Privacy Policy

Last updated: [DATE]

1. Introduction

KELSON Search (“KELSON”, “we”, “us”, or “our”) respects your privacy and takes the protection of personal data seriously.

This Privacy Policy explains how we collect, use, store, share, and protect personal data when you interact with KELSON, including when you use our website, contact us, apply for or discuss an opportunity, participate in our search activities, or engage with our services and content.

We handle personal data in accordance with applicable laws, including Vietnam’s Law No. 91/2025/QH15 on Personal Data Protection and other applicable data protection requirements.

For the purposes of this Policy, personal data means information associated with or capable of identifying an individual, whether directly or when combined with other information available to us.

2. Information We Collect

The information we collect depends on how you interact with KELSON and the services involved.

This may include:

Identity and contact information

  • Name
  • Email address
  • Phone number
  • Location or address
  • Professional contact details

Professional information

  • CV or résumé
  • Education and qualifications
  • Employment history
  • Technical skills
  • Engineering or specialist experience
  • Professional certifications and memberships
  • Languages
  • Career interests and preferences
  • Availability
  • Compensation expectations where relevant to a search
  • Work authorization information where relevant

Information related to recruitment and search

  • Information you provide when discussing a role or career opportunity
  • Interview or assessment information
  • References or information provided by professional referees
  • Your preferences regarding employers, industries, locations, roles, or career direction
  • Information generated through our interactions with you during a search

Information from professional and public sources

Where appropriate and lawful, we may obtain information from publicly available professional sources, such as LinkedIn, company websites, professional directories, publications, conference materials, or other publicly available sources.

Website and technical information

When you use our website, we may collect certain technical or usage information, such as:

  • IP address
  • Browser and device information
  • Pages visited
  • Referring pages
  • Approximate location derived from technical information
  • Website interaction and usage data
  • Cookie and similar technology data

Information you choose to provide

You may also provide additional information when you contact us, subscribe to communications, participate in surveys, download or access content, attend an event, or otherwise interact with KELSON.

Please do not provide sensitive personal data unless it is relevant and necessary for the particular purpose.

3. How We Use Personal Data

We use personal data for purposes that are relevant to our work and our relationship with you.

These purposes may include:

Recruitment and technical search

  • Identifying candidates for relevant opportunities
  • Understanding professional experience and technical capabilities
  • Matching candidates with roles and clients
  • Communicating about current or potential opportunities
  • Coordinating interviews and recruitment processes
  • Maintaining candidate and professional relationship records
  • Supporting clients in technical and specialist search

Client and business relationships

  • Understanding client requirements
  • Communicating with current and prospective clients
  • Developing and managing professional relationships
  • Providing search and related services
  • Preparing proposals and responding to business enquiries

Marketing and communications

Where permitted by law and, where required, with your consent, we may use contact information to:

  • Send newsletters and KELSON insights
  • Share relevant industry or talent-market information
  • Send job or career-related communications
  • Invite you to events, discussions, or other KELSON activities
  • Introduce KELSON services that may be relevant to you

You may opt out of marketing communications at any time.

Research, analytics and market intelligence

We may use information to better understand:

  • Technical talent markets
  • Skills and capability trends
  • Industry and labour-market developments
  • Recruitment patterns
  • Website and content engagement
  • The effectiveness of our search methods and services

Where appropriate, we may use aggregated or anonymised information for research and analytical purposes.

Improving our services and methods

We may use information to improve:

  • Our search processes
  • Candidate and client experience
  • Website functionality
  • Content and insights
  • Internal workflows
  • Research methodologies
  • Tools and technologies used in our work

AI and technology-assisted processes

KELSON may use artificial intelligence, machine-learning systems, or other technology-assisted tools in parts of its research, search, content, or operational processes.

Depending on the context, these technologies may assist with activities such as:

  • Organising or analysing information
  • Identifying potentially relevant professional profiles
  • Supporting search and matching processes
  • Analysing skills or labour-market information
  • Improving research efficiency
  • Generating or summarising internal information

AI-assisted tools do not change our responsibility to handle personal data appropriately. Where applicable, we will provide appropriate human oversight and comply with applicable legal requirements.

Business operations and compliance

We may also use personal data for:

  • Information security
  • Fraud and abuse prevention
  • Internal administration
  • Record keeping
  • Accounting and invoicing
  • Risk management
  • Legal and regulatory compliance
  • Responding to lawful requests from authorities
  • Protecting the rights, property, and security of KELSON, our clients, candidates, and others

4. How We Share Personal Data

We do not sell personal data as a general business practice.

We may share personal data where necessary for the purposes described in this Policy and as permitted by applicable law.

Depending on the circumstances, this may include sharing information with:

Clients and prospective employers

Where relevant to a search, we may introduce candidate information to a client or prospective employer for recruitment purposes.

We aim to share information that is relevant to the opportunity and appropriate for the recruitment process.

Service providers

We may use third-party providers that support our operations, including providers of:

  • Cloud and hosting services
  • CRM and recruitment systems
  • Email and communication tools
  • Analytics services
  • AI and technology services
  • Cybersecurity and infrastructure
  • Professional and administrative services

These providers may process personal data on our behalf where necessary to provide their services.

Professional advisers

We may disclose information to legal, accounting, audit, insurance, or other professional advisers where reasonably necessary.

Authorities and legal requirements

We may disclose personal data where required or permitted by applicable law, regulation, court order, or lawful request.

Business transactions

If KELSON is involved in a merger, acquisition, restructuring, sale of assets, financing, or similar transaction, personal data may be transferred as part of that transaction, subject to applicable legal requirements.

5. Marketing and Your Choices

We may communicate with you about KELSON's services, insights, events, opportunities, or other relevant information.

Where applicable, marketing communications will be sent in accordance with legal requirements and any consent that may be required.

You can unsubscribe from marketing communications at any time by using the unsubscribe mechanism provided in the communication or by contacting us at:

contact@kelsonsearch.com

Unsubscribing from marketing communications does not necessarily affect communications that are necessary for an active recruitment process, an existing professional relationship, legal requirements, or other non-marketing purposes.

6. Cookies and Website Analytics

KELSON may use cookies and similar technologies to operate, secure, and improve our website.

These technologies may help us understand:

  • How visitors use the website
  • Which pages are viewed
  • How content is performing
  • How the website can be improved
  • Technical and security issues

Some cookies may be necessary for the website to function, while others may support analytics or other features.

Where required by law, we will seek appropriate consent before using non-essential cookies or similar technologies.

You may also control certain cookies through your browser settings.

7. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including recruitment, professional relationship management, legal, regulatory, accounting, security, and legitimate business requirements.

The appropriate retention period may depend on:

  • The nature of the information
  • Our relationship with you
  • Whether an active recruitment or business relationship exists
  • Legal or regulatory requirements
  • Whether the information is needed to establish, exercise, or defend legal rights

When personal data is no longer required, we will take reasonable steps to delete, anonymise, or otherwise securely dispose of it, subject to applicable law.

8. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

Depending on the circumstances, these measures may include:

  • Access controls
  • Password and authentication protections
  • Secure systems and infrastructure
  • Encryption where appropriate
  • Internal access restrictions
  • Vendor and service-provider controls
  • Security monitoring and incident response procedures

No method of storing or transmitting information can be guaranteed to be completely secure. We nevertheless work to maintain appropriate safeguards for the information we hold.

9. International and Cross-Border Data Transfers

KELSON may use service providers or technologies located outside Vietnam.

As a result, personal data may in some circumstances be processed or transferred across borders.

Where cross-border processing or transfer occurs, KELSON will take the measures required by applicable data protection laws and will use appropriate contractual, organisational, or technical safeguards where necessary.

10. Your Rights

Subject to applicable law, you may have rights relating to your personal data, including the right to:

  • Know about the processing of your personal data
  • Access personal data held about you
  • Request correction of inaccurate or incomplete information
  • Request deletion or removal where applicable
  • Withdraw consent where processing is based on consent
  • Object to or restrict certain processing where applicable
  • Opt out of marketing communications
  • Exercise other rights provided by applicable data protection law

We may need to verify your identity before responding to certain requests.

Some rights may be subject to legal exceptions or limitations.

If you have questions about how your personal data is used, you can contact us at:

contact@kelsonsearch.com

11. Automated Processing and Human Review

KELSON may use technology, including AI-assisted tools, to support certain research, search, matching, analytical, or operational activities.

Where a process involves automated analysis that may materially affect an individual and applicable law provides a right to explanation, objection, or human review, KELSON will respect those rights.

Where appropriate, individuals may contact us to ask about the use of automated processing in relation to their personal data.

12. Data Breach and Security Incidents

If KELSON becomes aware of a personal data breach or security incident, we will assess the incident and take reasonable steps to contain, investigate, and address it.

Where notification is required under applicable law, we will notify the relevant authorities and/or affected individuals within the applicable timeframe.

13. Third-Party Websites and Services

Our website may contain links to third-party websites, platforms, or services.

Those third parties operate under their own privacy policies and terms.

KELSON is not responsible for the privacy practices of third-party websites or services that we do not control.

We encourage you to review their privacy policies before providing personal data to them.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices, or applicable laws.

When we make material changes, we will update the “Last updated” date at the top of this Policy and, where appropriate, provide additional notice.

15. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or the way KELSON handles personal data, please contact:

KELSON Search

Email: contact@kelsonsearch.com