Applicant-Privacy

Applicant Privacy Notice

Effective Date: June 8, 2026

Kaisaro LLC — Bellevue, Washington, United States

Important: Please read this notice carefully before submitting any application materials to Kaisaro LLC. It explains what personal information we collect about you during the recruitment process, how we use it, how long we keep it, and what rights you have.

1. Who We Are

Kaisaro LLC (“Kaisaro,” “we,” “our,” or “us”) is a research and development and engineering services company headquartered in Bellevue, Washington, United States. Kaisaro is the data controller responsible for the personal information collected during the recruitment and hiring process described in this notice.

Contact details for privacy-related matters:

Email: info@kaisaro.com
Website: https://www.kaisaro.com
Address: Bellevue, Washington, United States

2. Scope — Who This Notice Applies To

This notice applies to all individuals who submit personal information to Kaisaro in connection with a potential employment, consulting, contracting, advisory, internship, or partnership opportunity, whether or not a formal vacancy has been advertised. This includes, but is not limited to:

Applicants who respond to a posted position
Individuals who submit speculative or unsolicited applications
Candidates referred by employees, partners, or professional networks
Individuals who upload materials (CV, portfolio, LinkedIn profile) through our website contact form
Individuals contacted by Kaisaro through professional platforms such as LinkedIn

This notice supplements Kaisaro’s general Privacy Policy (available at www.kaisaro.com) and takes precedence with respect to recruitment-related data processing.

3. Personal Data We Collect

A. Information Provided Directly by Applicants

We may collect the following categories of personal data submitted directly by applicants:

Identity and contact information: full name, email address, telephone number, postal address
Professional background: CV or résumé, cover letter, work history, job titles, and dates of employment
Qualifications and skills: educational background, certifications, professional licences, technical skills, and competencies
Portfolio or project materials: work samples, GitHub profiles, design portfolios, publications, or patents
Compensation preferences: current or expected salary or rate, preferred work arrangement
Availability and logistics: start date, notice period, willingness to relocate, visa or work authorisation status
References: names and contact details of professional referees provided voluntarily
Additional information voluntarily included in submitted materials

B. Information Generated During the Assessment Process

During the evaluation and selection process, Kaisaro may create or collect additional personal data about applicants, including:

Interview records: notes taken during telephone, video, or in-person interviews
Technical assessment results: outcomes of any engineering, coding, or problem-solving evaluations
Evaluator observations: internal feedback and scoring from members of the hiring panel
Communication records: emails, messages, and correspondence relating to the application

C. Information Received from Third Parties

With your awareness or at your direction, we may receive personal data from the following sources:

Professional references: assessments, feedback, and verifications provided by referees you have nominated
Professional networking platforms: publicly available profile information from LinkedIn or similar platforms if you apply through or link to those services
Background verification providers: where applicable and with appropriate notice, results of background checks or employment verification (conducted only where required for a specific role and in accordance with applicable law)

D. Special Category and Sensitive Data

Kaisaro does not request or require sensitive or special category personal data (such as health, disability, racial or ethnic origin, religious beliefs, or biometric data) as part of its standard recruitment process.

If you voluntarily disclose special category data — for example, to request a reasonable accommodation during an interview process — we will process that information solely for the purpose of facilitating the accommodation, on the basis of legal obligation or, where required, with your explicit consent. You are never obligated to disclose such information.

Applicants should avoid including sensitive or special category data in general application materials (CV, cover letter, portfolio) unless specifically relevant and requested.

4. Purposes of Processing and Legal Bases

The table below describes the specific activities for which Kaisaro processes applicant personal data, the legal basis relied upon for each, and the applicable GDPR reference where relevant.

Processing activity

Legal basis

GDPR reference

Receiving, storing, and reviewing application materials (CV, cover letter, portfolio, uploaded files)

Pre-contractual steps at the applicant’s request

Art. 6(1)(b) GDPR

Conducting interviews, technical assessments, and evaluations

Pre-contractual steps; legitimate interests in identifying suitable candidates

Art. 6(1)(b) and (f) GDPR

Contacting applicants to schedule, provide feedback, or communicate decisions

Pre-contractual steps

Art. 6(1)(b) GDPR

Obtaining and evaluating professional references

Legitimate interests in verifying applicant background

Art. 6(1)(f) GDPR

Verifying right to work or employment eligibility

Legal obligation (immigration and employment law)

Art. 6(1)(c) GDPR

Maintaining records of the recruitment process for audit and compliance

Legitimate interests; legal obligation

Art. 6(1)(c) and (f) GDPR

Retaining applicant data beyond the immediate process for future suitable roles

Consent (separately obtained; you may withdraw at any time)

Art. 6(1)(a) GDPR

Processing disability, accessibility, or special category data to provide adjustments

Legal obligation; explicit consent

Art. 6(1)(c) and Art. 9(2)(b)/(a) GDPR

Where Kaisaro relies on legitimate interests as the legal basis for processing, we have determined that those interests are not overridden by applicants’ privacy rights and freedoms. You may request further information about this balancing assessment at any time by contacting info@kaisaro.com.

Where processing is based on consent — specifically, the retention of your data for future role consideration — you may withdraw that consent at any time by contacting info@kaisaro.com. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

5. Data Retention

Kaisaro retains applicant personal data only for as long as necessary to fulfil the purposes described in this notice, comply with legal obligations, and address potential legal claims. The table below sets out standard retention periods by data category.

Data category

Retention period

Rationale

Unsuccessful applicant — all materials

3 years from notification of outcome

Potential future claims; legal limitation periods

Successful applicant — pre-employment materials

Transferred to personnel file on hire; retained per employment records policy (typically 7 years post-employment)

Employment law; legal obligation

Retained for future roles (consent basis)

Up to 2 additional years from consent date

Consent; legitimate interests

Interview notes and assessment records

3 years from conclusion of process

Legal claims; audit trail

Right-to-work verification records

2 years post-employment (or as required by applicable immigration law)

Legal obligation

Reference information provided by referees

3 years from conclusion of process

Legitimate interests; legal claims

Consent records (where consent was obtained)

3 years from last consent activity

Accountability obligation (GDPR Art. 5(2))

At the end of the applicable retention period, personal data is securely deleted or anonymised. Where data is subject to a legal hold in connection with a dispute, investigation, or regulatory proceeding, retention will continue for the duration of that matter.

If you are an unsuccessful applicant and you would like Kaisaro to consider your profile for future roles, please indicate this in your application or contact us at info@kaisaro.com. We will seek your explicit consent before retaining your data beyond the standard three-year period.

6. Who We Share Your Data With

Kaisaro may share applicant personal data with the following categories of recipients, where necessary and proportionate to the recruitment process:

Hiring managers and interview panel members within Kaisaro who are involved in evaluating and selecting candidates
Professional referees nominated by the applicant, to the extent necessary to facilitate reference checks
Background verification providers, where a role requires a background check and you have been informed in advance
Legal, compliance, and HR advisors who assist Kaisaro with employment law and recruitment compliance
IT service providers and cloud infrastructure providers who host or process data on Kaisaro’s behalf under appropriate data processing agreements
Government authorities or regulatory bodies where disclosure is required by applicable immigration, employment, or other law

All third-party service providers who process personal data on Kaisaro’s behalf are engaged under written data processing agreements that require them to protect applicant data in a manner consistent with this notice and applicable law.

Kaisaro does not sell, rent, or share applicant personal data for commercial or advertising purposes.

7. International Data Transfers

Kaisaro is headquartered in the United States. If you are located in the European Economic Area (“EEA”), the United Kingdom (“UK”), or another jurisdiction that restricts cross-border transfers of personal data, your information may be transferred to and processed in the United States.

Such transfers are made in reliance on one or more of the following mechanisms:

Standard Contractual Clauses (“SCCs”) approved by the European Commission (including the UK International Data Transfer Addendum where applicable);
An adequacy decision by the European Commission or relevant supervisory authority; or
Another safeguard or derogation permitted under applicable data protection law.

You may request further information about the transfer mechanisms Kaisaro uses and obtain copies of relevant safeguards by contacting info@kaisaro.com.

8. Automated Decision-Making and Profiling

Kaisaro does not use automated decision-making systems, applicant tracking algorithms, or profiling tools that produce decisions with legal or similarly significant effects on applicants. All hiring decisions are made by human reviewers based on the information you provide and the outcomes of any assessment or interview.

If Kaisaro introduces automated screening or profiling at any point in the future, affected applicants will be informed, provided with meaningful information about the logic involved, and given the right to request human review of any automated decision.

9. Your Privacy Rights

A. General Rights

Subject to applicable law and certain exemptions, you have the right to:

Access — request a copy of the personal data Kaisaro holds about you as an applicant
Correction — request correction of inaccurate or incomplete personal data
Deletion — request deletion of your personal data, subject to Kaisaro’s legal retention obligations
Restriction — request that Kaisaro restrict the processing of your personal data in certain circumstances
Portability — receive a copy of personal data you have provided in a structured, machine-readable format, where technically feasible
Objection — object to processing based on legitimate interests, including profiling
Withdraw consent — where processing is based on consent (e.g. retention for future roles), withdraw consent at any time without affecting prior lawful processing

B. EEA and UK Residents (GDPR)

If you are located in the EEA or UK, the above rights apply to you under the GDPR or UK GDPR. In addition, you have the right to lodge a complaint with your local supervisory authority if you believe Kaisaro has not handled your personal data in accordance with applicable law:

United Kingdom: Information Commissioner’s Office (ICO) — https://ico.org.uk
European Union: the competent data protection authority in your country of residence. A list of EU DPAs is available at https://edpb.europa.eu/about-edpb/about-edpb/members_en

C. California Residents (CCPA / CPRA)

California residents have rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to know, correct, and delete personal information. Kaisaro does not sell or share applicant personal data. To submit a rights request, contact info@kaisaro.com. Kaisaro will not discriminate against applicants who exercise their California privacy rights.

D. Washington State Residents

Washington residents may have rights under the Washington Privacy Act (WPA). Kaisaro does not intentionally collect consumer health data as defined under the Washington My Health MY Data Act through the recruitment process. Privacy requests may be submitted to info@kaisaro.com.

10. Voluntary Provision of Information

Providing personal data to Kaisaro in connection with an application is voluntary. However, certain information — such as your name, contact details, professional background, and work authorisation status — is necessary for Kaisaro to evaluate your application and progress it through the recruitment process. If you choose not to provide that information, Kaisaro may be unable to consider your application.

You are never required to provide special category data (such as health, disability, or demographic information) as a condition of your application. If you voluntarily provide such information (for example, to request an accommodation), it will be used solely for that purpose.

11. Data Security

Kaisaro implements commercially reasonable administrative, technical, and organisational security measures to protect applicant personal data against unauthorised access, disclosure, alteration, or loss. Access to applicant data is restricted to Kaisaro personnel and service providers who have a legitimate need to review it as part of the recruitment process.

Application materials submitted through our website contact form are transmitted over encrypted (HTTPS) connections. Nevertheless, no method of electronic transmission or storage is completely secure, and Kaisaro cannot guarantee absolute security.

12. How to Contact Us and Exercise Your Rights

To exercise any of the rights described in Section 9, or to ask questions about how Kaisaro handles your personal data during the recruitment process, please contact:

Kaisaro LLC — Privacy Office

Email: info@kaisaro.com

Website: https://www.kaisaro.com

Address: Bellevue, Washington, United States

Please include your full name, the nature of your request, and sufficient detail to allow Kaisaro to locate and identify your personal data. We will acknowledge your request within 10 business days and respond substantively within the period required by applicable law (generally 30–45 days, subject to permitted extension).

We may need to verify your identity before processing certain requests. Kaisaro will not charge a fee for reasonable requests unless they are manifestly unfounded or excessive.

13. Changes to This Notice

Kaisaro may update this Applicant Privacy Notice from time to time to reflect changes in our recruitment practices, legal requirements, or data handling procedures. The revised notice will be posted at www.kaisaro.com with an updated effective date.

For material changes that affect ongoing recruitment processes or the rights of applicants whose data we hold, Kaisaro will provide advance notice by email where a contact address is available.