Privacy Policy

2. Information We Collect

2.1 Account and Business Data

When you create a Kordis account, we collect your name, email address, phone number, company name, and billing address. We may also collect job title, business size, and industry information to personalize your experience.

2.2 Worker Personal Data (on Your Behalf)

As a processor, we handle worker personal data you provide, including:

• Name, phone number, and contact information
• Social Security Number or equivalent tax ID for payroll
• Employment authorization and background check results (Form I-9 (Employment Eligibility Verification) sections, Form W-4 (Federal Tax Withholding), Work Opportunity Tax Credit (WOTC) eligibility)
• Work history, skills, and availability
• Bank account details for direct deposit
• Demographic data required by law or your client contracts (e.g., Work Opportunity Tax Credit (WOTC) eligibility flags)

2.3 Call Recordings and Transcripts

Kordis supports call recording and transcription infrastructure for phone calls with workers and candidates (confirmations, prescreens, references, dispatch) on your behalf. Recordings and transcripts are used to:

• Score commitments and compliance against your custom rubric
• Generate audit trails and compliance evidence
• Improve call and service quality
• Defend you in disputes (e.g., worker no-show disputes, client audits)

Availability of specific call types (confirmations, prescreens) depends on your service plan tier. Contact sales to confirm which call types your plan includes.

2.4 Usage and Technical Data

We automatically collect log data, such as IP address, browser type, pages visited, time spent, and interactions with features. We use cookies and similar tracking technologies to remember your preferences and analyze how you use Kordis.

2.5 Analytics and Cookies

Currently, the Kordis marketing website uses only essential and functional cookies to remember your preferences (e.g., dismissed notices, theme selection) and track basic traffic patterns via Plausible Analytics, a privacy-friendly analytics service that does not require cookie consent.

We do not currently load Google Analytics, PostHog, or other third-party analytics trackers on the marketing site. If we enable additional analytics services in the future, this section will be updated and a cookie consent banner will appear.

You can disable cookies in your browser settings at any time. Essential cookies (required for site functionality) cannot be disabled, but all non-essential tracking can be prevented by disabling third-party cookies in your browser.

4. Legal Bases for Processing

4.1 GDPR (General Data Protection Regulation) — EU/UK

If you are a controller subject to the GDPR, our processing is based on:

• Contract: Necessary to perform our service agreement with you
• Legitimate interest: Improving service, preventing fraud, optimizing performance
• Legal obligation: Compliance with employment law (payroll, tax, worker authorization)
• Consent: For marketing communications (you can opt out anytime)

4.2 CCPA (California Consumer Privacy Act)

We process personal information to fulfill our service obligations and for our business purposes as permitted by the CCPA. See Section 7 for your rights.

6. Data Subject Rights (GDPR — General Data Protection Regulation)

If you are subject to GDPR, data subjects have the following rights. You may exercise these by contacting us (see Section 10):

• Access: Receive a copy of your personal data held by us
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion (subject to legal retention obligations)
• Restrict processing: Limit how we use your data
• Portability: Receive data in a portable format
• Object: Opt out of marketing and profiling
• Automated decision-making: Object to decisions based solely on automated processing

We will respond to requests within 30 days. If we cannot fulfill a request, we will explain why. You also have the right to lodge a complaint with a supervisory authority.

8. Data Retention

We retain data only for as long as needed to provide the service and to meet our legal, tax, and contractual obligations:

• Operational data (active placements, timekeeping, payroll): kept while your account is active and for the period your service agreement requires
• Compliance and audit records: employment, wage-and-hour, and tax law (for example, Form I-9 (Employment Eligibility Verification) verification, payroll records, and Work Opportunity Tax Credit (WOTC) documentation)require certain records to be kept for several years; we retain those for the period the applicable law requires
• Call recordings and transcripts: kept per your service agreement; you can request deletion at any time
• Account data (your name, email, billing): kept while your account is active and as needed for tax, legal, and audit purposes

You can request export or deletion of your data at any time — subject to the legal and contractual obligations above — and we honor it through our data-subject request flow.

10. Security

We implement industry-standard security measures to protect your data:

• Encryption at rest: All data stored in our database is encrypted using military-grade encryption
• Encryption in transit: All data transmitted to and from Kordis is encrypted using secure encryption protocols
• Data isolation: Your data is isolated from other staffing agencies — you only see your own workers and orders
• Access controls: Team members only see what they need to manage their work, with full audit logging
• Compliance: We name a security certification only once it's earned — never before

While we use industry-standard security, no system is completely secure. If you become aware of a security breach, contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by updating the "Last updated" date on this page. Your continued use of Kordis after such changes constitutes your acceptance of the updated policy.