Privacy and Records Manager -Canada & US

Privacy and Records Manager – Canada and US

Department: Legal Team

Work Location: Toronto – Leaside

Job Summary
Ensure VCNA meets privacy and records management obligations across Canada and the US, safeguarding personal information and overseeing the lifecycle of physical and electronic records. Embed privacy-by-design into business and IT initiatives; serve as the internal privacy subject‑matter expert; and implement records governance best practices to protect VCNA from regulatory, financial, and reputational risk while enabling secure, compliant, and efficient operations.

Key Responsibilities

• Own day‑to‑day privacy and records management execution, recognizing and escalating legal interpretation and high‑risk issues.
• Privacy
  - Develop and assist with implementation of new and updated policies, procedures, and forms; review and advise on required updates as laws and regulations change; align company‑level policies with global policies.
  - Collaborate with VCNA business and corporate groups (and global parent in Brazil) to identify and address privacy‑related issues that require improvement.
  - Assist external and internal parties with forms related to privacy policies, including individuals requesting correction or deletion of data; respond to all PII‑related requests.
  - Serve as the internal subject‑matter expert on privacy law in all jurisdictions; perform compliance monitoring activities such as personal data audits and record retention audits; serve as Chief Privacy Officer under the Quebec Privacy Act; liaise with all VCNA departments, including IT, on privacy matters; coordinate response to data breaches.
• PII Management
  - Work with teams to improve record management from a privacy perspective; work with IT to tighten controls around PII in VCNA systems, including recommending controls, deleting unnecessary PII, moving PII from insecure repositories, and tightening access controls.
• Privacy Impact Assessments (PIA)
  - Evaluate company projects against threshold analysis to determine whether a PIA is needed; conduct necessary PIAs; work with project delivery teams to ensure mitigations are instituted.
• Record Management
  - Participate in team responsible for VCNA’s document management strategy and structure; advise on collection, use, organization, accessibility, modification, storage, security, transfer, retrieval, reception, maintenance, anonymization, de‑identification, deletion, disclosure, and management of data; oversee records management lifecycles, including application of records management timelines to electronic and paper records.
• Behavior Change Management
  - Drive organization‑wide agenda for structured record management; provide general and targeted training on privacy and records policies, data breach response, and data management best practices; proactively interface with departments and employees to improve compliance.
• Planning & Benchmarking
  - Set annual plans for each area (privacy & record management) with long‑term vision; benchmark against industry maturity.

Education & Designations

• Must‑have: Bachelor’s degree in law, business, information management, public policy, privacy/data governance or related field.
• Preferred but not mandatory certifications: CIPP/C (Canada), CIPP/US (US), CIPM.

Experience

• 4–7 years in a regulated or industrial environment.
• Privacy: In charge of all or part of a privacy program; supported or managed privacy impact assessments, data inventories/mapping, breach tracking, regulator interactions, exposure to more than Ontario regulatory framework; experience with policy drafting, rollout, behavior change management, and training.
• Records Management: Exposure to retention schedules, document classification, cleanup initiatives; worked with business units on classification.

Skills

Communication & Language

• Fluent in English (written and oral).
• French fluency is an asset.
• Excellent written communication skills—policy drafting, summaries, clear business guidance.
• Strong verbal communication skills; can explain privacy and record requirements in plain language to non‑legal audiences.

Stakeholder Management & Influence

• Work effectively with cross‑functional stakeholders (IT, HR, operations, business teams).
• Follow up and drive accountability across teams.
• Balance collaboration with respectful pushback.
• Strong interpersonal skills and professional judgment.

Organization & Project Management

• Strong organizational and coordination skills.
• Manage multiple workstreams and competing priorities.
• Track tasks, deliverables, and deadlines across stakeholders.
• Detail‑oriented with strong follow‑through.
• Nice‑to‑have: familiarity with basic project management approaches.

Problem‑Solving & Judgment

• Practical, solutions‑oriented mindset.
• Work with imperfect or incomplete information.
• Know when to act independently versus escalating.
• Sound judgment in handling sensitive or confidential information.

Self‑Management & Work Style

• Proactive and self‑directed.
• Comfortable operating in a fast‑paced, multi‑jurisdictional environment.
• Strong sense of ownership and accountability.
• Comfortable organizing self in a less structured environment.
• Proficiency in Microsoft 365 (Excel, Word, Outlook, Teams, SharePoint).
• Track and manage information using spreadsheets/tools; organize documentation in shared environments.
• Learn new internal systems (e.g., DMS, privacy tools) without heavy technical support.

Work Environment
Leaside office per Remote Work Policy.
5–10% travel within Ontario and possibly the US.

Salary Range

$102,000 – $120,000 per annum.

Benefits

• Training, professional development, tuition reimbursement/assistance.
• Competitive wages; vacation and holiday time.
• Medical, dental, vision, disability and life insurance.
• RRSP and DC (CAN) and 401K (U.S.).
• Lifeworks Employee Assistance Program (EAP).
• Educational scholarship program for dependents of regular salaried employees.
• Fertility drug coverage.
• Paid maternity leave top‑up.
• Hybrid work model for certain positions.

Inclusion and Equal Opportunity Employment
We have a results‑oriented culture that values being open, honest, and authentic. We are continually expanding our diverse and inclusive team by providing opportunities for everyone, regardless of race, ethnicity, age, gender, religion, sexual orientation, gender identity, gender expression, disability or economic status—for a workplace where you can express your individuality and be your best self.