APPLICANT PRIVACY NOTICE

Your information.
Handled with care.

Notice version: October 16, 2026

This notice explains how KS Sales & Marketing Consulting (the “Company,” “we,” or “us”) handles information submitted through the Virtual Solar University recruiting website. For privacy questions or requests, email kaelin@virtualsolutionity.io.

What we collect

We collect your first and last name, email address, phone number, state, application answers, skill and priority rankings, proposed start date, training availability, and time zone. If you choose to record an answer, we collect the recording and its transcript. We also keep consent records, application status, assessment scores and supporting excerpts, reviewer notes, and decision history.

Our hosting and security services process technical information such as IP addresses, request times, browser information, and essential session identifiers to operate and protect the site. Unfinished text and audio may be saved in your browser so you can recover them on the same device.

How we use it

We use this information to receive and review your application, transcribe chosen recordings, assess relevant skills, arrange the recruiting process, consider a webinar invitation, respond to requests, maintain records, and prevent misuse. Applying does not guarantee an invitation or an offer. We do not request Social Security numbers, financial account details, government identity documents, or medical records through this form.

Application emails

When enabled, we send a confirmation after your application is submitted. If you separately choose an unfinished-application reminder, we may send one email after 24 hours without a saved change. That optional choice is tied to the email address you entered; changing the address clears the choice. We stop reminders after submission and honor opt-outs, delivery failures, and complaints. Use the stop-email link in an automated application email to stop these emails, or contact us. Resend processes these messages and delivery receipts. This is not consent to unrelated marketing, calls, or texts.

Webinar invitations and text messages

Webinar invitations use email and, when you separately agree, automated recruiting texts. Text consent is optional and does not affect your application or hiring decision. Reply STOP to opt out of texts or contact the privacy email above for help. We keep your text permission, invitation status, selected webinar session, and provider receipts. Resend handles invitation email and Blooio handles text messages when connected. Your personal booking link grants access to your webinar booking; keep it private. After you reserve a session, we may send a confirmation and reminders about 24 hours, 4 hours, 1 hour, and 5 minutes before it by email and, if permitted, text.

The congratulations video loads only when you choose to play it. If it is hosted by a video provider, that provider may receive your IP address and device information when you play it. Your selected calendar app controls any calendar alerts you add.

Recording is your choice

You can type answers instead of recording. Recording starts only after you consent and permit microphone access. Recorded answers are stored privately, sent for transcription, and available to authorized reviewers. We do not use voiceprints, facial analysis, or emotional analysis to identify or assess you. Please record only your own voice, in a place where other people will not be recorded.

AI assistance and human decisions

We may use automated tools to transcribe recordings and assign a 0–100 assessment score based on job-related answer content. The rubric considers reasoning, accountability and learning, clarity, contribution to the role, and respectful objection handling. An optional, bounded bonus may recognize a concrete example of applying learning from any relevant answer. Simply answering an optional prompt does not earn points.

Personal beliefs, health information, protected characteristics, accent, and voice characteristics are not scoring criteria. Optional personal reflections are excluded from automated scoring. AI can make errors. A hiring manager reviews applications and makes the final invitation decision; no application is automatically declined solely because of a score. Contact us to request correction of a transcript or an alternative assessment method.

Who receives information

Access is limited to authorized Company personnel and service providers needed for this process. The website uses OpenAI Sites and Cloudflare for hosting, application storage, and security; Otter for transcription; Zapier to transfer recordings and transcripts; and OpenAI for text assessment when enabled. Relevant content is processed under the providers’ terms and privacy practices. We may disclose information when required by law, to respond to lawful requests, protect rights and security, or support a business transfer with appropriate protections.

We do not sell applicant information or use this form for targeted advertising. Provider systems may process information in the United States and other locations. We limit assessment inputs to relevant answers rather than sending your contact details to the scoring service.

How long we keep it

Our standard retention review period is 365 days after the application process ends. We review records at that point and delete or de-identify them when no longer needed. Legal recordkeeping duties, disputes, security investigations, and applicable holds may require longer retention. Provider copies, exports, and backups must also be addressed under their retention settings and deletion processes.

The applicant session cookie lasts up to 30 days. A local recovery copy may remain in your browser until it is cleared or replaced. On a shared device, clear this website’s stored data after applying. Keep the page open until it confirms that an answer or recording is saved online.

Your choices and requests

You may skip optional questions, use written answers, and request help or an accessible alternative. Depending on applicable law, you may have rights to access, correct, delete, or receive a copy of information, limit certain uses, or appeal a response. Send requests to kaelin@virtualsolutionity.io. We may verify your identity and may retain information when the law permits or requires it. A request to stop future recording does not automatically delete previously submitted information.

Cookies, security, and contact

We use essential cookies for applicant drafts and manager sessions. The site does not include advertising trackers. We use access controls and private storage, but no system can guarantee perfect security. Please avoid including medical details, religious details, third-party personal information, or other sensitive information that is unnecessary to assess your application.

We may contact you about this application through the contact details you provide. Submitting the form is not consent to unrelated marketing. This notice may be updated; the current version and date will appear here, and material changes will be handled as required by applicable law.