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Privacy Policy

This privacy policy (“Privacy Policy”) describes Kaiwa Search’s and its affiliates’ and subsidiaries’ practices for collecting, using, sharing, and protecting personal information. 

When a potential candidate uses Kaiwa Search’s services to submit a resume or inquire about job openings or to take up executive search for your organization or business, you direct us to engage with an ecosystem that will help you find your next opportunity. We will need to share your information with companies seeking job candidates and business partners that assist with employment searches. Please read this Privacy Policy carefully. By browsing the website of Kaiwa Search, using our services or expressly consenting, where required under applicable privacy laws, you agree to be bound by this Privacy Policy.

Please see our Terms of Service for more information about our terms and policies in general.

Collection and Processing of Your Personal Information

Personal information means information that identifies, or can be used to identify, you as an individual. Non-personal information means information that does not directly identify you. We collect both types of information about you.

We collect personal information about you from a variety of sources, including when you visit our website, when you voluntarily provide information to us, when information is publicly posted (e.g., Google, Facebook, Twitter, etc.), or when we receive it from third parties, such as our clients.

There may be instances in which the information that we collect is considered sensitive personal information under the laws of the country or state in which you reside. As a general matter, we only collect sensitive personal information when it is necessary or when you provide it to us voluntarily (e.g., in a resume).

Types of Information, Purpose for Collection, Use of Information

Following are some examples of the type of information that we collect and what we use that information for.

  • Business Contacts - We collect business contact information, and billing information, from our clients and our potential clients for a legitimate business purpose. We use this information in order to provide products, services, or information about our products and services.

  • Potential Candidates - Kaiwa Search gathers personal information about individuals who might be interested in a current, or future, position with a Kaiwa Search client. Such information includes address, contact information, job role, function, social media presence, or work or educational experiences, and other information that may be included in a resume.

  • Email Interconnectivity - If you receive an email from us, we may use certain tools to capture data related to when you open our message or click on any links or banners/images within it. We may also take the information in your emails and add it to our contacts and log it with our customer relationship management (CRM) system.

  • Employment - If you apply for a Kaiwa Search job posting, or become an employee at Kaiwa Search, we collect information necessary to process your application or to further the employment relationship. This may include, among other things, your Social Security Number/National Insurance Number.

  • Feedback/Support - If you contact us or provide feedback, we will collect your name and email address, as well as any other content that you send to us, in order to reply.

  • Mailing List - When you sign up for one of our mailing lists we collect your name, email address, resume, LinkedIn/website address, how you heard about us and the reason for your contact.

  • Mobile Devices - We collect information from mobile devices such as location and unique identifying information broadcast from devices when visiting our website using Google Analytics.

  • Surveys - If you participate in a survey, we may collect information you provide such as your contact information, job details, and experience with Kaiwa Search. 

  • Web Logs - We collect your browser type, operating system, Internet Protocol (IP) address (a number that is automatically assigned to a computer when using the Internet), domain name, click-activity, referring website, viewed websites and/or a date/time stamp for visits.

  • Online Activity - We use cookies and clear GIFs. “Cookies” are small pieces of information that a website sends to a computer’s hard drive while a website is viewed. We use both session cookies (which expire once a web browser is closed) and persistent cookies (which stay on a device until deleted). Among other things, cookies allow us to provide a more personal and interactive experience and to improve our marketing efforts. You may remove certain cookies as described here. If cookies are disabled some areas or features of our websites may not work properly. We allow our analytics partners to place cookies on our websites as described in this policy.

Use of Information

In addition to the purposes and uses described above, we may use personal information in the following ways:

  • To contact potential candidates who may be interested in an employment opportunity with one of our clients.

  • To identify you when you visit our websites.

  • To respond to your inquiries related to support, employment opportunities, or other requests.

  • To provide our products and services.

  • To improve our services and product offerings.

  • To conduct analytics.

  • To send marketing and promotional materials, including information relating to our goods, services, sales, or promotions.

  • For internal administrative purposes, as well as to manage our relationship with you.

  • To, in an aggregated or anonymized form, generate industry reports about trends such as trends in hiring and compensation.

  • To assess whether you may become a potential client in the future.

  • For compliance, fraud prevention and safety, including to establish or exercise our rights, to defend against a legal claim, to investigate, prevent, or take action regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our policies, or to comply with your request.

  • To comply with law. 

  • Other uses to which you consent. 

Sharing of Information

In addition to the specific situations discussed elsewhere in this policy, we disclose information in the following situations:

  • Affiliates - We may share your personal information with our affiliates in connection with processing your inquiries, providing services, and improving our products and services. In limited situations we may also share business contact information with one of our affiliated companies so that they can provide you with information concerning the products or services that they provide. 

  • Business Partners - When a potential candidate uses our services to submit a resume or inquire about job openings, you direct us to engage with an ecosystem that will help you find your next opportunity. To help you, we will need to share some of your information with business partners that assist with employment searches. Some of the business partners are our affiliates and others are non-affiliated businesses.

  • Clients - Kaiwa Search may share information about potential candidates with our clients. Kaiwa Search clients may use and disclose such information according to their respective privacy practices. 

  • Other Potential Employer - We may share unsolicited resumes or solicitations from potential candidates with companies that may have an interest in such candidates. 

  • Other Disclosures with Your Consent - We may ask if you would like us to share your information with other unaffiliated third parties who are not described elsewhere in this policy.

  • Other Disclosures without Your Consent - We may disclose information in response to subpoenas, warrants, or court orders, or in connection with any legal process, or to comply with relevant laws. We may also share your information in order to establish or exercise our rights, to defend against a legal claim, to investigate, prevent, or take action regarding possible illegal activities, suspected fraud, safety of person or property, or a violation of our policies, or to comply with your request.

  • Service Providers - Kaiwa Search may provide personal information to third parties that act as agents, consultants or contractors to perform tasks on behalf of and under Kaiwa Search’s instructions. Such recipients must agree to abide by confidentiality obligations and are not permitted to use your personal information except for the limited purpose that we request.

  • Third-Party Tracking Companies - We may share your information with third-party tracking companies, including analytics partners. These third parties may also collect information directly from you as described in this Privacy Policy over time and across different websites. The privacy policy of the third party company applies to their collection, use and disclosure of your information. 

  • Corporate transactions - We may also share your information if another company acquires our company, business, or our assets, or in the event of a bankruptcy or reorganization.

Retention of Information

We retain personal information for the period necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law, or an individual requests that we delete information about them.

In some circumstances, we may anonymize your personal information so that it can no longer be associated with you. We may retain and use this anonymized information for our business purposes.

Protecting Information

Kaiwa Search uses reasonable organizational, technical and administrative measures designed to protect against unauthorized access, misuse, loss, disclosure, alteration and destruction of personal information we maintain. Unfortunately, data transmission over the Internet cannot be guaranteed as completely secure. Therefore, while Kaiwa Search strives to protect your personal information, we cannot guarantee the security of personal information. In the event that Kaiwa Search is required to notify you about a situation involving your data, we may do so by email, telephone, or mail to the extent permitted by law.

Your Choices

You can make the following choices regarding your personal information:

  • Access, Transfer, Correction, and/or Deletion of Your Personal Information - You may request to access, transfer, correct, or delete the personal information that Kaiwa Search has collected about you by writing to the contact listed below under the section titled “Contact Information.” When we delete personal information, it will be removed from our active database, but it may remain in archives where it is not practical or possible to delete it.

  • Ability to restrict or object to processing - You may request to restrict our continued processing of your personal information or object to our reliance on legitimate interests as the basis of our processing of your personal information. If we receive an objection, we will evaluate whether we are required by law to discontinue such processing.

  • Promotional Emails - You may choose to provide us with your email address for the purpose of allowing us to send free newsletters, surveys, offers, and other promotional materials to you, as well as targeted offers from third parties. You can stop receiving promotional emails by following the unsubscribe instructions in emails that you receive or contacting us. If you decide not to receive promotional emails, we may still send you service-related communications.

  • Opt-Out / Revocation of Consent - If we rely on your consent to process personal information, you may revoke that consent by contacting us in writing. Note that in some situations we may no longer be able to provide you services if you revoke your consent; we may also limit or deny your request to revoke consent if the law permits or requires us to do so, or if we are unable to adequately verify your identity.

  • Different Purposes - If we use your information for a materially different purpose than the purpose for which we collected it, we will notify you, as required by law.

Contact Information

If you have any questions or concerns related to this Privacy Policy, please email us at 

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