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Privacy Policy

Last updated: 29.06.2023

 

kayaka labs GmbH (‘us’, ‘we’, ‘our’, or ‘Kayaka Labs’) knows that privacy is important for our candidates and clients or anyone who visits our website, and other people whom we may contact in order to find out more about our Candidates (‘you’, ‘your’). 

We are committed to protecting and respecting the privacy of your data and to be transparent with you about the information we are collecting and what we will do with that information or data in the course of our recruitment activities and the sourcing of candidates (‘Service’).  This privacy policy also applies to the Kayaka Labs website (‘Website’ available at https://www.kayakalabs.com/).

In addition this Policy describes your rights regarding the personal information we hold about you. This page informs you of our policies regarding the collection, use and disclosure of personal data when you use our Service and the choices you have associated with that data. We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. By accessing our Website or Service, you confirm that you have read and understood the entirety of this Privacy Policy. 
 

1. Definitions

 

Personal Data

Personal Data refers to data about a living individual who can be identified from that data (or from that and other information either in our possession or likely to come into our possession).

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Data Controller

Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information is, or is to be, processed. For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.

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Information Collection and Use

We collect several different types of information for various purposes to provide and improve our Service to you.

 

2. Types of Data Collected

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2.1 Personal Data

While using our Service, we collect personal information from candidates and clients.

  • Candidates: Name, contact information (email address, phone number, address), resume/CV, employment history, education, skills, qualifications, professional certifications, references, bank details and any other information relevant to the recruitment process and making payments for your services. 

  • Clients: Name, company details, contact information (email address, phone number, address), job requirements, preferences, and any other information necessary to understand and fulfill your recruitment needs. 

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2.2 Sensitive Information

We do not intentionally collect sensitive personal information (e.g., racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic or biometric data, health or medical information) unless required by law or with your explicit consent. 

 

3. Use of Data

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3.1 Recruitment Process

We use your personal information to facilitate the recruitment process, including assessing your qualifications, matching your skills with job vacancies, conducting interviews, and communicating with you. We've listed below various ways in which we may use and process your personal data for this purpose, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive.

  • Collecting your data from you and other sources, such as LinkedIn;

  • Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment;

  • Providing you with our recruitment services and to facilitate the recruitment process;

  • Assessing data about you against vacancies which we think may be suitable for you;

  • Sending your information to Clients, in order to apply for jobs or to assess your eligibility for jobs;

  • Enabling you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you;

  • Carrying out our obligations arising from any contracts entered into between us;

  • Carrying out our obligations arising from any contracts entered into between Kayaka Labs and third parties in relation to your recruitment;

  • Facilitating our invoicing processes;

  • Carrying out customer satisfaction surveys;

  • Verifying details you have provided, using third party resources (such as psychometric evaluations or skills tests), or to request information (such as references, qualifications and potentially any criminal convictions, to the extent that this is appropriate and in accordance with local laws);

  • Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send or by contacting us. 

  • If you use the contact form on our website to communicate with us, we collect the information you provide, such as your name, email address, and message. We use this information solely for the purpose of responding to your inquiries or providing assistance.

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3.2 Client Services

We utilize your personal information to provide tailored recruitment services to our clients, such as identifying suitable candidates, conducting candidate screenings, and arranging interviews. 

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3.3 Legal Compliance

We may use and disclose your personal information as required by applicable laws, regulations, or legal processes.

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3.4 Business Purposes

We may use your personal information for internal purposes, such as data analysis, auditing, improving our services, and ensuring the security of our systems.

 

4. Retention of Data

 

Kayaka Labs will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes and enforce our legal agreements and policies. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process it, and whether we can achieve those purposes through other means. We also consider the periods for which we might need to retain personal data in order to meet our legal obligations, or to deal with complaints and queries, and to protect our legal rights in the event of a claim being made.

When we no longer need your personal data, we will securely delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.

 

5. Transfer of Data

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5.1 Third-Party Service Providers

We may share your personal information with third-party service providers who assist us in carrying out recruitment activities, such as conducting background checks, skills assessments, or hosting our website. These service providers are bound by confidentiality obligations and are prohibited from using your personal information for any other purpose. 

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5.2 Clients

With your consent, we may share your personal information with our clients for recruitment purposes. However, we do not control the subsequent use, disclosure, or retention of your personal information by our clients. 

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5.3 Legal Obligations

We may disclose your personal information if required to do so by law, court order, or governmental authority, or if we believe such disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Kayaka Labs will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

 

6. Disclosure of Data

 

Kayaka Labs may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation

  • To protect and defend the rights or property of Kayaka Labs

  • To prevent or investigate possible wrongdoing in connection with the Service

  • To protect the personal safety of users of the Service or the public

  • To protect against legal liability

  • Service providers and agents. We may share your information with certain third parties selected by us to help support our operations. These include, for example, services that help us process payments, analyze web traffic, send emails, and track customer service requests. In addition, we may share limited personal information to third parties that help us market or advertise Kayaka Labs.

 

WE WILL NOT SELL, SHARE OR TRADE THE PERSONALLY IDENTIFIABLE INFORMATION YOU SUBMIT TO ANY UNRELATED THIRD PARTIES, MASS MARKETERS, OR TO OTHER NON-AFFILIATED ENTITIES FOR THEIR MARKETING PURPOSES WITHOUT YOUR CONSENT.

 

7. Security of Data

 

The security of your data is important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

 

We have implemented and maintained reasonable security practices to protect against the unauthorized access, use, modification, destruction or disclosure of your personal information. However, no method of transmission or storage is completely secure, and we therefore cannot guarantee absolute security. 
 

8. GDPR

 

Legal Basis for Processing Personal Data under the General Data Protection Regulation (GDPR)

Kayaka Labs’s legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.

 

Kayaka Labs may process your Personal Data because:

  • We need to perform a contract with you

  • You have given us permission to do so

  • For payment processing purposes

  • To comply with the law

 

Your Data Protection Rights under the General Data Protection Regulation (GDPR)

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. Kayaka Labs aims to take reasonable steps to allow you to correct, amend, delete or limit the use of your Personal Data.

 

If you wish to be informed about what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.

 

In certain circumstances, you have the following data protection rights:

  • The right to access, update or delete the information we have on you. Whenever made possible, you can access, update or request deletion of your Personal Data directly within your account settings section. If you are unable to perform these actions yourself, please contact us to assist you.

  • The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete.

  • The right to object. You have the right to object to our processing of your Personal Data.

  • The right of restriction. You have the right to request that we restrict the processing of your personal information.

  • The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.

  • The right to withdraw consent. You also have the right to withdraw your consent at any time where Kayaka Labs relied on your consent to process your personal information.

 

Please note that we may ask you to verify your identity before responding to such requests.

 

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).

 

9. Children’s Privacy

 

Our Service does not address anyone under the age of 18 (“Children”).

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

 

 

10. Changes to This Privacy Policy

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We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

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We will let you know via email and/or a prominent notice on our Service, at least 15 days prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

 

You are advised to review this Privacy Policy periodically for any changes. These changes are effective immediately after they are posted on this page.

 

11. Contact Us

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If you have any questions about this Privacy Policy, please contact us by email at hello@kayakalabs.com.

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