Applicant-Privacy

Applicant Privacy Notice

Effective Date: July 11, 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.

No Contract or Guarantee. This Applicant Privacy Notice is provided for informational and privacy-compliance purposes. It is not an employment agreement or other contract, does not constitute an offer or promise of employment, engagement, interview, consideration, or continued participation in any recruitment process, and does not guarantee any particular procedure, decision, or outcome.

Subject to applicable law, Kaisaro may modify, suspend, discontinue, or change a recruitment process, position, assessment, interview schedule, selection criteria, or hiring need at any time.

Nothing in this notice alters the at-will nature of employment where at-will employment applies, creates a fixed term of employment or engagement, or modifies any rights or obligations established by applicable law or a separate written agreement signed by an authorized representative of Kaisaro.

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 determines the purposes and means of processing applicant personal information described in this notice. Where the EU General Data Protection Regulation (“EU GDPR”), UK General Data Protection Regulation (“UK GDPR”), or another law using the term “controller” applies, Kaisaro acts as the controller of that personal information.

Contact details for privacy-related matters:

Email: info@kaisaro.com
Website: https://www.kaisaro.com

2. Scope — Who This Notice Applies To

This notice applies to individuals who submit personal information to Kaisaro in connection with a potential employment, internship, independent-contractor, consulting, temporary-worker, or individual advisory 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 [https://www.kaisaro.com/terms-policy], and applies specifically to recruitment-related processing. If this notice and the general Privacy Policy conflict regarding applicant information, this notice governs to the extent of that conflict.

Kaisaro’s recruitment activities are primarily directed toward candidates for opportunities based in the United States. Kaisaro does not presently advertise or intentionally direct employment opportunities to individuals located in the European Economic Area (“EEA”) or the United Kingdom (“UK”). Kaisaro may nevertheless receive unsolicited applications from individuals located outside the United States.

Unsolicited applications: Kaisaro is not obligated to review, acknowledge, respond to, evaluate, or retain an unsolicited application or submission. Kaisaro may delete an unsolicited application without review where permitted by applicable law. Submission of unsolicited materials does not create an applicant relationship, promise of consideration, or obligation to contact the sender.

Third-party platforms: If you apply, communicate, or provide information through LinkedIn, a job board, recruiting platform, portfolio website, video-interview provider, or another third-party service, that service may independently collect and process your information under its own privacy notice and terms. Kaisaro does not control and is not responsible for the independent privacy or security practices of third-party platforms, except to the extent Kaisaro selects or directs a service provider to process information on Kaisaro’s behalf and applicable law provides otherwise.

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 licenses, technical skills, and competencies.
Portfolio or project materials: work samples, GitHub profiles, design portfolios, publications, or patents.
Confidential and third-party information: Do not submit confidential, proprietary, export-controlled, classified, restricted, or trade-secret information belonging to a current or former employer, client, customer, university, government entity, or other third party. By submitting a résumé, portfolio, work sample, project description, code sample, drawing, publication, patent information, or other material, you represent that you have the right to provide it to Kaisaro and that Kaisaro may review, internally reproduce as reasonably necessary, and retain it in accordance with this notice for recruitment and evaluation purposes. Submission of materials does not transfer ownership to Kaisaro. Kaisaro receives only a limited, nonexclusive permission to use the submitted materials for recruitment, evaluation, compliance, security, and related recordkeeping purposes. Kaisaro is not obligated to treat unsolicited materials as confidential unless Kaisaro has expressly agreed otherwise in a separate written agreement signed by an authorized representative.
Compensation expectations: expected salary, hourly rate, consulting rate, or other compensation expectations. Kaisaro does not seek or request an applicant’s wage or salary history. If an applicant voluntarily discloses such information without prompting, Kaisaro will handle it only as permitted by applicable law.
Availability and work logistics: potential start date, notice period, preferred work arrangement, willingness to travel or relocate where relevant, whether you are legally authorized to work in the country where the position is based, and whether you may require current or future employment sponsorship. Kaisaro does not request proof of citizenship, passport information, immigration documents, or detailed immigration-history information at the initial application stage unless the information is required or permitted by law for a specific purpose.
References: names, professional relationships, and contact details of referees voluntarily provided by you.
Additional information voluntarily included in submitted materials.

This Applicant Privacy Notice is not an authorization for Kaisaro to obtain a consumer report, investigative consumer report, criminal-history report, credit report, or other third-party background report. Any disclosure, authorization, certification, or notice required for a background check will be provided separately.

If you provide personal information about a referee or another individual, you should inform that person that you have provided their information to Kaisaro and ensure that you are authorized to do so. Unless otherwise permitted by law, Kaisaro will ordinarily inform you before contacting a professional reference.

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

We may receive or collect applicant personal information from the following third-party or publicly available sources, where relevant and permitted by applicable law:

Professional references: assessments, feedback, and verifications provided by referees you have nominated
Professional and publicly available sources: professional profile, employment, education, portfolio, publication, patent, company, and similar information available through LinkedIn, professional websites, company websites, public records, or other legitimate sources, where relevant and permitted by law.
Background-check, employment-verification, or credential-verification providers: where a particular position reasonably requires such verification and where permitted by applicable law. Before obtaining a background report from a consumer-reporting agency, Kaisaro will provide any legally required separate disclosure and obtain any required authorization. Any required pre-adverse-action or adverse-action notices will also be provided separately.

D. Sensitive and Special-Category Personal Information

Kaisaro does not request medical information, disability information, racial or ethnic origin, religious or philosophical beliefs, sexual orientation, biometric identifiers, genetic information, or other sensitive personal information as part of its standard initial application process, except where collection is specifically permitted or required by applicable law.

You should not include medical information or other sensitive personal information in your résumé, cover letter, portfolio, or other general application materials.

If you request a reasonable accommodation for the application or interview process, Kaisaro may collect limited information reasonably necessary to evaluate and provide the requested accommodation. Kaisaro will seek to limit accommodation-related requests to information reasonably necessary to understand, evaluate, or provide the requested accommodation, as permitted by applicable law.

Accommodation-related, disability-related, and medical information will be handled confidentially, disclosed only as permitted by applicable law, including to persons who reasonably need the information to evaluate or implement an accommodation, administer applicable legal obligations, address safety where legally permitted, or obtain legal advice, and maintained separately from ordinary recruitment or personnel records where required by applicable law.

Voluntarily providing sensitive personal information does not necessarily constitute valid consent for every use of that information. Kaisaro will process such information only where it has an appropriate legal basis and an applicable condition for processing sensitive or special-category information.

E. Accuracy of Applicant Information

Applicants are responsible for providing information that is accurate, complete, and not misleading to the best of their knowledge. Applicants should promptly notify Kaisaro if material application information changes or requires correction.

Material misrepresentation, falsification, omission, or submission of information or materials that the applicant is not authorized to provide may result in rejection of the application, discontinuation of the recruitment process, withdrawal of an offer, or other action permitted by applicable law.

Nothing in this section limits an applicant’s right not to provide information that Kaisaro is prohibited from requesting or that the applicant is not legally required to disclose.

4. Purposes of Processing and Legal Bases

The table below describes the purposes for which Kaisaro processes applicant personal information. The GDPR legal bases listed below apply only where the EU GDPR or UK GDPR governs the relevant processing. In other jurisdictions, Kaisaro processes applicant information as permitted or required by applicable employment, privacy, recordkeeping, and other laws.

Processing activity | Legal basis | GDPR reference, where applicable

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 after informing the applicant;

Legitimate interests in verifying relevant professional qualifications and experience; consent where required by applicable law;

Art. 6(1)(f), or Art. 6(1)(a) where consent is required.

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 selected application information for consideration for future suitable opportunities, where the applicant has separately requested or consented to such retention;
Consent, where required by applicable law;
Art. 6(1)(a) GDPR.

Processing limited disability, accessibility, or other sensitive information necessary to evaluate or provide a requested accommodation;

Compliance with applicable legal obligations and the establishment, exercise, or defense of legal rights; explicit consent only where appropriate and required;

GDPR reference, where applicable: Art. 6(1)(c) or (f), together with an applicable condition under Art. 9(2), including Art. 9(2)(b), (f), or, where appropriate, (a).

Where Kaisaro relies on legitimate interests, those interests may include administering recruitment, evaluating candidates, verifying qualifications, maintaining appropriate business and compliance records, protecting Kaisaro and its clients, and establishing, exercising, or defending legal claims. Kaisaro considers the nature of the information, the reasonable expectations of applicants, the necessity of the processing, and its potential effect on applicants.

Where processing is based on consent, you may withdraw that consent at any time by contacting info@kaisaro.com. Withdrawal does not affect processing lawfully conducted before consent was withdrawn and does not require Kaisaro to delete information that it must or is permitted to retain under another applicable legal basis.

5. Data Retention

Kaisaro retains applicant personal information only for as long as reasonably necessary for the purposes described in this notice, including recruitment administration, compliance with legal and recordkeeping obligations, consideration for future opportunities where requested, and the establishment, exercise, or defense of legal claims.

The periods below are general retention periods. A different period may apply where required or permitted by law, reasonably necessary for a particular business or legal purpose, or appropriate because of a complaint, dispute, investigation, litigation hold, audit, or regulatory proceeding.

Data category - Retention period

1. Records relating to unsuccessful U.S. applicants - Generally up to two years after the recruitment process or relevant hiring decision concludes.

2. Records relating to unsolicited applicants located in the EEA or UK - Generally up to 12 months after receipt of the application or Kaisaro’s last substantive communication with the applicant, unless the information is deleted earlier or a different period is required or permitted by applicable law.

3. Candidate talent-pool information - Up to two years from the applicant’s separate request or consent, unless withdrawn earlier or a different period is permitted by law.

4. Interview notes, technical assessments, evaluation records, and recruitment communications - Generally retained with the corresponding recruitment record.

5. Background, credential, employment, or reference-verification information - Retained only as long as reasonably necessary for the verification, applicable recordkeeping requirements, compliance purposes, and potential legal claims.

6. Successful-applicant records - Necessary records may be transferred to the worker’s personnel, contractor, compliance, or engagement file and retained under the applicable records-retention policy.

7. Employment-eligibility and right-to-work records - Retained for the period required by applicable immigration and employment laws.

8. Accommodation, disability, or medical information - Retained only as long as reasonably necessary or legally required and maintained separately where required by law.

9. Consent and privacy-request records - Retained for as long as reasonably necessary to document the request, consent, withdrawal, response, and Kaisaro’s compliance.

At the end of the applicable retention period, Kaisaro will delete, destroy, deidentify, or anonymize the information using measures appropriate to the nature and sensitivity of the records. Information derived from a consumer report will be disposed of securely in accordance with applicable law.

Kaisaro may retain limited information after deleting the primary application record where reasonably necessary to document a hiring decision, honor an opt-out or deletion request, prevent repeated contact, comply with law, or establish, exercise, or defend legal claims.

If information is subject to a complaint, investigation, audit, legal hold, litigation, regulatory proceeding, or reasonably anticipated dispute, Kaisaro may retain relevant information until the matter and any applicable retention period have concluded.

If you would like Kaisaro to consider you for future suitable opportunities, you may indicate this in your application or contact info@kaisaro.com. Where required by applicable law, Kaisaro will obtain separate consent before adding selected information to a candidate talent pool.

Participation in the candidate talent pool is voluntary and does not affect consideration for the position for which you originally applied. You may withdraw your request or consent by contacting info@kaisaro.com. Withdrawal will end future talent-pool consideration but will not require deletion of information that Kaisaro is required or permitted to retain for another lawful purpose.

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, communications, website, cloud-storage, cybersecurity, and other service providers that host, transmit, secure, support, or otherwise process information for Kaisaro, subject to applicable contractual, confidentiality, security, or data-protection commitments.
Clients or prospective clients, but only where disclosure is reasonably necessary for a consulting or contractor opportunity and the applicant has been informed or the disclosure is otherwise permitted by law.
Government authorities or regulatory bodies where disclosure is required by applicable immigration, employment, or other law.

Kaisaro requires service providers that process applicant personal information on its behalf to maintain appropriate confidentiality, security, and data-protection commitments, taking into account the nature of the services and applicable legal requirements. Depending on the provider and applicable law, these commitments may be contained in service terms, confidentiality provisions, data-processing terms, or other contractual arrangements.

Kaisaro does not sell or rent applicant personal information. Kaisaro also does not disclose applicant personal information for cross-context behavioral advertising or other targeted advertising purposes. Kaisaro may disclose information to service providers and other recipients described in this section where reasonably necessary for recruitment, business operations, security, legal compliance, or the establishment, exercise, or defense of legal claims.

7. International Data Transfers

Kaisaro is located in the United States, and its recruitment activities are primarily directed toward opportunities based in the United States. Kaisaro does not presently advertise or intentionally direct employment opportunities to individuals located in the EEA or UK.

If you submit an application from outside the United States, your personal information may be transferred to and principally processed in the United States and in other countries where Kaisaro’s service providers operate. Privacy and data-protection laws in those jurisdictions may differ from those in the country where you are located.

Where a data-protection law applicable to Kaisaro requires a particular cross-border transfer mechanism or safeguard, Kaisaro will use an appropriate lawful mechanism before making the relevant restricted transfer. The applicability of foreign privacy laws depends on the relevant law and the circumstances of the application and processing.

8. Automated Decision-Making and Profiling

Kaisaro does not presently make final hiring or engagement decisions solely through automated processing without meaningful human involvement. Kaisaro may use ordinary website, email, job-platform, security, search, sorting, or administrative tools that assist in receiving, organizing, protecting, or reviewing applicant information, but Kaisaro does not rely solely on those tools to make a decision that produces legal or similarly significant effects on an applicant.

If Kaisaro begins using solely automated decision-making or profiling subject to specific notice or rights requirements under applicable law, Kaisaro will provide the legally required information and rights at the appropriate time.

Kaisaro will review applicable legal requirements before introducing technology that materially evaluates, ranks, recommends, or influences decisions concerning applicants.

9. Your Privacy Rights

A. General Rights

Depending on your location, Kaisaro’s legal obligations, and the circumstances of the processing, applicable law may give you one or more of the following rights. These rights are subject to legal conditions, exceptions, identity-verification requirements, and Kaisaro’s lawful retention obligations:

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 — where applicable law provides this right, request certain personal information you provided to Kaisaro in a structured, commonly used, machine-readable format, or request transmission to another organization where technically feasible. This right applies only in the circumstances established by applicable law.
Objection — where applicable, object to certain processing based on legitimate interests, including certain 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 Applicants

Kaisaro does not presently advertise or intentionally direct employment opportunities to individuals located in the EEA or UK. However, if the EU GDPR or UK GDPR applies to Kaisaro’s processing of your application, you may have rights to request access, correction, deletion, restriction, objection, or portability, and to withdraw consent where processing is based on consent. These rights are subject to applicable legal conditions and exceptions.

Where the EU GDPR or UK GDPR applies, you may also have the right to lodge a complaint with the competent data-protection supervisory authority in the country where you live or work or where you believe an infringement occurred.

Questions about whether these rights apply to a particular application may be submitted to info@kaisaro.com.

C. California Residents (CCPA / CPRA)

To the extent Kaisaro is subject to the California Consumer Privacy Act, California applicants may have rights to know, correct, delete, and limit certain uses of personal information, subject to applicable exceptions. Kaisaro does not sell or share applicant personal information as those terms are defined by the CCPA. Where the CCPA applies, this notice is intended to serve as a notice at collection for applicant information, together with any additional California-specific notice Kaisaro provides.

D. Washington State Residents

Kaisaro processes applicant personal information in accordance with applicable Washington and federal employment, privacy, recordkeeping, and data-security laws. Washington applicants may submit questions or requests concerning their applicant information to info@kaisaro.com. Kaisaro will evaluate and respond to each request in accordance with applicable law and Kaisaro’s lawful recordkeeping and legal obligations.

E. Canadian Applicants

Where Canadian federal or provincial privacy law applies to Kaisaro’s processing of an application, applicants may have rights concerning access, correction, consent, and complaints. Applicant information may be transferred to and processed in the United States, where privacy laws may differ from those in Canada. Questions and requests may be directed 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 authorization 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 not required to provide medical, disability, demographic, or other sensitive personal information as part of the standard application process. If you require an accommodation to participate in the application or interview process, you may provide the limited information reasonably necessary to request that accommodation. Kaisaro will use that information only for purposes permitted by applicable law, including evaluating and providing the requested accommodation.

11. Data Security

Kaisaro maintains reasonable administrative, technical, and organizational safeguards designed to protect applicant personal information against unauthorized access, acquisition, use, alteration, disclosure, destruction, or loss. Safeguards are selected based on the nature and sensitivity of the information, the manner in which it is processed, and reasonably foreseeable risks.

Access to applicant information is limited to personnel, contractors, advisors, and service providers who have a legitimate business or legal need for access and who are subject to appropriate confidentiality or data-protection obligations.

Information submitted through Kaisaro’s website is transmitted using HTTPS encryption where supported by the applicant’s browser and Kaisaro’s website provider. However, no electronic transmission, website, email system, or storage method can be guaranteed to be completely secure. Applicants should avoid sending unnecessary sensitive personal information through ordinary email or general website forms.

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

Please include your full name, the nature of your request, and sufficient information to allow Kaisaro to locate the relevant applicant records. You are not required to use any particular wording or form to submit a request.

Kaisaro will acknowledge and respond to verified privacy requests within the period required by applicable law. The applicable response period may vary depending on your jurisdiction, the nature of the request, identity-verification requirements, and any legally permitted extension.

Kaisaro may request information reasonably necessary to verify your identity and protect applicant information from unauthorized disclosure. If Kaisaro cannot verify your identity or locate responsive records, it may be unable to complete the request. Kaisaro ordinarily does not charge a fee for privacy requests but may charge a reasonable fee or decline a request where permitted by applicable law, including where a request is manifestly unfounded, excessive, repetitive, or technically disproportionate.

If applicable law gives you a right to appeal Kaisaro’s response to a privacy request, Kaisaro will provide instructions for submitting that appeal in its response.

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 https://www.kaisaro.com/applicant-privacy with an updated effective date.

For material changes that affect ongoing recruitment processes or the rights of applicants whose data we hold, where required by applicable law, Kaisaro will provide additional notice of material changes. Kaisaro may also provide notice by email or another appropriate method where it determines that the changes materially affect an active recruitment process or the handling of applicant information already held by Kaisaro.