// privacy

What happens to your data.

Plain version first, then the detail. If anything here is unclear, ask us and we will answer in the same plain terms.

Who is responsible for this

Kairos HR is a trading name of Kairos Services LLC-FZ, licensed in Meydan Free Zone, Dubai, in the United Arab Emirates. Kairos HR is a job board and hiring software, and who is responsible for your data depends on why it is here. When you apply for a role, the employer you applied to is the controller of your application: they decide what happens to it, and Kairos Services LLC-FZ processes it for them, on their instructions. For a job alert profile, your account on this site, an enquiry about hiring, and this website itself, Kairos Services LLC-FZ is the controller: it decides what is collected and what happens to it, and it is the one you hold to that. Either way you can write to us, and where a request is for the employer we will tell you and pass it on.

The short version

Your CV goes to the employer you applied to: It is held so that employer can review your application, and for job alerts if you asked for them. Not to build a list to sell, and not to market anything to you.
No other employer sees your application: Your application goes to the employer who posted the role, for that role, and to no other employer.
You can see what we hold: Ask, and we will tell you. Ask us to delete it and we will.
We do not sell your data: Not to advertisers, not to agencies, not to anybody.
A machine reads your CV first: It forms the first view of whether you fit the role. A person can overturn it, and you can ask for a person to look again.

What we collect

If you apply for a job

Your name, email, phone number, country of residence, your CV, anything you write in the application, any video or voice introduction you record, and your answers to any screening questions. The platform also records which jobs you have applied for and what stage each application is at.

Your account

When you apply we set up an account for you, so you can see every application you have made in one place. It has no password until you choose one. The link is in the email confirming your application, and you do not have to use it. We do not use it to market anything to you.

If you start an application and stop

If you fill in your name, email and phone number and then leave without sending the application, we keep those details so we can help you finish. We do not treat that as an application, we do not send it to anyone, and we delete it as soon as you ask or as soon as you complete the application.

Documents you send later

If an application gets far enough, you may be asked for a passport, a qualification certificate or a reference. You send those through a link of your own, and they sit with the rest of your record.

If you set up a job alert

Your name, email, phone number, country, your CV if you attach one, and what you tell us about the work you do and are looking for.

If you enquire about hiring

Your name, work email, phone number, your company, and what you wrote about the role.

Automatically, on every visit

Your IP address, your browser, and which pages you looked at. On a job page we record that the page was viewed and for how long, so we can tell an employer whether their advert is working. That is counted, not tied to your name.

Why we are allowed to hold it

Because you applied

If you apply for a role, your application is held because you asked the employer who posted it to consider you. That employer decides what happens to it, and we hold and process it for them so they can review it. They cannot do that without your CV.

Because you said we could

If you set up a job alert, or leave your CV without applying for a particular role, we hold it because you said yes. You can take that back at any time, and taking it back does not make anything we did beforehand unlawful.

Because the employer needs to check

An employer may check your right to work, your qualifications and your references before they hire, and use the platform to collect them. That is their legitimate interest, and we process those documents for them.

Which law this answers to

We accept applications from anywhere, so more than one set of rules can apply. In the UAE that is Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data. If you are in the UK or the EU when you apply, the equivalent rules there apply to you as well, and where the two differ we work to whichever gives you more.

Who we share it with

The employer you applied to

Your application goes to the employer who posted the role. Unless their account is set otherwise, they see an anonymised version until they accept you: your experience and the platform's summary, without your name and contact details. Some employers have that turned off and see your name from the start.

The Kairos HR team

The people who run and support the platform can see your application where their work needs it, and act on the employer's instructions when they do.

Nobody else, for marketing

We do not sell or rent your details.

If the law requires it

A court order, a regulator, or a legal claim we have to defend. It has not happened, and if it does we will tell you unless we are forbidden to.

The companies that help us run this

They process your data on our instructions and for nothing else. This is the whole list.

Supabase: The database and the files in it: your CV, any recording you make, any document you send us, and the account that keeps you signed in. Held in Mumbai, India.
Vercel: Runs this website and the platform behind it, in Mumbai, India. Their page-view counting sets no cookie and does not identify you.
Google: Gemini reads your CV to pull out your experience, and writes a transcript of any video or voice introduction you record. If you book an interview, Google Calendar and Google Meet are how it reaches a diary, so the invitation carries your name and email address. Held in Google's data centres.
Resend: Sends the emails we send you, and records whether one arrived and whether it was opened. In the United States.
Todoist: Our own task list. A task about your application carries your name, so that whoever picks it up knows who it is about.

Where your data is held

In Mumbai, India. The database, every file in it, and the platform itself all run there, because it is the closest region our providers operate in and because keeping the two together is what makes the site quick. So your data does leave the UAE. The companies listed above are bound by contract to process it only on our instructions and to protect it to the standard this page describes.

Decisions made by a machine

What the machine does

When your CV arrives, a model reads it and forms a view on whether you fit the role you applied for. It pulls out your experience so nobody has to retype it, and it gives a first opinion: worth taking forward, or not.

What happens to a no

You go into a queue a person on the hiring team works through, not off the system. They can overturn it. If the employer's team switches this step to automatic for a role, the rejection letter is sent automatically, and it reaches you without a person having read your CV first.

What you can do about it

Ask, and a person will look at your application again and tell you what they thought. Write to us and we will make sure it reaches the employer's team. We would rather you did that than assume the answer was final.

How long we keep it

Until you ask us to delete it. An application stays so you and the employer can see its history, and a job alert profile stays so a role which suits you in two years can still find you. We have not put an expiry date on either, and we would rather tell you that plainly than publish a number we do not keep to. Ask us to delete your record and we delete it: not archive it, not mark it closed. That is the control you have, and it is why we do not run a clock.

Keeping it safe

Your CV and your recordings are not on a public address: every file is reached through a link that is signed, expires, and is issued only to somebody entitled to it. Access is by role, so a colleague who has no reason to see your application does not. We are not going to claim nothing can ever go wrong. If something does and it affects you, we will tell you.

What you can ask for

A copy: Everything we hold about you, in a form you can read.
A correction: If something is wrong, tell us and we will fix it.
Deletion: We delete it. This is the one most people want and it is the easiest to do.
It in a portable form: A machine-readable copy you can hand to somebody else.
That we stop: If you said yes and have changed your mind, withdraw it. If you object to us holding it on the strength of our own interest, say so and we will stop unless we have a reason we can show you.
A person, not a machine: If an automated screening decision went against you, ask for a human to look again.

Asking us for something

Email us and say what you want. We will not ask you to fill in a form, and we will not charge you. We answer within 30 days and usually a lot sooner. If we cannot do what you asked, we will tell you why rather than go quiet. Write to privacy@kairosservices.ae.

If we get it wrong

Tell us first, because most of it we can fix the same day. If that does not resolve it, you can complain to the UAE Data Office, which regulates this. If you are in the UK or the EU, you can complain to your own data protection authority instead.

Cookies

The public side of this site sets none. No advertising, no tracking, no consent banner, because there is nothing to consent to. Our page-view counting works without them. If you sign in to your applications, one cookie keeps you signed in, and that is the only one you will get.

If this page changes

We will publish the new version here. If a change actually affects you, such as a new company holding your data, we will email you rather than leave you to notice.