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Legislative Compliance

HR Compliance Checkup: A 5-Step Action Plan for Ontario Small Business Owners

Cutting through HR compliance confusion

Staying compliant with Ontario’s employment standards and occupational health and safety legislation can quickly become overwhelming, especially with frequent legislative updates. Small businesses often face unique challenges, including limited resources and competing priorities, making it even harder to stay on top of changing requirements and avoid costly penalties for noncompliance. This challenge is particularly true for businesses where HR and health and safety tasks are handled by employees with multiple responsibilities or by those who do not have expertise in HR or workplace health and safety.

This blogpost aims to simplify the key HR and health and safety compliance requirements for businesses in Ontario. We’ll cover essential policies for Ontario employers, what’s new with the series of Working for Workers Acts, mandatory training requirements, and actionable steps to help keep your business compliant and protected.

HR compliance checkup: Key insights

  • Understanding Ontario’s compliance landscape
  • Essential policies every Ontario employer needs
  • Essential information on the Working for Workers Acts
  • Mandatory training requirements for Ontario employees
  • Your five-step compliance action plan
  • Frequently asked questions
  • Navigating Ontario’s changing compliance landscape

Navigating Ontario’s changing HR compliance landscape 

Ontario employers must comply with several key pieces of legislation, including the Employment Standards Act, 2000 (ESA), the Occupational Health and Safety Act (OHSA), the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), and (for most private-sector organizations) the Personal Information Protection and Electronic Documents Act (PIPEDA). Compliance obligations can vary based on your organization’s size, industry, and activities. 

For many small businesses, staying compliant is a struggle because requirements are spread across multiple pieces of legislation and government agency websites. Missing a single requirement can expose your business to workplace investigations, ministry inspections, human rights complaints, and significant financial penalties. Taking a structured and proactive approach to compliance helps you stay ahead. 

Costs and consequences of noncompliance 

  • ESA: A corporation convicted of an offence, for example, falsifying records required to be maintained by the act, can be fined up to $100,000 for a first conviction, up to $250,000 for a second, and up to $500,000 for a third or subsequent conviction.  
  • AODA: Individuals convicted of an offence under this act can be fined up to $50,000 for each day the violation occurs or continues. For corporations, this increases up to $100,000 for each day the violation occurs or continues. 
  • PIPEDA: Organizations that commit certain offences under PIPEDA, such as interfering with investigations or mishandling data breaches, can face serious fines: for example, up to $10,000 for a summary conviction offence and up to $100,000 for an indictable offence.  

Why compliance is essential 

Clear policies and procedures protect your employees and your business. They set expectations, reduce risk, and demonstrate your commitment to a safe and fair workplace. When policies are communicated clearly and applied consistently, they help you meet legal obligations while building trust with your team. 

Essential policies for Ontario employers

Let’s review the key policies Ontario employers must have to comply with legislative requirements and safeguard their organizations. Remember that additional policies may be necessary depending on your organization’s size and industry. 

Download our guide, Top 5 Outdated HR Policies Employers Should Refresh, to learn which policies may be outdated at your organization. 

Workplace violence and harassment policy 

The OHSA requires most Ontario employers to prepare a written workplace violence and harassment policy, review it annually, and post it in a conspicuous place or make it available in an accessible electronic format. Your policy should clearly define violence and harassment (including conduct that may occur virtually), outline responsibilities, and include procedures for risk assessments, reporting incidents, investigating complaints, and addressing identified risks. 

Without clear policies and procedures in place, complaints can quickly escalate and expose your business to compliance, legal, and reputational risks. By implementing a workplace violence and harassment policy, employees understand how to raise concerns, supervisors know their obligations, and you can respond consistently when incidents occur. 

Accessibility policies 

Ontario’s AODA and its associated regulations require employers to implement policies that promote and support accessibility in various areas, including employment and information and communications. These policies should address accessible formats and communication supports, accommodation processes, training requirements, recruitment and hiring processes, and workplace emergency response information. Additional accessibility policies are necessary depending on whether you provide goods, services, and facilities to the public. 

Accessibility requirements affect everyday employment decisions, such as recruitment, performance management, and return-to-work discussions. Implementing accessibility policies and providing appropriate training ensures consistent application, reduces the risk of overlooked obligations, and demonstrates that accessibility is both a compliance responsibility and a core part of an organization’s commitment to inclusivity. 

Health and safety policy 

Under the OHSA, employers have a duty to take all reasonable precautions to protect workers and others in the workplace. Most employers must also prepare a written workplace health and safety policy, review it annually, and post it in a conspicuous place or make it available in an accessible electronic format. 

A comprehensive health and safety policy clearly defines responsibilities for leadership, supervisors, and employees, outlines reporting procedures and control measures, and helps to reduce the risk of workplace injuries. Near misses or poor inspection results can reveal gaps in your safety practices and are a risk to your business. By consistently applying strong health and safety policies and providing regular training, you can improve safety and accountability across your organization and better respond to incidents or ministry inspections. 

Employee privacy policy 

Under PIPEDA, private-sector organizations must establish policies and practices to safeguard personal information and demonstrate compliance with privacy requirements. 

A privacy policy should outline how personal information is collected, used, disclosed, retained, and protected. It should also address procedures for obtaining consent, responding to access or correction requests, implementing appropriate safeguards, and responding to breaches. Implementing a comprehensive privacy policy helps standardize practices, clarify roles and responsibilities, and demonstrate compliance with privacy legislation. 

Smoke-free workplace policy 

The Smoke-Free Ontario Act, 2017 prohibits smoking and vaping in enclosed workplaces. Employers must ensure compliance with this requirement and provide notice to employees about where smoking and vaping are not allowed. 

Questions about where smoking and vaping are permitted are common operational and compliance issues, particularly in shared or enclosed workplaces. A clearly communicated smoke-free workplace policy helps manage these situations consistently, supports a healthier work environment, and demonstrates that smoking-related legislation is taken seriously. 

WHMIS compliance policy 

Workplaces that use hazardous products face serious risks when rules are unclear or inconsistently applied. Under Ontario’s OHSA and Workplace Hazardous Materials Information System (WHMIS) requirements, employers must provide appropriate instruction and training on hazardous products to workers and ensure those hazardous products are properly labelled and that safety data sheets are available. 

A WHMIS compliance policy outlines how hazardous materials are identified, stored, and handled. It should also outline requirements for employee training and access to safety data sheets. A clearly articulated policy helps align daily practices with legislative requirements and supports the safe handling of hazardous materials. 

Download our WHMIS Bulletin to stay current on recent changes, identify potential policy gaps, and determine whether any additional policies apply to your workplace. 

Working for Workers Acts: Key deadlines 

Ontario’s series of Working for Workers Acts has introduced significant legislative changes affecting workplace standards, health and safety, and recruitment practices. With compliance deadlines now in effect, organizations must ensure they understand and meet their new obligations. 

June 19, 2025 

Long-term illness leave: A new, unpaid, job-protected leave for eligible employees who cannot work due to a serious medical condition came into effect under the Working for Workers Six Act, 2024. 

July 1, 2025

Several provisions came into force under various Working for Workers Acts on July 1, 2025:

  • Employment information for new hires: Employers with 25 or more employees must now provide new employees with prescribed employment information in writing before their first day of work (or as soon as possible). 
  • Washroom hygiene standards: Amendments to the OHSA now require employers and constructors to keep any washroom facilities they provide for employees clean and sanitary, and to maintain records of the cleanings. 
  • Digital platform worker protections: The Digital Platform Workers’ Rights Act came into effect, establishing minimum wage rates, recurring pay periods, prohibitions on withholding tips, and notice requirements for gig workers. 
  • Regulated professions transparency: Amendments to the Fair Access to Regulated Professions and Compulsory Trades Act, 2006 introduced additional documentation and assessment requirements for regulated professions.

November 27, 2025 

Several provisions came into force on November 27, 2025, as a result of the Working for Workers Seven Act, 2025: 

  • Job seeking leave: A new three-day unpaid job seeking leave was introduced for employees who are part of a mass termination to engage in related activities, such as searching for a new job, attending interviews, or attending training. 
  • Extension of temporary layoffs: A temporary layoff may now last for 35 or more weeks in a 52-week period if the layoff is less than 52 weeks in any period of 78 consecutive weeks, there is a mutual agreement between the employer and employee, and the employer receives approval from the director of employment standards. 
  • Record retention: Employers must retain copies of every extended layoff agreement made with an employee for three years after the approval date of the extended layoff expires. 

January 1, 2026 

Recruitment transparency provisions under previous Working for Workers Acts came into force on January 1, 2026. Employers with 25 or more employees must now ensure that all publicly advertised job postings include: 

  • The expected compensation or range of compensation for the position
  • Whether the posting is for an existing vacancy
  • Whether AI tools are used during the hiring process

Publicly advertised job postings and application forms may no longer include requirements for Canadian experience. Also, interviewed applicants must now be informed within 45 days of their last interview whether a hiring decision has been made, and copies of this information must be retained for three years after it is provided to the applicant. 

Download our Pay Transparency Policy Tip Sheet and Working for Workers Four Act Checklist to ensure you’re maintaining compliance with these legislative requirements. 

Mandatory training requirements for Ontario employees 

Several pieces of Ontario legislation require employers to provide specific training to employees. Failure to provide this mandatory training may result in significant financial and legal consequences for an organization, and untrained employees may be put at risk, leading to increased workplace accidents, diminished productivity, and legal consequences. 

Human rights and AODA training 

Under AODA’s regulations, employers must provide employees with accessibility training. The training must cover Ontario’s Human Rights Code as it relates to persons with disabilities and the requirements of the Integrated Accessibility Standards regulation. Not only is it a compliance requirement, but it’s also essential for creating an inclusive workplace and ensuring that everyone can participate fully and equally in society. 

Health and safety awareness and WHMIS training 

Under the OHSA, employers must ensure that employees complete basic health and safety awareness training and supervisors complete supervisor awareness training. This training provides a basic understanding of everyone’s rights and responsibilities under Ontario’s OHSA and is a foundational course that helps create a culture of safety in the workplace. Often, this general training must be supplemented by industry and workplace-specific safety training to address unique hazards. 

Also, employers must ensure that employees who work with or may be exposed to hazardous products in the workplace are trained on WHMIS. This training teaches employees the basic principles and main components of WHMIS, including hazard identification, pictograms, labelling, safe handling and storage, and safety data sheets. 

Organizations must comply with the latest WHMIS requirements. The Hazardous Products Regulations were amended as of December 15, 2022, and businesses were given a three-year transition period to implement the changes (until December 14, 2025). 

Workplace violence and harassment training 

Under the OHSA, employers must also provide employees with workplace violence and harassment training. Employees must be trained on the contents of their workplace violence and harassment policy, and supervisors must be trained on how to respond to and address workplace violence and harassment complaints and incidents. 

Additional training considerations 

An employer’s training requirements may vary based on the industry or on the nature of work that an employee performs. For instance, higher-risk sectors in construction or manufacturing often require more frequent, detailed, or specialized training. 

Organizations must ensure all new and current employees complete the necessary training and provide additional training when policies, procedures, or legislatives requirements change or updates are made. 

Preparing for next year: Your five-step compliance action plan 

Start the year right by reviewing your policies to ensure your workplace and employees are protected. Follow our step-by-step action plan below. Before implementing any updates, consult a trusted HR professional or employment lawyer to ensure your approach aligns with current legal requirements. 

Step 1: Prepare for updates and changes 

If you’re unsure about your organization’s compliance status, consult an HR professional to ensure key requirements are being met. For example, ensure your job postings meet current legal requirements, confirm that required employment information is being provided to new hires, and maintain records of workplace washroom cleanings. 

Monitor for new legislative updates and requirements in the jurisdictions you operate in and review your existing HR policies and procedures annually to identify gaps or missing compliance requirements. 

Step 2: Conduct an HR policy audit 

Review your current policies with a trusted HR professional to identify gaps, prioritize necessary updates, and confirm whether any additional policies apply to your workplace in light of legislative developments. 

Use Citation Canada’s Ultimate HR Compliance Guide to determine the policies you must implement at a minimum. 

Step 3: Update existing policies 

Update current policies to ensure that they reflect current legislation, including expanded definitions or newly introduced requirements. Work with a trusted HR professional or employment lawyer to ensure the changes are properly drafted and applied. 

Step 4: Implement a training and safety program schedule 

Ensure employees complete all required training, including human rights and accessibility (AODA) training and WHMIS training where hazardous products are present. Keep accurate training records and track completion dates to demonstrate compliance. 

Our blogpost, Syncing with Safety: Planning a Health and Safety Program Calendar, offers practical tips on creating an effective training and safety program schedule. 

Step 5: Communicate changes to your team 

After updating your policies and practices, it’s essential to inform your team about these changes. Provide clear communications, memos, and training sessions to explain new definitions, address questions, and outline updated worker protections or safety measures. This is also an opportunity to share tools and initiatives, such as the new Occupational Exposure Registry from Ontario’s Ministry of Labour, Immigration, Training and Skills Development. Prepare your managers to answer questions and support employees during the transition, keeping your leadership team aligned and ready. 

Our blogpost, Six Steps to Help Communicate HR Policy Changes Without Creating Uncertainty, can help get you started. 

Frequently asked HR compliance check questions 

What HR policies are required for Ontario employers? 

At minimum, Ontario employers must have policies on workplace violence and harassment, health and safety, accessibility (AODA), privacy (PIPEDA), and smoke-free workplaces. Additional policies may be required based on your organization’s size, industry, and activities. 

When do the latest Working for Workers Act requirements come into effect? 

The most recent changes are already in effect, so organizations must ensure they understand and meet their new obligations. Key deadlines included June 19, 2025 (new medical leave), July 1, 2025 (washroom hygiene, employment information for new hires, and new digital platform worker protections), and January 1, 2026 (recruitment transparency provisions). More changes may also occur as new legislation is introduced. 

What training is mandatory for Ontario employees? 

Ontario employers must provide training on human rights and accessibility requirements (AODA), workplace violence and harassment, and WHMIS (for workplaces using hazardous materials). Employers must also ensure that employees complete basic health and safety awareness training and supervisors complete supervisor awareness training. Remember that additional training may be required based on your industry and the nature of work that an employee performs. 

Check out our Ultimate Guide to HR Compliance for a more detailed overview of requirements. 

How often should I review and update my policies? 

Review policies at least annually and whenever legislation changes. Major updates, like those introduced through the Working for Workers Acts, require immediate policy reviews. Always consult a trusted HR professional or employment lawyer before changing or revising your policies to ensure your organization remains protected. 

What happens if I don’t comply with Ontario’s employment and health and safety legislation? 

Noncompliance can result in fines, legal claims, reputational damage, and an increased risk of workplace accidents or fatalities. 

Where can I find compliant policies or help with compliance requirements? 

Our content library offers hundreds of customizable HR policies and templates that comply with Ontario’s various employment and health and safety legislation. Clients can also access our live advice services for trusted support, helping them make decisions in compliance with legislation and in line with industry best practices in Canada. 

Our consulting services are available to both members and non-members, offering guidance on urgent compliance matters, including pay transparency, harassment prevention, AODA compliance deadlines, and other HR needs. 

End compliance confusion at your organization 

Clear policies and a consistent training program reduce compliance risks and promote fairness. With our content, software, and support, you can stay compliant with industry and workplace requirements while keeping your employees informed. 

The start of the year is a busy time for organizations. Use our policy templates, compliance tools, and expert support to make compliance easier this year, and beyond. 

If you want a more effective way to manage compliance updates, share policies, and find answers to your most challenging HR queries, our HR software and support services are ready to assist. Connect with us today.

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