Privacy Policy

Last Updated: August 27, 2025

1. Introduction

KaaziAI ("we", "us", "our", or "Platform") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our employment platform and related services.

This Privacy Policy applies to all users of the KaaziAI platform, including job seekers, employees, and organizations. Given the sensitive nature of employment relationships and workplace data, we have implemented enhanced protections and transparency measures.

2. Information We Collect

2.1 Personal Information You Provide

Account Registration:

  • Name, email address, phone number
  • Professional profile information (skills, experience, education)
  • Employment history and preferences
  • Location and contact details

    • For Individual Users (Job Seekers/Employees):

  • Resume and CV documents
  • Professional certifications and licenses
  • Educational qualifications
  • Work samples and portfolio items
  • References and contact information
  • Salary expectations and preferences
  • Career objectives and goals

    • For Organizations:

  • Company name, address, and contact information
  • Business registration details and tax identification
  • Industry type and company size
  • Authorized representative information
  • Payment and billing information

    • Employment-Related Data:

  • Employee records and personnel files
  • Performance reviews and evaluations
  • Training records and certifications
  • Attendance and time tracking data
  • Compensation and benefits information
  • Disciplinary records and grievances
  • Exit interviews and termination records

    • 2.2 Information Collected Automatically

    Technical Data:

  • IP address, browser type, and device information
  • Usage patterns and platform interaction data
  • Log files and session information
  • Cookies and similar tracking technologies

    • Platform Activity:

  • Job applications and organization invitations
  • Document uploads and downloads
  • Communication records within the platform
  • Search queries and preferences
  • Feature usage and engagement metrics

    • 2.3 Information from Third Parties

    Employment Verification:

  • Background check results (where authorized)
  • Professional references and recommendations
  • Educational institution verifications
  • Previous employer confirmations

    • Integration Data:

  • Information from connected professional networks
  • Calendar and scheduling system data
  • Third-party authentication services

    • 3. How We Use Your Information

    3.1 Primary Platform Functions

    For All Users:

  • Account creation and authentication
  • Platform security and fraud prevention
  • Customer support and communication
  • Service improvement and development

    • For Individual Users:

  • Job matching and recommendations
  • Profile visibility to potential employers
  • Application tracking and management
  • Career development suggestions

    • For Organizations:

  • Employee onboarding and management
  • Recruitment and hiring processes
  • Compliance and reporting requirements
  • Performance tracking and analytics

    • 3.2 Employment Relationship Management

    Connection and Hiring:

  • Processing employer-issued invitations between organizations and employees
  • Facilitating job applications and interview scheduling
  • Enabling employment offer and acceptance processes

    • Employee Management:

  • Maintaining employee records and documentation
  • Processing leave requests and approvals
  • Managing performance reviews and feedback
  • Handling exit procedures and transitions

    • Reference and Verification Services:

  • Providing employment verification to third parties (with consent)
  • Processing reference requests between organizations
  • Maintaining employment history records

    • 3.3 Legal and Compliance Purposes

  • Compliance with employment laws and regulations
  • Responding to legal requests and court orders
  • Protecting against fraud, abuse, and security threats
  • Enforcing our Terms and Conditions

    • 4. Information Sharing and Disclosure

    4.1 Employer-Employee Relationships

    Within Organization Boundaries:

  • Authorized organization representatives may access employee data necessary for legitimate business purposes
  • HR personnel, direct managers, and relevant administrators have role-based access
  • Access is logged and monitored for compliance purposes

    • Employee Consent Requirements:

  • Sharing of personal data beyond basic employment needs requires explicit consent
  • Employees can withdraw consent for non-essential data sharing
  • Sensitive personal information requires separate, specific consent

    • 4.2 Inter-Organization Sharing

    Reference Requests:

  • Employment verification shared between organizations with employee consent
  • Limited to job-relevant information (dates of employment, position, performance)
  • Previous employers may confirm basic employment details

    • Professional Networks:

  • Anonymous industry benchmarking and trend data
  • Aggregated compensation and benefits information
  • Best practice sharing (without personal identifiers)

    • 4.3 Third-Party Service Providers

    We may share information with trusted third parties who assist in platform operations:

    Technology Providers:

  • Cloud hosting and infrastructure services
  • Data analytics and security services
  • Communication and notification services

    • Professional Services:

  • Legal counsel and compliance advisors
  • Accounting and financial services
  • Background check and verification services

    • Integration Partners:

  • Calendar and scheduling applications
  • Professional networking platforms
  • HR and payroll system providers

    • All third-party providers are bound by strict confidentiality agreements and data processing terms.

    4.4 Legal Requirements

    We may disclose information when required by law or to:

  • Comply with legal process, court orders, or regulatory requirements
  • Protect our legal rights and those of our users
  • Investigate suspected fraud or security breaches
  • Respond to emergency situations involving personal safety

    • 5. Data Retention and Storage

    5.1 Retention Periods

    Active Employment Relationships:

  • Employee data retained for duration of employment plus applicable legal requirements
  • Regular data minimization reviews to ensure only necessary data is retained

    • Former Employees:

  • Employment records retained for 7 years after termination (or as required by local law)
  • Reference information retained for legitimate business needs
  • Personal contact information deleted unless consent is maintained

    • Job Seekers:

  • Profile data retained while account is active
  • Application history retained for 3 years for legitimate business purposes
  • Inactive accounts subject to data retention schedule

    • 5.2 Data Security

    Technical Safeguards:

  • End-to-end encryption for sensitive employment data
  • Multi-factor authentication for organization accounts
  • Regular security audits and penetration testing
  • Secure data centers with physical access controls

    • Administrative Safeguards:

  • Role-based access controls and regular access reviews
  • Mandatory privacy and security training for all staff
  • Incident response procedures and breach notification protocols
  • Regular compliance assessments and audits

    • Data Anonymization:

  • Personal identifiers removed from analytics and research data
  • Aggregated reporting that cannot identify individuals
  • Pseudonymization techniques for legitimate business analytics

    • 6. Your Privacy Rights

    6.1 Access and Portability Rights

    Data Access:

  • Right to obtain confirmation of data processing and access your personal data
  • Receive information about data sources, processing purposes, and retention periods
  • Request detailed logs of data access by organization representatives

    • Data Portability:

  • Right to receive your data in a structured, commonly used format
  • Ability to transfer employment records to new platforms or employers
  • Export functionality for personal career documentation

    • 6.2 Correction and Update Rights

    Data Accuracy:

  • Right to correct inaccurate or incomplete personal information
  • Dispute resolution process for employment record discrepancies
  • Regular prompts to review and update profile information

    • 6.3 Deletion and Restriction Rights

    Right to Erasure:

  • Request deletion of personal data when no longer necessary
  • Right to be forgotten in certain circumstances
  • Exceptions for legal compliance and legitimate business needs

    • Processing Restrictions:

  • Right to restrict processing in certain circumstances
  • Ability to object to specific types of data processing
  • Opt-out mechanisms for non-essential communications

    • 6.4 Withdrawal of Consent

    Consent Management:

  • Easy-to-use consent withdrawal mechanisms
  • Granular control over different types of data processing
  • Clear explanation of consequences of consent withdrawal

    • 7. Special Protections for Sensitive Data

    7.1 Employee Health Information

    Medical Records:

  • Health information processed only when legally required
  • Separate consent required for health-related data processing
  • Enhanced security measures for medical information

    • Accommodation Requests:

  • Disability accommodation information kept confidential
  • Access limited to essential personnel only
  • Regular deletion of unnecessary health data

    • 7.2 Performance and Disciplinary Records

    Performance Data:

  • Performance reviews and evaluations treated as highly sensitive
  • Access restricted to authorized management personnel
  • Clear data retention policies for performance history

    • Disciplinary Information:

  • Strict access controls for disciplinary records
  • Time-limited retention based on severity and local law
  • Employee rights to contest inaccurate disciplinary information

    • 7.3 Protected Characteristics

    Anti-Discrimination Compliance:

  • Prohibition on collecting unnecessary demographic information
  • Special handling of diversity and inclusion data
  • Regular audits to prevent discriminatory profiling

    • 8. International Data Transfers

    8.1 Cross-Border Processing

    Legal Basis for Transfers:

  • Adequate country determinations by data protection authorities
  • Standard Contractual Clauses for international transfers
  • Binding Corporate Rules for intra-company transfers

    • Data Localization:

  • Employee data stored in jurisdiction of employment when required by law
  • Clear notification of data transfer destinations
  • Employee consent for transfers to countries without adequate protection

    • 8.2 Multi-National Organizations

    Global Workforce Management:

  • Consistent privacy protections across all jurisdictions
  • Local compliance with employment and privacy laws
  • Regular assessment of international transfer mechanisms

    • 9. Children's Privacy

    9.1 Age Restrictions

  • Platform not intended for users under 16 years of age
  • Age verification procedures for account creation
  • Special protections for young workers in jurisdictions where legal

    • 9.2 Parental Rights

  • Parental consent required for users under 18 where legally required
  • Special privacy protections for minor employees
  • Enhanced consent mechanisms for sensitive data processing

    • 10. Cookie Policy and Tracking

    10.1 Cookie Categories

    Essential Cookies:

  • Authentication and security cookies
  • Session management and platform functionality
  • Cannot be disabled without affecting platform operation

    • Analytics Cookies:

  • Platform usage and performance monitoring
  • User experience optimization
  • Aggregated reporting and trend analysis

    • Preference Cookies:

  • User interface customization
  • Language and accessibility preferences
  • Job recommendation optimization

    • 10.2 Cookie Management

    User Controls:

  • Cookie preference center with granular controls
  • Ability to accept or reject non-essential cookies
  • Regular prompts to review cookie preferences

    • Third-Party Cookies:

  • Limited use of third-party tracking cookies
  • Clear disclosure of third-party cookie providers
  • Opt-out mechanisms for advertising cookies

    • 11. Privacy by Design

    11.1 Data Minimization

    Collection Limitation:

  • Collect only data necessary for stated purposes
  • Regular review of data collection practices
  • Employee consent for additional data collection

    • Purpose Limitation:

  • Use data only for specified, legitimate purposes
  • Secondary use requires additional consent or legal basis
  • Clear communication of processing purposes

    • 11.2 Privacy-Enhancing Technologies

    Technical Measures:

  • Encryption of personal data at rest and in transit
  • Pseudonymization and anonymization techniques
  • Privacy-preserving analytics methods

    • Administrative Measures:

  • Privacy impact assessments for new features
  • Regular privacy training for all personnel
  • Incident response and breach notification procedures

    • 12. Complaints and Dispute Resolution

    12.1 Internal Complaint Process

    Privacy Officer Contact:

  • Dedicated privacy officer for data protection inquiries
  • Formal complaint process with defined response timelines
  • Escalation procedures for unresolved issues

    • 12.2 Regulatory Complaints

    Data Protection Authorities:

  • Right to file complaints with relevant data protection authorities
  • Contact information for applicable regulators
  • Cooperation with regulatory investigations

    • 12.3 Alternative Dispute Resolution

    Mediation Services:

  • Access to independent privacy mediation services
  • Binding arbitration for certain privacy disputes
  • Legal remedies and compensation where applicable

    • 13. Updates to Privacy Policy

    13.1 Change Notification

    Material Changes:

  • Email notification to all registered users
  • Prominent in-platform notifications
  • 30-day advance notice for significant changes

    • Change Tracking:

  • Version control and change history
  • Clear identification of modified sections
  • Archive of previous policy versions

    • 13.2 Consent to Changes

    Continued Use:

  • Continued platform use constitutes acceptance of changes
  • Opportunity to withdraw consent before changes take effect
  • Account termination rights if changes are unacceptable

    • 14. Contact Information

    14.1 Privacy Officer

    Contact Details:

  • Email: privacy@kaaziai.com
  • Phone: [Privacy Hotline Number]
  • Address: [Privacy Officer Address]

    • Response Times:

  • Acknowledgment within 48 hours
  • Full response within 30 days
  • Complex inquiries may require additional time with notification

    • 14.2 Regional Representatives

    European Union:

  • EU Representative: [EU Contact Details]
  • Data Protection Officer: [DPO Contact Details]

    • Other Jurisdictions:

  • Regional privacy contacts as required by local law
  • Local language support where available

    • ---

    This Privacy Policy is effective as of August 27, 2025

    Document Version: 1.0

    Next Scheduled Review: February 27, 2026

    By using the KaaziAI platform, you acknowledge that you have read, understood, and agree to this Privacy Policy and our Terms and Conditions.

    Last updated: August 27, 2025 |Return to KaaziAI