Candidate Privacy Policy

# Candidate Privacy Policy Legal entity: WholeStack Solutions, LLC dba UnleashU Effective Date: September 28, 2026 Last Updated: September 28, 2026 ## Our commitment to candidate privacy WholeStack Solutions, LLC dba UnleashU respects the privacy of individuals who apply for employment or otherwise participate in our recruiting process. This Candidate Privacy Policy explains how we collect, use, store, and share personal information in connection with recruiting and hiring. It applies to individuals who apply for positions with WholeStack Solutions, LLC dba UnleashU and to individuals who otherwise participate in our recruiting and interview process. This policy applies to information collected through our careers site, Recruiting Potential, recruiting communications, interviews, reference checks, background checks, and other activities directly related to our hiring process. ## Information we collect We collect information that you provide to us as part of the recruiting process, including: - your name, email address, telephone number, and other contact information; - your résumé and, when provided, cover letter; - employment history, education, certifications, skills, and professional qualifications; - a LinkedIn profile or other professional information that you choose to provide; - information related to the position for which you apply; - responses regarding your authorization to work in the United States and whether you may require employment-based immigration sponsorship; - confirmation of age eligibility when applicable; - communications with our recruiting team; - interview information, notes, and feedback relating to your candidacy; - recruiting stage, application status, and hiring outcome information; - information obtained through professional reference checks or employment verification; and - other information you voluntarily provide during the recruiting process. For certain positions or at certain stages of the hiring process, we may also conduct employment-related background checks. Depending on the type of check and applicable law, this may include criminal-history or other job-related background information. We do not collect or maintain demographic applicant information such as race, ethnicity, religion, sex, disability status, or similar demographic characteristics as part of our standard recruiting application or evaluation process. Information contained in résumés, interviews, references, background checks, or other recruiting materials may nevertheless incidentally reveal personal characteristics that are not relevant to the hiring decision. ## How we use candidate information We use candidate information to: - receive and manage applications; - determine whether a candidate's experience and qualifications align with a position; - communicate with candidates about applications, interviews, and hiring decisions; - organize and administer our recruiting process; - conduct interviews and collect hiring-team feedback; - conduct professional reference checks and employment verification; - conduct job-related background checks when appropriate; - maintain recruiting records and application history; - prevent duplicate applications and maintain accurate candidate records; - support employment eligibility and hiring-related compliance; - improve our recruiting processes and systems; - protect our systems, candidates, and organization from fraud, misuse, or security threats; - comply with applicable legal obligations; and - establish, exercise, or defend legal rights when necessary. If you apply for more than one position, we may maintain a common candidate profile while keeping each application and its recruiting history separate. ## Use of artificial intelligence and hiring technology WholeStack Solutions, LLC dba UnleashU uses technology, including artificial-intelligence-assisted tools, to help our recruiting and hiring teams organize and evaluate job-related information. These tools may assist with: - summarizing résumés, application materials, interview information, and other recruiting evidence; - identifying relevant experience, skills, qualifications, or information that may warrant further review; - comparing candidate information with role-specific requirements or evaluation criteria; - organizing information for recruiters and hiring-team members; and - highlighting questions, evidence, or considerations that human reviewers may wish to examine further. These tools are intended to provide an additional decision-support lens. They do not independently make the final hiring decision. Hiring decisions remain the responsibility of our recruiting and hiring teams. Hiring and evaluation decisions are based on job-related qualifications, experience, skills, evidence, and other lawful considerations. Recruiting Potential and Hiring Potential are not configured to use protected characteristics such as race, color, religion, sex, national origin, age, disability, genetic information, or other characteristics protected by applicable law as selection criteria. We do not collect or maintain demographic applicant information as part of our standard application and evaluation process. Information contained in résumés, interviews, references, background checks, or other recruiting materials may nevertheless incidentally reveal personal characteristics that are not relevant to the hiring decision. We do not use that information as a basis for evaluating a candidate except where permitted or required by law. Some jurisdictions may require additional disclosures, consent, accommodations, or other procedures when certain automated employment tools are used. Where applicable, we may provide additional notices concerning those tools. ## Recruiting Potential and Hiring Potential We use internal recruiting systems to support the hiring process. Recruiting Potential manages recruiting operations such as job postings, applications, candidate records, recruiting stages, communications, and application materials. Beginning at certain stages of the hiring process, information may also be provided to Hiring Potential, our evaluation and decision-support system. Hiring Potential may organize application materials, recruiting evidence, evaluation criteria, and hiring-team feedback to help the hiring team consider a candidate from multiple perspectives. These systems support our hiring team; they do not replace human decision-making. ## Reference checks We may contact professional references or former employers that you provide or authorize us to contact in order to verify employment history, experience, qualifications, and other job-related information. Information received through reference checks may become part of your recruiting record. ## Background checks For certain positions or at certain stages of the hiring process, we may conduct employment-related background checks. Where a background report is obtained from a third-party consumer reporting agency, we will provide any separate disclosures, authorizations, notices, and rights required by applicable law. This Candidate Privacy Policy is not intended to replace any separate authorization, disclosure, pre-adverse-action notice, adverse-action notice, or other document that may be required by law in connection with a background check. ## Who may access candidate information Candidate information is made available only to people and service providers who need it for legitimate recruiting, hiring, compliance, security, or operational purposes. This may include: - recruiters and recruiting administrators; - the hiring manager for the position; - members of the hiring or interview committee; - authorized company leadership when appropriate; - service providers that support our careers site, recruiting platform, communications, document storage, hosting, security, background checks, reference checking, and evaluation processes; and - professional or legal advisers when necessary. We may also disclose information when required by law, legal process, or governmental authority, or when reasonably necessary to protect our rights, candidates, employees, systems, or organization. We do not sell candidate application information or use candidate application information for third-party targeted advertising. ## Communications We may contact you using the email address or telephone number you provide regarding: - confirmation that we received your application; - questions about your application; - interview scheduling; - updates regarding your candidacy; - requests for additional information; - reference or background-check coordination; and - hiring decisions or other recruiting-related matters. Recruiting communications may be stored as part of your application record. ## Data retention We generally retain recruiting records for up to five years after an application reaches a final outcome, unless a longer period is required or permitted by law or is reasonably necessary for a legal claim, complaint, investigation, audit, or other legitimate business or legal purpose. Records subject to a legal, regulatory, or administrative hold may be retained until the matter requiring the hold has been resolved. Candidate information may be deleted or anonymized before the end of the five-year period when it is no longer needed for recruiting, legal, compliance, audit, or other legitimate business purposes and applicable law permits us to do so. Anonymous or aggregated recruiting information that no longer identifies an individual may be retained for reporting and operational purposes. ## Information security We use administrative, technical, and organizational safeguards designed to protect candidate information against unauthorized access, loss, misuse, alteration, or disclosure. These safeguards include access controls, protected storage, encrypted credentials where applicable, and restrictions on access to recruiting information based on a user's role and responsibilities. No system or method of electronic storage is completely secure, and we cannot guarantee absolute security. ## Your choices and privacy rights Depending on where you live, applicable law may provide rights concerning your personal information. These rights may include the ability to request: - access to personal information we maintain about you; - correction of inaccurate information; - deletion of certain information; - information about how we use or disclose your personal information; or - other rights provided under applicable privacy law. Some information may be retained where permitted or required by law, including information necessary to comply with legal obligations, maintain appropriate business records, investigate claims, or protect legal rights. We may need to verify your identity before completing certain requests. To ask a privacy question or submit a request regarding your candidate information, contact: info@wholestacksolutions.com ## Accommodations and alternative processes If you need a reasonable accommodation to participate in our application or recruiting process, please contact: info@wholestacksolutions.com Where applicable law provides a right to request an alternative process relating to the use of certain recruiting technologies, we will provide information about how to make that request. ## Children and age eligibility Our employment opportunities are generally intended for individuals who are at least 18 years old. Certain internship opportunities may have different eligibility requirements, which will be explained as part of the applicable job posting or application process. ## Changes to this policy We may update this Candidate Privacy Policy from time to time to reflect changes in our recruiting practices, technology, legal requirements, or other circumstances. The current version and effective date will be posted with our recruiting materials. Changes apply prospectively. The version of this policy presented to a candidate when an application is submitted will remain associated with that application for recordkeeping purposes. ## Contact us Questions about this Candidate Privacy Policy or our recruiting privacy practices may be directed to: WholeStack Solutions, LLC dba UnleashU Email: info@wholestacksolutions.com