Information & Document Management jobs

Data and Privacy Management Specialist

About Port to Port Immigration Services Inc.

Port to Port Immigration Services Inc. is a Halifax-based B2B immigration consulting firm specializing in LMIA applications, the Temporary Foreign Worker Program, and employer-driven immigration streams. We support approximately 70 employer-clients across Canada and are guided by RCIC-credentialed consultants regulated by the College of Immigration and Citizenship Consultants (CICC).

Position Summary

Port to Port is seeking a detail-oriented # Data and Privacy Management Specialist to lead the consolidation, secure storage, and lifecycle management of sensitive client records — including identity, medical, and educational documentation collected as part of Canadian immigration applications. This role owns the organization's data retention practices and privacy compliance program, ensuring the company meets its obligations under PIPEDA and CICC regulatory standards.

Key Responsibilities

Records Consolidation & Management

- Consolidate and organize client records — identity documents, medical exam results, educational credentials, and supporting documentation — into a centralized, secure system

- Establish and maintain a records retention schedule ensuring all files are retained for a minimum of 6 years, up to 10 years, in line with regulatory and legal requirements

- Implement a consistent file structure, naming convention, and access-control protocol across all client files

- Track retention/disposal timelines and manage secure destruction of records once retention periods lapse

Privacy Governance

- Develop, implement, and maintain the company's privacy policy, ensuring alignment with PIPEDA and any applicable provincial privacy legislation

- Design and administer a formal privacy complaints procedure, including intake, investigation, response timelines, and documentation

- Conduct periodic privacy risk assessments and internal audits of data handling practices

- Ensure the company maintains "PIPEDA compliant" status on an ongoing basis, including monitoring for regulatory updates

Data Security & Access Control

- Manage access permissions to sensitive client data on a need-to-know basis across staff and contractors

- Oversee secure collection, transmission, and storage of identity and medical documentation

- Maintain breach response protocols and incident logs

Training & Documentation

- Develop internal training materials on privacy obligations and secure data handling for staff

- Maintain up-to-date documentation of all data management and privacy processes for audit readiness

Qualifications

- 2+ years of experience in privacy compliance, records management, data governance, or a related field

- Working knowledge of PIPEDA; familiarity with immigration, legal, or healthcare data handling considered a strong asset

- Experience developing privacy policies and complaint-handling procedures

- Strong organizational skills with meticulous attention to detail

- Comfortable working with highly sensitive personal, medical, and identity information

- Experience with document management systems and secure file storage

- Certificate or coursework in privacy/access-to-information management (e.g., CIPP/C) is an asset

- Discretion and sound judgment are essential given the sensitivity of the information handled

What We Offer

• Starting wage of $55,000 or commensurate with experience
• Medical, Dental and Benefits
• Two weeks fully remote work per year.
• Two weeks vacation and increasing with seniority.
• RRSP contribution plan.
• Opportunity to build a compliance culture in growing firm.
• Collaborative team environment supporting Canadian employers and international workers

To apply, please submit a resume and cover letter outlining relevant privacy/records management experience.

Pay: $55,712.41-$75,000.00 per year

Work Location: Hybrid remote in Halifax, NS B3J 1P3