Draft for owner approval. Written Oct 14, 2026. This text needs the owner's approval before it goes live, and the owner may want an attorney to read it first. Fill in every OWNER INPUT item and delete this box before publishing.

Applicant Privacy Policy

Kahuna Window Cleaning Hiring
Effective: [OWNER INPUT: effective date]

This policy explains what Kahuna Window Cleaning collects when you apply for a job through tidepool.kahunawindowcleaning.com, why we collect it, who can see it, and how long we keep it. We wrote it in plain English on purpose. If anything is unclear, ask us. Our contact details are at the end.

Who we are

Kahuna Window Cleaning is the business name of [OWNER INPUT: legal entity name], a window cleaning and snow removal company in the Twin Cities, Minnesota. We are the employer for the jobs posted on this site, and we are responsible for the information you give us here.

This site is only for job applications. We do not use it for customers or for marketing.

What we collect

What you type in

Your first and last name, mobile number and email address.
Your answers to the application questions. The questions are about the job: availability, experience, a driver's license and the like. We do not ask about anything on the "What we do not ask" list under Minnesota notes below.
How you heard about us, if you choose to tell us.
Whether you checked the box to get text messages, and the exact wording you saw when you did.

What the site records on its own

Which link or QR code brought you here (for example, an Indeed message or a flyer at a group interview). This tells us which ways of reaching people work.
When you started, saved and submitted your application.
Every text and email we send you, every text you send us, and whether each message was delivered.
The internet address (IP address) and browser type of the device you used when you checked the text consent box, and while you use the site. We keep this to prove consent and to stop automated abuse of the form.
A bot check from Cloudflare runs on the first page and on the "lost my link" page. It may look at your browser to tell a person from a program.
One cookie keeps your saved application open on your device. We do not use advertising cookies.

What our staff add

Notes about your application, interview records, which step you are on, and the dates of any offer.
If we order a background check: the type of check, its status and its dates. Never the results. See "Background checks" below.
If you are hired: your crew, start date and how the season went. These records help us learn which questions predict a good fit.

Why we collect it

To run the hiring process: read your application, contact you, schedule interviews and make offers.
To send you your personal application link so you can finish on any device.
To keep the records that employment and consumer protection laws require.
To keep the site secure and stop fake applications.
To learn, in bulk and without names, which questions and sources lead to hires who stay. This analysis uses answers and outcomes, not names or contact details.

We do not sell your information. We do not use it for advertising.

Who can see it

Kahuna hiring staff. The people at Kahuna who hire for these jobs sign in with their own accounts. Each account has a role that limits what that person can see and do. Notes that contain accommodation or health information are restricted to hiring managers.

Service providers. A small number of companies help us run this site. Each one sees only what it needs to do its job, and none of them may use your information for anything else.

Provider	What it does for us	What it handles
Railway	Hosts the site and its database	Everything stored on the site
Resend	Delivers our emails	Your email address and the emails we send you
Quo	Delivers our text messages	Your mobile number and the texts between us
Cloudflare	Bot check on the form; stores our nightly backups	Browser details during the bot check; backup copies of the database
Anthropic	In a later phase, provides the AI tool that helps organize answers	Your application answers only. Never your name, phone number, email or anything else that identifies you. See "Automated tools" below

Background check company. If we make you a conditional offer and a background check applies to the job, you will deal with [OWNER INPUT: background check vendor] directly, under their own privacy notice. See "Background checks" below.

Indeed. If you came to us from Indeed, anything you entered on Indeed stays with Indeed under Indeed's own policy. We may note that you came from Indeed and the date you applied there.

When the law requires it. We may share information if a law, court order or government agency requires it, or to protect someone's safety.

Nobody else. We do not give applicant information to other companies for their own use.

Your mobile number and text message consent

We say this plainly because wireless carriers require it, and because it is true:

We do not share your mobile number or your text message opt-in information with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third party. The only company that handles your number is Quo, which delivers the texts we ask it to send and nothing else.

Texting is optional. Checking the text box is not a condition of applying. If you do not check it, we contact you by email instead. Reply STOP to any of our texts to stop them. Full details, including what STOP and HELP do, are in our SMS Terms at tidepool.kahunawindowcleaning.com/sms-terms.

Automated tools

We may use software, including AI tools, to help organize and summarize applications. A person makes every hiring decision.

Here is what that means in practice:

At launch, no AI tool is in use. When we turn one on, this policy covers it.
When it is on, the tool reads your answers to some job-related questions and gives our staff a summary and a score against a written checklist for the job. It never sees your name, phone number, email, how you heard about us, or your answers to questions we have marked as personal.
The tool cannot move your application forward, reject you or contact you. Only a person on our staff can do those things.
We keep a record of what the tool saw and what it said, and we compare its results with the decisions our staff made and how hires worked out, so we can catch problems.
If you have a question about whether an automated tool was used on your application, ask us.

Background checks

We do not ask about criminal history on the application, and we do not ask Indeed to screen for it. Any background check happens only after a conditional job offer. This follows Minnesota's ban-the-box law.
Before any check, you will get a separate disclosure and sign an authorization form from the background check company. That form includes a box you can check to get your own copy of the report, as Minnesota law requires.
The results of a background check are never stored on this site. Our hiring site records only the type of check, its status and key dates, so we can show we followed the rules.
If a background check might lead us to withdraw an offer, we will send you a copy of the report and a summary of your rights first, and give you time to respond, before any final decision.

How long we keep it

Federal record-keeping rules require us to keep hiring records for at least one year after the hiring decision. We keep some records longer, because other laws let applicants and employees bring claims for several years. These are our default periods:

Record	How long	Counted from
Contact details and written answers of applicants who were not hired	2 years	Your last activity on any application with us
Contact details of people who were hired	3 years	The end of your employment or season
Text consent records and message logs	4 years	The last message to or from that number or email
Background check status and dates (never results)	5 years	The date the check was completed
Staff audit records	5 years	The date of the entry
Database backups	35 days	The date of the backup

When a period ends, we strip the record of names, contact details and written answers. We keep the anonymous parts (choice answers, dates, which step you reached and hiring outcomes) so we can keep learning from past seasons without knowing who you were. Records involved in a complaint, claim or legal request are kept until it is resolved.

Our email and text providers keep their own delivery logs for a time: Resend for [OWNER INPUT: Resend email log retention] and Quo for [OWNER INPUT: Quo text log retention].

How we protect it

The site uses encrypted connections (HTTPS) everywhere.
Your application link is personal and random. It is never stored in a readable form on our servers, and it stops working 30 days after it was last used. Do not forward it: anyone with the link can open your application.
Staff sign in with Google accounts that we approve one by one, and each account is limited to its role.
Backups are stored encrypted and deleted after 35 days.
We log staff edits and exports so we can see who did what.

No system is perfectly secure. If we learn of a security breach that affects you, we will tell you as the law requires.

Your choices and requests

Stop texts. Reply STOP to any text from us. You will get one confirmation and then no more texts from any Kahuna Window Cleaning number until you text START.
Stop all contact. Email or call us and we will mark your record do-not-contact. We may still need to reach you about a legal matter.
See or correct your information. Ask us and we will tell you what we have on file about you and fix anything that is wrong. If you are hired, Minnesota law also gives you the right to review your personnel record.
Withdraw your application. Tell us and we will close it. We still keep the record for the periods above.
Delete. You can ask us to delete your information. We will do it as far as the record-keeping rules above allow. The law requires us to keep hiring records for at least one year, so some information stays until then.
Accommodation. If you need an accommodation to apply, to interview or to do the job, tell us at any step. We keep what you tell us in a restricted note that only hiring managers can see, and it is never shared with any automated tool.

To make any of these requests, use the contact details at the end. We will answer as quickly as we can, and within any time limit the law sets.

Minnesota notes

Minnesota law shapes several things about how we hire. In plain terms:

We do not ask about criminal history until after a conditional offer (ban-the-box).
We do not ask what you were paid at past jobs.
We do not ask about, and do not want to know, your race, color, creed, religion, national origin, sex, sexual orientation, gender identity, marital or familial status, disability, age (beyond whether you are 18 or older), whether you receive public assistance, or your activity with a local human rights commission. If you mention any of this on your own, it does not help or hurt your application.
Our application asks whether you are 18 or older. We ask because of safety rules on driving and power equipment, not to learn your age.
If you are hired, you can ask to review your personnel record, and we will respond within the time Minnesota law sets.
[OWNER INPUT: drug testing paragraph, keep or delete] If a drug or alcohol test is part of hiring for a job, we will give you our written testing policy before any test, as Minnesota law requires, and any test happens only after a conditional offer.

Changes to this policy

Each version of this policy is dated and kept, and your consent record points at the version you saw. If we change how we use your information in a way that matters, we will post the new version here with a new effective date, and we will tell you if the change affects an application that is still open.

Contact us

Questions, requests and accommodation requests:

Hiring line (call or text): 763-292-2259
Email: [OWNER INPUT: hiring email]
Office: [OWNER INPUT: office phone]
Mail: Kahuna Window Cleaning, [OWNER INPUT: mailing address]

Version 1, effective [OWNER INPUT: effective date].