Kinetic LI Website & Success Transfer Privacy Notice

1. Who we are

Kinetic LI Ltd is a private limited company registered in England and Wales.

For the account, website and usage information described below, Kinetic LI Ltd is the data controller.

There is an important additional distinction when you use Success Transfer for a real hire. Where you enter candidate or hiring information on behalf of your organisation, your organisation is normally the controller of that information and Kinetic LI processes it on its behalf. Our Success Transfer terms and data-processing terms govern that processing.

2. What this notice covers

This notice covers personal information collected through kineticli.com, the Success Transfer application, enquiries made through the website, subscriptions to Kinetic communications, and account and product-usage information generated when you use Success Transfer.

Separate privacy information may apply where an individual takes part in a Kinetic executive-search process or uses a separate individual diagnostic service.

3. Information we collect about you

When you create a Success Transfer account, we collect your first name, last name, job title, company and verified work email address. We may derive your organisation's email domain from that address.

We also collect information needed to operate and protect the service, such as verification status, account creation and last-active dates, authentication and security information, device or browser information where necessary, and technical logs associated with use of the service.

Success Transfer also generates product-usage information. This can include the number of vacancies and candidate records you create, role lenses selected, briefs generated, retests completed, repeat visits, last use, and referral or sharing activity.

We keep this product-usage information separate from the substance of the candidate information you enter.

If you contact Kinetic through our website, we may collect your name, organisation, email address, enquiry type and the information you choose to include in your message.

If you choose to receive Kinetic updates, we record your email address and marketing preference.

4. Information about candidates in Success Transfer

Success Transfer is deliberately designed to work without collecting a candidate's full identity.

You do not need to upload a CV, provide a candidate email address, enter a LinkedIn profile or give us a full candidate name. Initials or your own short candidate label are enough.

The information you choose to enter may include a candidate label, previous achievements, information about the conditions in which those achievements happened, information about the vacancy, and evidence you record after interview.

Please keep this information limited to what the hiring exercise genuinely requires. Do not enter sensitive personal information, special-category information, criminal-offence information or unrelated personal background into Success Transfer.

Success Transfer does not collect or store individual diagnostic data.

5. What happens to candidate information

Candidate achievements, candidate-side conditions and interview evidence remain inside the Success Transfer hiring workflow unless you deliberately download or share an output.

Kinetic does not use individual candidate content for sales prospecting.

Kinetic does not sell candidate or user information.

Candidate labels, achievement text, candidate-side answers, interview evidence and the body of hiring outputs do not appear in Kinetic's business-development dashboards.

We may use account and product-usage information to understand whether organisations are experimenting with, returning to or adopting Success Transfer. This can inform how we improve the service and, where appropriate, how Kinetic engages with an organisation. Candidate content is not used for that purpose.

This separation is deliberate. Kinetic needs to understand whether the product is being used. We do not need to read somebody's hiring evidence to do that. This follows the product boundary already locked in the governing specification.

6. How we use your information and our lawful basis

We use account information to provide Success Transfer, maintain your Hiring Workspace, authenticate your account, allow you to return to saved work and provide secure continuation across devices. We rely on our legitimate interests in providing and operating the service.

We use security and technical information to protect accounts, prevent misuse, diagnose faults and maintain the security and reliability of the service. We rely on our legitimate interests in protecting Kinetic, our users and the service, and on legal obligations where these apply.

We use account-level and product-usage information to understand how Success Transfer is being used, improve the product and understand organisational adoption. Our legitimate interest is operating and improving our service and understanding legitimate commercial interest in Kinetic's work. We deliberately exclude candidate-content payloads from this activity.

We use information submitted through contact forms to respond to enquiries and manage professional relationships. We normally rely on our legitimate interests in responding to people who contact us.

Where you actively opt in to receive Kinetic marketing or updates through Success Transfer, we rely on your consent. You can withdraw that consent at any time.

Where we need to retain or disclose information to comply with law, regulatory requirements or establish, exercise or defend legal claims, the relevant legal obligation or legitimate interest applies.

Where Kinetic processes candidate-related information in Success Transfer on behalf of your organisation, Kinetic acts on the organisation's documented instructions as its processor. Your organisation is responsible for determining its own lawful basis for processing that candidate information and for providing any privacy information required to the candidate.

The ICO requires organisations relying on legitimate interests to identify the interest, show that processing is necessary and balance that interest against the individual's rights. We should therefore keep a short internal Legitimate Interests Assessment with the launch compliance records.

7. Sharing and downloading information

Success Transfer lets you generate, download and in some cases share hiring outputs.

When you deliberately share an output, the recipient can see the information contained in that output. Sharing a hiring output does not give the recipient access to your whole Hiring Workspace or other candidate records.

You are responsible for deciding who should receive an output and whether they are authorised to see the candidate information it contains.

A separate “Share Success Transfer” referral does not include the current vacancy, candidate or hiring evidence.

8. Who we share information with

We use service providers to operate Kinetic's website and Success Transfer. These can include providers of website hosting, cloud infrastructure, databases, authentication, data storage, transactional email, security and technical support.

These providers may process personal information only for the services they provide to us and are subject to appropriate contractual and security requirements.

We may also disclose information to professional advisers, regulators, courts, law-enforcement authorities or other parties where required by law or necessary to establish, exercise or defend legal rights.

We do not sell personal data.

9. International data transfers

Some technology providers or their subprocessors may process information outside the United Kingdom.

Where this involves a restricted international transfer, we use an applicable UK adequacy arrangement or appropriate safeguards required by UK data-protection law. These may include the UK International Data Transfer Agreement or UK Addendum and the associated transfer assessment where required.

You can contact us if you want further information about the safeguards applying to a particular transfer.

10. How long we keep information

We do not keep identifiable personal information indefinitely.

We normally retain a saved Success Transfer workspace and its associated hiring records for up to 24 months after the workspace was last actively used. During the initial pilot this retention period is administered through periodic review rather than an automated deletion process. Records may be deleted earlier following a valid deletion request, subject to any information we are required or entitled to retain.

Archiving a vacancy or candidate removes it from normal active use but does not delete it. An archived record can be reopened.

We retain identifiable product-usage information for up to 12 months. During the initial pilot this period is administered through periodic review rather than an automated deletion process. After that period we delete the information or remove identifying links where we want to retain aggregate product statistics.

Marketing information is kept until you unsubscribe or withdraw your consent. We may retain a minimal suppression record afterwards so that we do not accidentally contact you again.

Technical, security, legal-compliance and privacy-request records are kept only for as long as reasonably necessary for the purpose for which they are held.

The UK GDPR does not prescribe one universal retention period. Organisations must be able to justify their retention periods and remove or anonymise information once it is no longer required.

11. Deleting information

You can archive hiring records from your Success Transfer Workspace.

If you want information permanently deleted, you can contact hello@kineticli.com from your registered work email. Tell us whether you want us to remove a particular hiring record, a vacancy or your whole Success Transfer account.

We will verify the request before deleting information.

The right to erasure is not absolute, so there may be limited circumstances in which we have to retain particular information, for example to comply with law or establish or defend a legal claim. We will explain this if it applies.

Where information has been removed from live systems, residual copies may remain temporarily in protected backup systems until those backups are overwritten through their normal retention cycle. Such information will remain beyond normal use during that period.

The ICO says erasure requests normally require a response within one month and recognises that data may remain temporarily in backups provided it is placed beyond use until overwritten.

12. Browser storage, cookies and similar technology

Success Transfer uses browser storage as well as Supabase authentication storage to keep you signed in, recover an interrupted registration and preserve parts of your working session.

Information held in your browser can include account information and hiring content you have entered, such as candidate labels, achievements, generated questions and unfinished interview or review work. Some of this working information remains on that browser until you log out, clear the site's stored data or the application replaces it with current server data.

During registration and verification, Success Transfer also keeps a short-lived recovery copy of the information needed to complete the save. That recovery information has a short logical expiry period and is removed when the save completes or when the application next processes an expired recovery record.

Success Transfer also creates an anonymous browser identifier so that we can understand use of the product before and after registration. It does not contain candidate content. This is first-party product-usage measurement, not advertising tracking.

Before you register, information entered into the own-hire flow is not saved to your persistent Kinetic Hiring Workspace. Registration and successful verification are the point at which the persistent account record is created.

We do not use candidate-content information for advertising tracking, and Success Transfer does not currently use third-party advertising pixels, session-replay tools or behavioural advertising analytics.

The public Kinetic website uses external services necessary to deliver the site, including its hosting provider and Google Fonts. We keep the use of analytics and tracking technologies under review and provide the information or choices required by applicable law where non-essential tracking is used.

13. Marketing

Creating a Success Transfer account does not automatically subscribe you to Kinetic marketing.

Marketing is a separate choice.

If you opt in through Success Transfer, you can withdraw your consent at any time using the unsubscribe option in a message or by contacting hello@kineticli.com.

Kinetic may separately contact business professionals where permitted by applicable B2B marketing and data-protection rules. Where personal data is used for that activity, you have an absolute right to object to its use for direct marketing.

14. Automated processing and hiring decisions

Success Transfer uses deterministic rules to compare the working conditions you enter and produce interview questions.

It does not automatically decide whether a candidate should be hired.

It does not score candidates, rank them, calculate a probability of success, label somebody high or low risk, or make a hiring recommendation. The interviewer remains responsible for the evidence they record and for the hiring decision. This boundary is explicitly locked in the Success Transfer specification.

15. Your data-protection rights

Depending on the circumstances and our reason for processing your information, UK data-protection law may give you rights to ask for access to your personal information, correction of inaccurate information, deletion, restriction of processing, transfer of certain information, or to object to particular processing.

Where processing relies on consent, you can withdraw that consent.

You have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right, contact hello@kineticli.com.

Where Kinetic holds candidate information only as processor for your organisation through Success Transfer, we may need to refer the request to that organisation as the controller.

16. Complaints

If you have a concern about how Kinetic uses your personal information, please contact us first at hello@kineticli.com.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection.

ICO guidance confirms that the right to complain to the supervisory authority forms part of the privacy information organisations are expected to provide.

17. Security

We use technical and organisational measures designed to protect the personal information we hold from unauthorised access, loss, misuse or disclosure.

Access to persistent Success Transfer records is authenticated. The service is designed so that one user's private workspace is not available to another user, and hiring outputs are only exposed through actions deliberately taken by the authorised user.

No internet-based service can promise absolute security. We therefore keep our security arrangements under review and restrict the information Success Transfer asks users to enter in the first place.

18. Changes to this notice

We may update this notice when the service, our suppliers or applicable law changes.

The current version will always be published on the Kinetic LI website with its effective date.