Rokstars -- is committed to protecting your privacy. This policy explains what information we collect, how we use it, who we share it with, and what rights you have. We operate as both a managed HR and recruiting services company and as the developer of the Zenna platform, and this policy covers both.

Important notice: Rokstars provides managed HR and recruiting services. We are HR professionals, not employment lawyers. Nothing in this policy or our services constitutes legal advice. If you have specific legal questions about privacy, employment law, or compliance obligations, please consult a qualified legal professional in your jurisdiction.

Who We Are

Rokstars Global HRM Inc. (operating as "Rokstars," "we," "us," or "our") is a managed HR and recruiting services company headquartered in Mississauga, Ontario, Canada. We serve clients in Canada, the United States and other places where we can deliver our services, through direct HR support services and through Zenna, our proprietary technology-enabled HR and recruiting platform.

This policy applies to:

Visitors to our website at rokstarshrm.com and our blog at blog.rokstarshrm.com
Prospective clients who use our interactive planners or submit inquiries
Clients who engage our managed HR and recruiting services
Users of the Zenna platform, including client administrators, HR contacts, and candidates in client recruiting pipelines

This policy is written to meet the requirements of applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's Anti-Spam Legislation (CASL), the California Consumer Privacy Act (CCPA/CPRA), the CAN-SPAM Act, and the Telephone Consumer Protection Act (TCPA).

Privacy Officer

Our designated Privacy Officer is responsible for overseeing our compliance with this policy and applicable privacy laws.

Privacy Officer: Mark Ocampo
Company: Rokstars Global HRM Inc.
Address: 55 Village Centre Place, Suite 200, Mississauga, ON L4Z 1V9, Canada
Email: hello@rokstarshrm.com
Toll-free: (888) 327-1220
Local: (647) 494-4252

Information We Collect

The information we collect depends on how you interact with us. We organize it into three categories:

Website and inquiry information -- collected when you visit our website or submit a form:

Name, email address, phone number
Company name, size, and industry
Information about your workforce, hiring and HR needs (from our interactive planners)
Any other information you choose to share when contacting us

Client and platform information -- collected when you engage our services or use Zenna:

Business contact information and account credentials
HR configuration preferences, role structures, and hiring workflows
Communications through the Zenna platform including chat messages and emails sent via the platform
Service history, notes, and records related to your account
Payment and billing information processed through our PCI-DSS compliant payment processor

Candidate information -- collected as part of recruiting services on behalf of client companies:

Resumes, applications, and supporting documents
Interview notes and assessment results
Contact information and communication history
Employment history and qualifications

Technical information -- collected automatically when you visit our website:

IP address, browser type and version, device information
Pages viewed, time spent, and referring URLs
Cookies and similar tracking technologies (see Cookies section below)

Our Interactive Planners

Our website offers free interactive planners that help you think through your hiring and workforce needs. Here is how they handle your information:

While you answer -- we save your answers as you go, with the steps you reached and when, the kind of device you use (phone, tablet or computer), and how you found the planner (for example, a LinkedIn post). These research records don't include your name, email, company or anything you type in your own words, and they're kept separate from any plan or call request. We use them to see where people stop, improve the questions, and understand what businesses need, so we can shape our services. They're never used to contact you. You can turn this off on the planner's first screen; your answers then stay in your browser until you ask for your plan or a call.
If you then ask for your plan or a call -- we note that your visit led to a request, but we don't connect your research record to your name or email.
When you ask for your plan or a call -- we save your first name, your answers, the results worked out from them, your email address, and your company name, website and phone number if you give them. We also save where you came from (for example, a LinkedIn or Google link) and a scrambled code made from your internet connection, used only to prevent abuse. We never store your IP address itself.
How we use it -- to build and send your plan, to prepare for a call you request, to understand workforce needs, and to improve our planners. Any research uses combined information that doesn't identify you. We may publish combined results, such as how many businesses chose a certain answer, but only in a form that can't identify you or your business.
Your private link -- your plan is at a private link that only works for someone who has it. Links expire after a set time.
Calls -- a Rokstars Advisor looks at your plan only if you request a call.
Your team -- our planners don't ask for names, health information or other personal details about your employees. Please don't include them in any text you type.
Worksheet notes -- notes you type into worksheets in your plan stay in your browser on that device. We don't receive them.
Marketing -- asking for your plan doesn't sign you up for marketing emails. That's a separate, optional checkbox.
Analytics -- Google Analytics counts which steps people complete. We never send it your name, email, answers or plan link.
Advertising -- if you came to a planner from one of our ads, the ad platform's tag notes that a plan or call was requested, so we can tell whether the ad worked. It never receives your name, email, answers or plan link, and our private plan pages don't load these tags at all.

To see, correct or delete what a planner saved about you, contact our Privacy Officer at hello@rokstarshrm.com.

Candidate and Job Applicant Data

When Rokstars provides recruiting and hiring support to a client company, we process candidate information on behalf of that client. In this context the client company is the data controller -- meaning they determine why and how candidate data is used -- and Rokstars acts as a data processor following the client's instructions and our service agreement.

Candidates whose information we handle as part of a client engagement have the right to contact the client company directly regarding their data. They may also contact us at hello@rokstarshrm.com and we will direct their inquiry appropriately. We do not use candidate data collected on behalf of one client for any other purpose, and we do not share it with other clients or third parties except as required to perform the recruiting service.

We retain candidate data only for as long as necessary to complete the recruiting engagement, plus any period required by the client's own retention obligations or applicable employment law.

The Zenna Platform

Zenna is our proprietary HR and recruiting concierge platform. It combines technology and managed service support in a single environment. Zenna includes:

Client portal -- secure account access for client HR contacts and administrators
In-platform messaging -- direct chat between clients and the Rokstars team
Email communications -- messages sent and received through the platform's email layer
SMS notifications -- text messages sent with user consent for updates and appointment reminders
Candidate pipeline -- tracking and management of candidate progress through hiring stages

Communications conducted within Zenna are stored securely and are accessible only to the account holder, relevant Rokstars team members, and parties explicitly included in the conversation. We do not read private communications for marketing purposes. Communications may be reviewed for quality assurance, service improvement, or where required by law.

AI-Assisted Services

Zenna uses artificial intelligence to help streamline HR and recruiting workflows, including summarising candidate information, suggesting next steps, and organising pipeline data. AI is used as an assistive tool only. No employment-related decisions -- including candidate advancement, rejection, or hiring recommendations -- are made by automated means without human review and oversight by a qualified member of the Rokstars team or the client's own HR contacts.

If you have questions about how AI is used in a specific part of our service, contact us at hello@rokstarshrm.com.

How We Use Your Information

We use the information we collect for the following purposes:

To respond to inquiries and consultation requests, and to deliver plans from our interactive planners
To provide, manage, and improve our managed HR and recruiting services
To operate and maintain the Zenna platform
To send appointment reminders, service updates, and transactional communications
To send marketing and promotional communications (with your consent)
To send SMS messages about our services and updates (with your express written consent)
To process payments and manage subscriptions and billing
To analyse website usage through Google Analytics and improve our online presence
To measure and improve our ads on Facebook, Instagram, LinkedIn and Google
To improve our planners and understand what businesses need, using planner research records that don't include your name or email (you can turn this off on the planner's first screen)
To comply with legal obligations and respond to lawful requests
To prevent fraud, protect security, and enforce our agreements

Email and SMS Communications

Email communications

By submitting your email address through our website or entering a service relationship with us, you consent to receive transactional emails related to our services (appointment confirmations, service updates, plans from our interactive planners). If you also opt in to marketing communications, you may receive promotional emails about our services and resources. You may unsubscribe from marketing emails at any time using the unsubscribe link in any message. Unsubscribing from marketing emails does not affect transactional communications. We comply with CASL (Canada) and the CAN-SPAM Act (United States).

SMS and text message communications

We only send text messages to users who have provided express written consent by checking the SMS consent box on our forms or opting in within the Zenna platform. By opting in, you consent to receive:

Appointment reminders and scheduling updates
Service and status updates related to your account or recruiting activity
Promotional messages about our services (where separately consented)

Important SMS terms:

Message and data rates may apply
Message frequency varies based on your service activity
You may opt out at any time by replying STOP to any message
Reply HELP for assistance
SMS consent and opt-in information is never sold, rented, or shared with third parties for their own marketing purposes
Consent to receive SMS messages is not required as a condition of purchasing any service from us

We comply with TCPA (United States) and CASL (Canada) requirements for SMS communications.

Cookies, Analytics and Advertising

Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help us understand how visitors use our site.

We use the following categories of cookies:

Essential cookies -- required for the website to function. These cannot be disabled.
Analytics cookies -- used to understand traffic patterns and improve our site. We use Google Analytics for this purpose. Google Analytics sets cookies that collect information such as pages visited, time on site, and referring sources. Google Analytics uses an identifier stored in your browser to count visits. We use its reports to see overall patterns, not to identify you.
Advertising cookies and tags -- when we run ads, we use tags from the ad platforms: the Meta Pixel (Facebook and Instagram), the LinkedIn Insight Tag and Google Ads conversion tracking. They tell those platforms when someone who saw or clicked one of our ads visits our site or asks for a plan or a call, so we can measure our ads and show them to people likely to find them useful. These tags may set cookies and collect information about your browser and device. We never send them your name, email, planner answers or plan link. Each platform handles this information under its own privacy policy.

You can control cookies through your browser settings. To opt out of Google Analytics tracking specifically, you may install the Google Analytics opt-out browser add-on. Disabling cookies may limit some website functionality.

To limit ads based on your activity, you can use Facebook and Instagram ad preferences, LinkedIn advertising settings, My Ad Center for Google, and the industry opt-out tools at YourAdChoices.ca (Canada) and optout.aboutads.info (United States). You can also block third-party cookies in your browser settings.

Payment Information

When you purchase services, payment information is collected and processed by our PCI-DSS compliant payment processors. We do not store complete payment card information on our own servers. Payment data is transmitted securely and handled in accordance with Payment Card Industry Data Security Standards (PCI-DSS).

How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

We may share your information in the following circumstances:

Service providers -- we share information with trusted vendors who help us operate our business, including email marketing platforms, CRM systems, SMS messaging services, website hosting (Netlify), database hosting (Supabase), email delivery (Resend), analytics (Google Analytics), advertising platforms (Meta, LinkedIn and Google Ads) for measuring our ads, and payment processors. These providers are contractually required to protect your information and use it only for the purposes we direct.
Client companies -- in the context of managed recruiting services, relevant candidate information is shared with the client company on whose behalf we are working.
Legal requirements -- we may disclose information when required by law, in response to valid legal process, or to protect the rights, property, or safety of Rokstars, our clients, or the public.
Business transfers -- if Rokstars is involved in a merger, acquisition, or sale of assets, your information may be part of the transaction. You will be notified via email or prominent notice on our website if this occurs.
With your consent -- we may share information for other purposes when you have explicitly agreed.

Data Retention

We retain personal information only as long as necessary to fulfil the purposes described in this policy or as required by law:

Website inquiries and interactive planner submissions -- up to 7 years for business records
Planner research records (no contact details) -- up to 12 months, then deleted or combined into totals that can't identify anyone
Email marketing lists -- retained until you unsubscribe
SMS marketing lists -- retained until you opt out
Client service records -- up to 7 years after service termination
Candidate data (from recruiting engagements) -- duration of the engagement plus any legally required retention period, typically no longer than 2 years unless the client requests otherwise
Zenna platform communications -- retained for the duration of the client relationship plus up to 3 years, or as required by applicable employment records legislation
Website analytics data -- in accordance with Google Analytics data retention settings (default 26 months)

When personal information is no longer needed, it is securely deleted or anonymised.

Data Security

We implement appropriate technical and organisational security measures to protect your information, including:

SSL/TLS encryption for all data transmitted between your browser and our servers
Restricted access controls so only authorised personnel can access personal information
Secure storage systems and databases with regular security assessments
Employee training on data protection practices

No method of internet transmission or electronic storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security. If you believe your information has been compromised, contact us immediately at hello@rokstarshrm.com.

Sensitive Information

Because Rokstars works in HR and accessibility consulting, we may occasionally encounter information about disabilities, health conditions, or accommodation needs as part of client engagements. This type of information is treated with heightened care. We collect it only when necessary to deliver the service, we do not use it for any secondary purpose, and we apply additional access restrictions to any record containing it.

Your Privacy Rights

Rights under PIPEDA (Canada)

Right to access -- request a copy of personal information we hold about you
Right to correction -- request correction of inaccurate or incomplete information
Right to withdrawal of consent -- withdraw consent for certain uses of your information
Right to lodge a complaint -- file a complaint with the Office of the Privacy Commissioner of Canada

Rights under CCPA/CPRA (California residents)

Right to know -- request disclosure of personal information we have collected, used, or shared about you
Right to delete -- request deletion of your personal information, subject to certain exceptions
Right to opt out -- opt out of the sale of personal information (note: we do not sell personal information)
Right to non-discrimination -- we will not discriminate against you for exercising your privacy rights

To exercise any of these rights, contact our Privacy Officer at hello@rokstarshrm.com or call (888) 327-1220. We will respond within the timeframes required by applicable law, typically 30 to 45 days.

Children Under 18

Our services are directed to businesses and HR professionals. We do not knowingly collect personal information from individuals under the age of 18, and our platform is not intended for use by minors. If we become aware that we have collected information from someone under 18 without appropriate consent, we will delete it promptly. If you believe we have collected such information, contact us immediately at hello@rokstarshrm.com.

International Data Transfers

Your information may be transferred to, stored in, and processed in Canada, the United States, or other countries where our service providers operate. These countries may have different data protection laws than your country of residence. By using our services, you consent to such transfers. We take steps to ensure that any transfer of personal information is subject to appropriate safeguards.

Third-Party Links

Our website and platform may contain links to third-party websites or services not owned or controlled by Rokstars. This policy does not apply to those third-party sites. We are not responsible for their privacy practices and encourage you to review their policies before sharing any personal information.

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, technology, legal requirements, or services. When we make material changes, we will update the "Last Updated" date at the top of this page and notify you by email where we have your address on file. Your continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

Governing Law

This Privacy Policy is governed by the laws of the Province of Ontario, Canada, and applicable federal laws of Canada, without regard to conflict of law provisions. For users in the United States, applicable federal and state privacy laws also apply.

Contact Us

Questions, concerns, or requests related to this Privacy Policy should be directed to our Privacy Officer:

Mark Ocampo, Privacy Officer
Rokstars Global HRM Inc.
55 Village Centre Place, Suite 200
Mississauga, ON L4Z 1V9, Canada
hello@rokstarshrm.com
Toll-free: (888) 327-1220
Local: (647) 494-4252