Applicant Privacy Notice

1. Who this notice covers

This notice applies when you apply for a role, send us an open application, interview with us, provide a reference, or otherwise participate in our recruiting process. We accept applications from candidates in the United States, the European Union, China, and other regions, but the positions described on our website are for employment based in the United States.

Learning Machine, Inc. is the organization responsible for the applicant information described here. Contact us at official@learningmachine.ai.

2. Information we collect

Depending on the role and stage of the recruiting process, we may collect:

• identifiers and contact details, such as your name, email address, phone number, and location;
• professional, employment, and education information in your résumé, CV, portfolio, public professional profile, or application;
• interview notes, work samples, assessment results, preferences, compensation expectations, and recruiting correspondence;
• information about your authorization to work in the United States and whether you may require immigration sponsorship;
• references and information they provide about you;
• information you voluntarily provide, including demographic or accommodation information where legally permitted; and
• technical and communications metadata associated with email and our website.

3. Sources

We collect information directly from you, from people you authorize such as references or recruiters, from publicly available professional sources, and from our service providers. If we obtain information from another source, we use it only where permitted by law.

4. Why we use applicant information

We use applicant information to:

• receive, review, and manage applications;
• assess qualifications and suitability for current or future roles;
• schedule and conduct interviews and communicate with you;
• verify information, references, and work authorization where appropriate;
• make and administer offers, onboarding, and immigration support;
• improve and secure our recruiting process;
• meet recordkeeping and other legal obligations; and
• establish, exercise, or defend legal claims.

Where applicable law requires a legal basis, we rely on steps requested before entering an employment contract, compliance with legal obligations, our legitimate interests in recruiting and operating our business, and consent where required.

5. How we disclose information

Applicant information may be shared with Learning Machine personnel who need it for recruiting, interviewers, managers, professional advisers, immigration advisers, and service providers that support email, document storage, security, and recruiting. Google LLC provides our Google Workspace email and related storage services.

We may also disclose information if required by law, to protect rights or safety, or as part of a merger, financing, acquisition, reorganization, or similar corporate transaction. We do not sell applicant personal information or share it for cross-context behavioral advertising.

6. Retention

If you are not hired, we generally retain application and recruiting records for four years after the record was created or received, or after the relevant employment action, whichever is later, to satisfy applicable recordkeeping obligations and manage legal claims.

If you separately agree that we may consider you for future opportunities, we may keep an actively searchable talent-pool copy for up to 12 months. After that active period, the record may remain in a restricted compliance archive for the balance of the four-year period. You may withdraw from future consideration at any time without affecting retention required by law.

If you are hired, relevant recruiting records may become part of your employee file and will follow the applicable employee retention schedule. We may retain records longer when required by law or while a litigation hold, investigation, or other legal hold applies.

7. International candidates and transfers

Our recruiting operations and positions are based in the United States. If you apply from the European Union, China, or another country, your applicant information will be transferred to and processed in the United States, where privacy laws may differ from those in your home country. Our service providers may process information in the United States or other locations. The laws in some regions may provide additional protections for international transfers. Contact us if you would like more information about a transfer that applies to you.

8. Automated decisions

We do not use solely automated decision-making to make hiring decisions through the application process described on this website.

9. Your rights

Depending on where you live and subject to applicable exceptions, you may have rights to request access to, correction of, deletion of, or a copy of your applicant information; to object to or restrict certain processing; to withdraw consent; or to complain to a privacy regulator. California applicants may exercise any rights available to them under California law without discrimination.

To make a request or withdraw from future consideration, email privacy@learningmachine.ai. We may verify your identity and authority before responding.

10. Security, changes, and questions

We use reasonable administrative, technical, and organizational measures designed to protect applicant information, but no security measure is perfect.

We may update this notice to reflect changes in our recruiting practices or legal requirements. The revised notice will be posted here with a new “Last updated” date. Questions may be sent to privacy@learningmachine.ai.