Ridgeline Candidate Privacy Policy

Last Updated: August 2026

At Ridgeline, we respect individual privacy rights and are committed to handling personal information responsibly and in compliance with applicable laws.

This Ridgeline Candidate Privacy Policy describes how Ridgeline collects, uses, discloses and protects your personal information when you apply for a job or other role with us, including full-time, part-time, temporary, consultancy and internship positions, through our online recruitment system and careers page, and through third-party agencies and recruiters acting on our behalf.

Who is responsible for your information. Ridgeline, Inc., 936 Southwood Blvd., Suite 100, Incline Village, NV 89451, USA, is the data controller of your personal information, regardless of the location of the role you are applying for. Recruitment for all Ridgeline roles, including those based in Ireland and Canada, is conducted by Ridgeline, Inc.

If you are hired, the information we hold about you will be handled from that point under our Ridgeline Employee Privacy Statement, and where you are engaged through an employer of record, that organization will provide its own privacy notice.

It is Ridgeline’s policy to comply with the privacy legislation of each jurisdiction in which we operate. Because those laws differ, some of the rights described here may not be available to everyone or in every jurisdiction. Region-specific information appears at the end of this Policy. Nothing here varies or amends any contractual obligation set out in an agreement with Ridgeline. If you are unsure whether or how this Policy applies to you, contact us at privacy@ridgelineapps.com.

Information we collect

Information you give us

We collect personal information you provide directly when you apply for a role, introduce yourself at an event, sign up for our updates, or meet with us in person, by telephone or online as a candidate. This includes:

Identifiers. Your name, contact details including address, telephone number and email address, and where relevant date and place of birth.

Professional and employment information. Your resume and any accompanying documents such as a cover letter, transcripts or certifications; your employment history including previous roles; your nationality, citizenship and right to work information, including government identification documents such as passports and residency permits and, where relevant, visa information; and any other information you choose to give us during the application process, including anything you disclose in an interview.

Educational information. Your education history, qualifications, certifications and skills.

Communications. The content of your correspondence with our recruiters and hiring teams.

Information we collect automatically

When you visit our careers pages we collect information about your device and activity through cookies and similar technologies, in the same way as on the rest of our website. That includes analytics and, subject to the choices available to you and where you are located, advertising technologies. Our Ridgeline Privacy Policy and our Ridgeline Cookie Policy explain what we use and how to change your choices, and those choices apply to our careers pages as they do to the rest of the site.

We also apply controls to keep our application system working properly and to protect it from fraud, automated submissions and abuse. These include limits on repeat applications and technical measures that use information such as IP address, device characteristics and submission patterns. These controls are not used to assess your suitability for a role.

Interview recordings

We ordinarily record and transcribe interviews. We use an interview recording platform that captures video and audio, produces a transcript, and generates a written summary of the conversation. Interviewers use that summary as a starting point for their own written assessment, which they review and edit before it is used. Recordings, transcripts and summaries are stored against your candidate record in our recruitment system. In-person interviews may also be recorded using the interviewer’s device microphone.

Recording does not happen in every case, for example where you have declined or where it is not enabled for a particular role.

You do not have to be recorded. You will be told in advance, in your interview confirmation, that recording is planned, and how to decline. If you tell us in advance, the recording tool will not join your interview. You can also ask the interviewer to stop recording at any point during the interview, and it will be stopped. Declining will not affect how your application is assessed.

Who can see recordings. Access follows the permissions in our recruitment system. Interviewers can see the interviews they conducted and any that are shared with them. Our recruitment team has broader access. Recordings can be marked restricted where the circumstances warrant it.

How long we keep them. If we do not hire you, recordings, transcripts and summaries are deleted 12 months after the hiring decision. In every other case they are deleted 24 months after the interview took place.

Information we receive from others

Recruitment partners and referees. Your name, contact details, employment history, references and any other information provided by recruitment agencies acting for us, by people who refer you, or by referees responding to a reference request. This may include information about your performance or conduct from former employers, clients or colleagues.

Background screening providers. Where a background check is conducted, we receive the results. See “Background checks” below.

Professional platforms. Information you make available to us through a professional platform when you apply or engage with us through it, for example where you apply using LinkedIn, and information from professional platforms we use to identify and contact potential candidates.

When we obtain your personal information from a third party, we take reasonable steps to satisfy ourselves that the source is entitled to disclose it to us, and we will tell you the source on request.

Equal opportunity information

Where equal opportunity reporting obligations apply to us, we invite candidates to provide information about gender, race, ethnicity and veteran status. Providing this is entirely voluntary and declining has no effect on your application.

These responses are anonymized in our recruitment system and are not linked back to your individual application.

These questions are not shown, and we do not collect this information, where those obligations do not apply.

Sensitive personal information

We minimize our processing of sensitive personal information and collect it only where necessary for legitimate recruitment purposes or to comply with applicable law. Where we do, it may include:

• Information relating to diversity, as described above;
• Citizenship and immigration information, for visa and right to work purposes;
• Information about health, disability or accommodation needs, where you tell us about an adjustment you need for the application or interview process; and
• Trade union, works council or employee representative status, if you choose to disclose it.

Together, “Sensitive Personal Information”.

Background checks

Where permitted by applicable law and relevant to the role, we conduct background checks before an offer is confirmed. These may include verification of your employment and education history, identity and right to work.

Criminal record checks. We conduct criminal record checks only where the law of the relevant jurisdiction permits it for the role in question.

How we use your information

We use your personal information to:

• Manage our recruitment process, including operating our application system and candidate records;
• Assess your application, evaluating your skills and experience against the role you applied for and, where you agree, other roles that may suit you;
• Communicate with you about your application and its progress;
• Verify information you have given us, through references and background checks where applicable;
• Prepare for your arrival, if you are offered and accept a role;
• Tell you about other opportunities, where you have asked us to;
• Improve how we recruit, by understanding how our process works and where it can be better;
• Protect our application system from fraud and misuse; and
• Meet our legal obligations and establish, exercise or defend legal claims.

Use of artificial intelligence

We use artificial intelligence tools to support our recruitment process, under our Artificial Intelligence Policy and Responsible AI Framework. In recruitment specifically, those documents require that:

• a qualified person reviews AI-generated output before it informs a hiring decision;
• AI is not permitted to make autonomous hiring decisions, or to rank or score candidates without human review.

What we currently use it for. This includes drafting job descriptions and interview questions; removing identifying details from resumes to support fairer review; transcribing and summarizing interviews as described above; drafting interviewer assessments for a person to review and edit; scheduling interviews; and identifying and contacting potential candidates.

Hiring decisions are made by people. Our systems are not configured to use artificial intelligence to filter, rank, shortlist or reject applications before a person has reviewed them, our Responsible AI Framework does not permit it, and we do not make decisions about you based solely on automated processing.

How we share your information

We do not sell the information you give us as part of your application, and we do not use it for targeted advertising. Cookies and similar technologies on our careers pages are handled in the same way as on the rest of our website and are covered by our Ridgeline Cookie Policy.

We share your information with:

• Ridgeline affiliates, for recruitment, human resources and internal reporting purposes;
• Service providers who act on our behalf, including providers of applicant tracking and recruitment systems, interview recording and scheduling tools, assessment providers, recruitment and search agencies, background screening providers, survey tools, travel and expense management, and information technology and hosting services;
• Legal and regulatory authorities, including law enforcement, courts, regulators and tax authorities, where required to comply with a legal or regulatory obligation, or to protect our rights, your rights or the rights of a third party; and
• Others at your direction or with your consent.

International transfers

Ridgeline, Inc. is based in the United States, and your information will be transferred to and processed there. Our recruitment system is operated by Ridgeline, Inc. in the United States. Your information may also be processed in Ireland and Canada, where Ridgeline entities and certain of our service providers operate.

Data protection law varies by country, and some of these countries may not provide the same level of protection as your home country. We apply the protections described in this Policy to your information regardless of where it is processed, and we use contractual and other measures to secure a comparable level of protection when your information is handled by a third party.

Transfers from the European Economic Area, Switzerland and the United Kingdom. We rely on the Standard Contractual Clauses approved by the European Commission, together with the UK International Data Transfer Addendum where United Kingdom information is involved, to transfer personal information collected in those regions, including transfers to Ridgeline, Inc. in the United States. Where the destination country has been recognized as providing an adequate level of protection, we may rely on that instead. To request a copy of the safeguards we have in place, contact privacy@ridgelineapps.com.

Security

We implement appropriate technical, organizational and contractual measures designed to protect your personal information against accidental loss, destruction, unauthorized access, misuse and disclosure. Access to candidate information is limited to those who need it for the recruitment process.

No method of transmission over the internet is completely secure, and we cannot guarantee absolute security. You are responsible for keeping secure any password or other authentication method used to access our recruitment pages.

How long we keep your information

We keep your personal information for as long as necessary for the purposes described in this Policy and to meet our legal obligations, and then delete or anonymize it.

• Application and candidate records, where we do not hire you, are kept for 12 months after the hiring decision.
• Interview recordings, transcripts and summaries are deleted 12 months after the hiring decision where we do not hire you, and in every other case 24 months after the interview took place.
• If you ask us to keep you in mind for future roles, we keep your contact details and application information for 24 months, and you can withdraw that request at any time.
• If you are hired, your candidate record remains in our recruitment system, and the information needed to set you up as a member of our personnel is transferred into your employment record. Where you are engaged through an employer of record, only the onboarding information that organization needs is passed to them, not your full application file. From that point your information is covered by our Ridgeline Employee Privacy Statement.
• Where information is relevant to an actual or anticipated legal claim or investigation, we keep it until the matter is resolved.

In deciding how long to keep information we consider our legal and regulatory obligations, the period during which a claim could be brought, our legitimate need for the information, its sensitivity, the risk of harm from unauthorized use or disclosure, and whether the purpose can be achieved another way.

Your rights

Depending on where you are located, you may have the right to:

• access the personal information we hold about you and receive a copy of it;
• have inaccurate information corrected and incomplete information completed;
• request deletion of your information;
• request that we restrict our processing in certain circumstances;
• receive your information in a portable format where processing is based on consent or a contract;
• object to processing based on our legitimate interests;
• withdraw consent at any time where we rely on it, without affecting processing carried out beforehand;
• not be subject to a decision based solely on automated processing producing legal or similarly significant effects; and
• complain to your data protection regulator.

To exercise any of these rights, contact privacy@ridgelineapps.com. If you can tell us what your concern is, that will help us respond faster. We will respond without undue delay and in any event within the period required by applicable law. We may need to verify your identity before we respond. We do not discriminate against anyone for exercising their privacy rights.

Changes to this Policy

We may update this Policy from time to time to reflect legal, technical or business developments. When we do, we will take appropriate steps to inform you, consistent with the significance of the change. The “Last Updated” date at the top shows when it was last revised.

Contact us

Email: privacy@ridgelineapps.com

Post: Ridgeline, Inc., Attn: Privacy, 936 Southwood Blvd., Suite 100, Incline Village, NV 89451, USA

Additional information for specific regions

European Economic Area, Switzerland and the United Kingdom

If you are applying for a role based in, or you are located in, the European Economic Area, Switzerland or the United Kingdom, the following applies.

Controller. Ridgeline, Inc. is the controller of your personal information, at the address above. If you are in the European Economic Area, Switzerland or the United Kingdom, you can also reach us through Ridgeline Intelligence Ireland Limited, 27/29 Orwell Road, Rathgar, Dublin 6, D06 FK54, Ireland.

Our legal bases for processing. We rely on the following.

Necessary to take steps at your request before entering into a contract, or to perform a contract with you

Necessary for our legitimate interests

Where we rely on legitimate interests we weigh those interests against your rights and freedoms, and you may ask us for more information about our reasoning. You have the right to object to processing based on legitimate interests, including interview recording.

Necessary to comply with a legal obligation

Based on your consent

Where we rely on consent, providing it is voluntary and you may withdraw it at any time without affecting your application.

Sensitive personal information. Where we process information revealing racial or ethnic origin, trade union membership or health, we do so only where a condition under Article 9 applies, which will normally be your explicit consent or, for information about a disability or an adjustment you have requested, the condition permitting processing necessary for our obligations in employment law.

Complaints. You may lodge a complaint with the supervisory authority in your country of residence, work, or where you believe an infringement occurred. In Ireland that is the Data Protection Commission. We would appreciate the chance to address your concerns first.

Canada

Your personal information may be collected, used, processed, stored or disclosed in Canada, the United States and Ireland. In these circumstances, the governments, courts, law enforcement, national security or regulatory agencies of those jurisdictions may be able to obtain access to your personal information under the laws of that jurisdiction. We use contractual and other means to provide a comparable level of protection while your information is being processed by a third party.

Artificial intelligence in hiring. We use artificial intelligence to assist with our recruitment process as described under “Use of artificial intelligence” above. Information about the use of artificial intelligence in hiring also appears on our publicly advertised job postings.

You may, at any time and on reasonable notice, write to privacy@ridgelineapps.com to access, update, correct or request deletion of your personal information, or to withdraw consent, subject to legal and contractual requirements. If we cannot provide you with access, we will explain why, subject to any legal or regulatory restriction. We will respond within 30 days, subject to any extension permitted by applicable law.

You may also contact the Office of the Privacy Commissioner of Canada, or the applicable provincial privacy commissioner, with a complaint.

United States

California

If you are located in California, the following additional disclosures apply.

Categories of personal information we collect. Identifiers, including your name, contact details and, where relevant, government identification documents. Personal records information under Cal. Civ. Code §1798.80, including employment history. Characteristics of protected classifications, where you volunteer them. Internet and network activity information relating to your use of our careers pages and application system. Audio, visual and similar information, including interview recordings. Professional and employment-related information, including your resume, education and references. Inferences drawn from the above. Sensitive personal information, including government identification numbers and, where you tell us about an adjustment you need, health or disability information.

Sources, purposes and disclosures. As described above.

Sale and sharing. Ridgeline does not “sell” or “share” your personal information for cross-context behavioral advertising, as those terms are defined under the California Privacy Rights Act, in connection with the recruitment, employment or personnel management process.

Ridgeline does not use your Sensitive Personal Information for any purpose other than to operate our business, for legitimate recruitment-related purposes, or where otherwise permitted by or necessary to comply with applicable law, and therefore does not offer a right to limit the use of Sensitive Personal Information.

If you are submitting a request to access, please tell us whether you would like the categories of personal information we hold, or specific pieces of it.

When you submit a request we will acknowledge receipt within 10 business days and provide a substantive response within 45 calendar days. If we need more time, up to a further 45 days, we will tell you why in writing.

Only you or an authorized agent may make a verifiable consumer request relating to your personal information.

Authorizing an agent. You may designate an authorized agent to submit a request on your behalf, provided the agent has your written permission and you have taken steps to verify your identity directly with us.

How we verify your request. We must verify your identity, or your agent’s authority, before responding. We will only use the information you provide for that purpose. Making a request does not require you to create an account with us. We may ask you to provide at least two pieces of personal information already in our possession, and we will compare what you provide against our records, taking additional steps to reduce the risk of fraud.

Other states

Most comprehensive state privacy laws exclude information processed in a job application context. Where a state law does apply, we will honor the rights it provides.