Effective date: September 14, 2026
Applies to: mdsearch.ca (the “Site”), operated by MDSearch (“MDSearch,” “we,” “us”)
This policy explains how MDSearch Inc. (“MDSearch”, “we”, “us”) collects, uses, shares and protects personal information through the websites and services we operate: mdsearch.ca (retained physician and healthcare recruitment) and mdpost.ca (“MDpost”, a free healthcare job board operated by MDSearch Inc.). It applies to employers, job seekers, candidates and anyone who contacts us. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy law.
Job seekers and candidates: name, contact details, profession and specialty, licensure and registration status, location, CV or resume and anything you choose to tell us about your experience and preferences; on MDpost, the application details you submit for a specific listing.
Employers and clients: organization name, contact name, work email, phone, website, and the details of the vacancies you post or engage us to fill, including compensation, schedule and licensing requirements.
Job-alert subscribers: email address, specialty and province preferences.
Everyone: technical information such as IP address, browser type and pages visited, collected through cookies and analytics (see section 7), and the content of any correspondence with us.2. How we collect it
Through forms on this Site (powered by Jotform), by email, by phone, and in the course of working with you directly. We may also maintain information you have previously provided to us over the course of our relationship.
MDSearch (mdsearch.ca): to conduct retained searches on behalf of employer clients, to present candidates to those clients with the candidate’s knowledge, to keep in touch with candidates about roles that match their profile, and to manage our client relationships and invoicing.
MDpost (mdpost.ca): to verify that a posting comes from a genuine employer with a genuine vacancy; to publish the listing; to relay each application, in full, to the employer that posted the role; to send job alerts you have asked for; to send employers verification, renewal and applicant-delivery emails about their listing; and to investigate reports of fraudulent postings.
Both: to respond to enquiries, to maintain security and prevent abuse (for example, rate-limiting and spam detection), to meet legal obligations, and to understand how our sites are used so we can improve them.
MDpost and MDSearch are operated by the same company but serve different purposes, and we keep the information separate by default.
An application you submit on MDpost goes to the employer that posted the listing. MDSearch does not review MDpost applications, except in two cases: applications to listings badged “MDSearch managed”, which are retained searches MDSearch is conducting; and applicants who tick the optional box on the MDpost application form giving MDSearch express consent to contact them about other opportunities. That consent is optional, is never required to apply, and can be withdrawn at any time by replying to any email from us or writing to info@mdpost.ca.
Employer contact information collected on MDpost is used to operate the listing. It is not published on the listing. MDSearch may contact an MDpost employer about recruitment services only where the employer has asked about them or consented to hear from MDSearch.
Employers: when you apply on MDpost, the employer receives your application in full, with your email address as the reply-to and your CV attached if you provided one. The employer is responsible for how it handles your information from that point.
Service providers: we use Google Workspace (email, storage and spreadsheets), Jotform (forms), our web host, and analytics providers to run our services. They process information on our behalf and under their own security commitments. Some of these providers store data outside Canada, including in the United States, where it may be subject to local law.
Legal: we disclose information where required by law, regulation, court order, or to investigate fraud or abuse of our services.
We do not sell personal information.
We send commercial electronic messages only with consent as required by Canada’s Anti-Spam Legislation, or under an applicable exemption such as an address conspicuously published for a business role. Every such message identifies MDSearch Inc., includes our mailing address, and offers a working unsubscribe. Job alerts are sent only to people who subscribed and only when a matching job is posted. Employers who post on MDpost consent to service emails about their listing (verification, renewal, applicant delivery).
Candidate and application records are kept for as long as they are useful for the purpose collected and to meet our legal obligations. MDpost applications and relayed CVs are retained for up to 24 months after the listing closes, then deleted, unless you have consented to remain in MDSearch’s candidate database. Job postings and their revision history are retained for at least three years after removal, as Ontario employment law expects. Fraud reports and outcomes are logged, and each version of our fraudulent-posting policy is kept for three years after it stops being in effect. You can ask us to delete your information sooner (section 8).
Our sites use cookies and Google Analytics 4 to understand traffic and usage, with IP anonymization enabled. Links between mdsearch.ca and mdpost.ca carry tracking parameters so we can see how people move between the two. You can block cookies in your browser; the sites still work.9. Security
We use commercially reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is completely secure, but we limit access, use established platforms, and review our practices regularly.
You can ask us what personal information we hold about you, ask us to correct it, withdraw consent, or ask us to delete it, subject to legal retention requirements. Write to info@mdsearch.ca (MDSearch matters) or info@mdpost.ca (MDpost matters), or to the mailing address below. We respond within 30 days. If you are not satisfied with our response you may contact the Office of the Privacy Commissioner of Canada.
We protect personal information with access controls, encrypted transmission, and limited internal access. Uploaded CVs are stored in a private folder accessible only to MDSearch staff who need them. No system is perfectly secure; if a breach creates a real risk of significant harm we will notify affected people and the Privacy Commissioner as the law requires.
We may update this policy; the effective date at the top will change when we do. Questions or requests:
MDSearch Inc.
219 Hurontario St, Collingwood, ON L9Y 2M1
1-888-988-7466
info@mdsearch.ca · info@mdpost.ca
Next step
A short questionnaire tells us exactly what your search needs. We’ll review it, follow up with anything we’re missing, and set up a brief, confidential call.
