Privacy policy for the Kindsight employer branding and recruitment
Effective Date: June 18, 2026
This Career Site and related recruitment activities are operated by the applicable Kindsight legal entity and its affiliated companies (collectively, "Kindsight"). The specific legal entity acting as the prospective employer and controller of your personal information will depend on the position for which you apply.
We at Kindsight manage our employer branding and recruitment processes through our career site (the “Career Site”) and by using our related Applicant Tracking System (ATS).
This Privacy Policy explains how we collect, use, store, and share your personal information if you interact with us through our recruitment channels. This policy applies to applicants and visitors based in the United States and Canada.
Important Notice Regarding Cross-Border Data Transfers: All candidate and visitor data collected through our recruitment processes is securely transferred, hosted, and stored on servers located within the United States. By submitting your application or using our Career Site, you acknowledge and consent to the transfer, storage, and processing of your personal information in the U.S., where it may be subject to the lawful access requests of U.S. federal, state, or local courts, law enforcement, or national security authorities under U.S. laws.
Scope of This Policy
This policy applies to you if you fall into any of the following categories:
Visitor: You visit or browse our Career Site.
Connecting Candidate: You connect with us via our Career Site to create a talent profile and opt-in to receive information about current or future vacancies.
Applying Candidate: You actively apply for a specific position with us via our Career Site or an integrated third-party job board/service.
Sourced Candidate: We collect information about you from public professional platforms and third-party sites because we believe your professional background aligns with our current or future vacancies.
Referred Candidate: We receive information about you from our current employees, advisors, or corporate partners who believe your profile is a strong fit for our team.
Reference: You have been listed by a Candidate as a professional or personal reference.
Throughout this policy, the term “Candidate” refers collectively to Connecting, Applying, Sourced, and Referred Candidates unless specified otherwise.
1. What Personal Information Do We Collect?
We collect information that identifies, relates to, describes, or could reasonably be linked with you. The categories of information we collect include:
For All Individuals (Including Visitors)
Device & Identifier Information: IP address, unique device identifiers, browser type and version, operating system, preferred language, time zone, and general geographic location (e.g., city/state/province).
Technical & Usage Data: Information about how you interact with our Career Site, including URLs visited, clickstream data, session duration, traffic sources, and page-load performance.
Communications Data: The content of your communications with our recruiting team. This includes emails, text messages, chat logs, video or audio recordings from interviews (where permitted by law), surveys, and any files or messages sent through our ATS.
For Candidates
Contact Details: Full name, email address, telephone number, and physical mailing address.
Professional & Employment History: Your resume/CV, cover letter, work samples, portfolio links, educational background, certifications, and employment history.
Public Professional Profiles: Information about your professional experience gathered from publicly accessible sources, such as LinkedIn or your current employer’s public website.
Interviews & Assessments: Notes taken during interviews, evaluation feedback, and results from skills-based assessments or pre-employment tests.
Reference Information: Feedback and evaluations provided by professional or personal references you designate during the recruitment process. We may also receive information from employees who refer you for employment opportunities.
2. Where Do We Get Your Information From?
Directly From You: You provide most of your information to us when you fill out an application, build a talent profile, upload a resume, or communicate with our recruiters.
Automatically From Your Device: When you browse our Career Site, our ATS and analytics tools automatically capture technical and device usage data.
Third-Party Platforms & Public Sources: We may source information from professional networking sites (like LinkedIn) or job boards where you have made your profile publicly searchable.
Our References and Employees: We receive information from our team members via internal referrals, or from the specific references you provide during the final stages of the application process.
3. How We Use Artificial Intelligence (AI) in Recruitment
To help us efficiently manage a high volume of applications, our ATS utilizes Artificial Intelligence (AI) and automated tools to assist our human resources team.
How AI is Used: We use automated tools to assist in parsing resume data, matching candidate skills and experience against job descriptions, and helping prioritize applications for human review.
Human Oversight: These tools are used strictly to increase administrative efficiency and surface relevant qualifications. All final hiring decisions - including selecting candidates for interviews, extending offers, or rejecting applications - are made exclusively by human recruiters and hiring managers. We do not use automated systems to make final employment decisions or employment determinations without human review or oversight.
4. Purposes for Processing Your Information
We use the information we collect for the following business and operational purposes:
Evaluating and Reviewing Applications: Assessing your skills, qualifications, and fit for specific roles, and communicating with you regarding your application status.
Talent Sourcing & Proactive Outreach: Matching Sourced or Referred Candidates against upcoming talent needs and initiating contact regarding potential career opportunities.
Managing the Career Site & ATS: Ensuring the technical security, stability, operational performance, and optimization of our recruitment platforms.
Communications & Talent Alerts: Providing updates, event invitations, or job alerts to Connecting Candidates who have explicitly requested them.
Reference Verification: Contacting designated individuals to verify a candidate's employment history and professional qualifications.
Legal Compliance & Rights Protection: Complying with applicable employment and labor laws, verifying eligibility to work in the U.S. or Canada, responding to lawful government requests, or defending Kindsight against legal or administrative claims.
5. Whom Do We Share Your Personal Information With?
We do not sell your personal recruitment data. We share your information only with trusted parties as necessary to conduct our recruitment operations:
Service Providers: We share your information with vendor partners who provide infrastructure for our employer branding and hiring. This includes our ATS platform, video interviewing software, skills assessment providers, and background check vendors. These providers are contractually bound to use your data only to perform services for Kindsight and to maintain strict data confidentiality.
Affiliates & Group Companies: We may share candidate profiles internally across our corporate affiliates if your skills are a match for an open role in another business unit.
Analytics & Cookie Partners: If you accept cookies on our Career Site, third-party analytics providers may collect technical usage data to help us improve site performance.
Legal & Government Authorities: We will disclose your information if required to do so by applicable federal, state, provincial, or local laws, or in response to a valid legal subpoena, warrant, or court order.
Corporate Transferees: In the event of a merger, acquisition, restructuring, or sale of corporate assets, candidate databases may be transferred to the acquiring entity as part of business assets.
6. Data Storage, Security, and Retention
US-Based Hosting & Cross-Border Transfers
As noted above, all candidate data and ATS systems are securely hosted on servers located within the United States. When Canadian applicants submit data, it is transferred outside of Canada into the U.S. While in the United States, this data is subject to U.S. laws and may be accessed by U.S. courts, law enforcement, and national security authorities. Kindsight utilizes robust contractual safeguards, vendor due diligence processes, and technical and organizational security controls designed to provide a level of protection comparable to that required under applicable Canadian privacy laws..
Data Security
We implement industry-standard technical, administrative, and physical security measures designed to safeguard your personal information against unauthorized access, loss, alteration, modification, or disclosure.
Retention Periods
Unsuccessful Candidates: If you are not selected for the role you applied for, we may retain your resume and application information for up to twenty four (24) months following the conclusion of the recruitment process in order to consider you for future opportunities, unless you request earlier deletion or a longer retention period s required by law.
Connecting Candidates: We retain your profile data for as long as you choose to remain active in our talent community or subscribed to job alerts.
Hired Candidates: If you accept an offer of employment with Kindsight, your recruitment data will be transferred to your permanent employee personnel file and governed by our internal Employee Privacy Policy.
Legal Retention: We may retain minimal candidate logs and application histories for longer periods if required to satisfy statutory compliance reporting obligations or to defend against potential legal claims.
7. Your Rights, Choices, and Consent
By submitting your personal information to Kindsight through the application process or Career Site, you consent to our collection, use, disclosure, and cross-border transfer of your information as outlined in this policy.
Depending on where you live (including various U.S. states with active privacy laws, such as California, and Canadian provinces such as Alberta, British Columbia, or Quebec), you have specific rights regarding your personal information:
Right to Access / Know: You have the right to request a summary and a copy of the specific pieces of personal information we hold about you.
Right to Rectification / Correction: You have the right to request that we correct inaccurate, outdated, or incomplete professional information in your profile. You can also update your profile directly at any time by logging into your ATS account.
Right to Delete / Erasure: You can request that we delete the personal information we have collected from you, subject to certain legal exceptions (such as our obligation to retain data for regulatory compliance, reporting, or legal defense).
Right to Withdraw Consent: Where you have provided consent for us to process your data (such as signing up for future job alerts), you have the right to withdraw your consent at any time. You can click the "Unsubscribe" link at the bottom of our recruitment emails to opt-out.
How to Exercise Your Rights
To submit a data access, correction, or deletion request, please:
Log into your account portal on our Career Site to manage or delete your profile directly.
Reach out to our recruiting team directly at: alice.dodd@kindsight.io
8. Where Can You Turn with Comments, Questions, or Complaints?
If you have questions, comments, or concerns about how we handle your personal data, or if you wish to file a formal inquiry regarding our cross-border data practices, please contact us at alice.dodd@kindsight.io.
If we are unable to resolve your concern, you have the right to lodge a complaint with the appropriate regulatory authority:
In Canada: You may contact the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca, or your local provincial Privacy Commissioner (such as the OIPC in Alberta/BC or the CAI in Quebec).
In the U.S.: You may contact your state’s Attorney General’s office or relevant state privacy agency (such as the CPPA in California).
9. Updates to This Privacy Policy
We review and update this Privacy Policy periodically to reflect changes in our recruiting practices, AI systems, software integrations, or legal obligations. When changes are made, we will update the "Date of publication" at the top of this policy. We encourage you to review this policy periodically to stay informed about how we protect your information.
