Effective Date: November 2025

Introduction

Welcome to KALIAN, a human resources consulting and leadership advisory firm based in Dubai, UAE. Your privacy is fundamental to how we operate, and we’re committed to protecting the personal information of our clients, candidates, and website visitors. This Privacy Policy explains our practices regarding the collection, use, disclosure, and protection of your information, as well as your rights concerning your personal data.

Information We Collect

To deliver exceptional HR consulting, recruitment, and leadership development services, we collect various types of information:

Personal Identification Details
This includes your name, date of birth, nationality, gender, and contact information such as email address, phone number, and physical address.

Professional and Career Information
We gather details about your employment history, educational qualifications, professional skills, certifications, career aspirations, and references. For leadership consulting services, this may also include performance assessments, competency evaluations, and team dynamics information.

Sensitive Personal Data
In certain circumstances, you may provide or we may need to collect more sensitive information. This could include health-related data affecting workplace arrangements, results from background verification or criminal record checks (where legally required for specific positions), or diversity and inclusion information if you voluntarily choose to share it.

Website and Digital Interaction Data
When you visit our website or interact with our digital platforms, we collect information about your browsing behavior, pages visited, time spent on site, device information, and IP address. This helps us understand how you use our services and improve your experience.

Communication Records
We maintain records of our interactions with you, including emails, phone conversations, meeting notes, and any documents or information exchanged during our professional relationship.

How We Collect Your Information

Information reaches us through multiple channels:

• Direct submissions via our website, including job applications and CV uploads
  

• Email correspondence and document sharing with our consultants
  

• Face-to-face meetings, video calls, and telephone conversations
  

• Registration for our events, webinars, or job alerts
  

• Third-party platforms such as LinkedIn or job boards
  

• Client organizations referring candidates for opportunities
  

• Professional references and background check providers
  

• Assessment centers and psychometric evaluation partners
  

How We Use Your Information

We process your personal data for specific, legitimate purposes that enable us to deliver value to you:

Recruitment and Talent Acquisition Services
We match candidates with opportunities across our specialized sectors: Technology & Digital, Energies, Food & Beverage, and Retail. This involves reviewing profiles, conducting assessments, presenting candidates to clients, and facilitating the hiring process.

HR Consulting and Advisory Services
Our consulting work (including HR strategy, organizational transformation, and change management) requires understanding your organization’s structure, challenges, and people. We use information to diagnose issues, design solutions, and deliver strategic recommendations.

Leadership Development and Team Building
We provide leadership training, executive coaching, team diagnostics, and culture transformation services. This requires collecting and analyzing information about leadership capabilities, team dynamics, and organizational culture.

Communication and Relationship Management
We stay in touch about relevant job opportunities, industry insights, upcoming events, training programs, and services that may interest you. Building long-term professional relationships means keeping your information accessible for future opportunities.

Service Improvement and Analytics
We analyze how users interact with our website and services to enhance functionality, user experience, and service delivery. This involves tracking usage patterns and gathering feedback.

Legal Compliance and Protection
We fulfill legal obligations such as conducting required background checks, maintaining records for tax and employment law purposes, and responding to legitimate requests from regulatory or law enforcement authorities.

Legal Basis for Processing

Under applicable data protection laws, we rely on several legal grounds for processing your personal information:

Contractual Performance: Processing is necessary to deliver the services you’ve engaged us for or to take steps at your request before entering into a contract.

Legitimate Business Interests: We have genuine operational reasons to process your data (such as maintaining our talent database, conducting market research, improving our services, and managing our business relationships) provided these interests don’t override your fundamental rights and freedoms.

Legal Compliance: Certain processing is mandated by law, including conducting background checks for regulated roles, maintaining records for specified periods, or responding to lawful requests from authorities.

Your Consent: For specific uses like sending marketing communications or conducting particular types of assessments, we seek your explicit permission.

How We Share Your Information

KALIAN does not sell or rent your personal information to third parties. We share data only when necessary and appropriate:

Prospective Employers and Clients
When you’re pursuing opportunities or we’re matching you with positions, we share your professional profile with relevant hiring organizations. This is fundamental to our recruitment service.

Trusted Service Providers
We engage specialized partners who support our service delivery, operating under strict confidentiality agreements:

• Reference and background verification services
  

• Psychometric assessment and evaluation providers
  

• Training and development facilitators
  

• Technology platform providers (CRM, applicant tracking systems, cloud storage)
  

• Professional advisors including legal counsel, auditors, and financial consultants
  

• Marketing and communication service providers
  

Legal and Regulatory Authorities
When required by law, court order, or to protect the rights and safety of KALIAN, our clients, or others, we may disclose information to government bodies, law enforcement agencies, or legal authorities.

Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may transfer to the successor entity. We would notify you of such changes and any impact on how your data is handled.

International Data Transfers

Our operations and service partners may involve transferring your data outside the United Arab Emirates to countries with different data protection standards. When we transfer personal information internationally, we implement appropriate safeguards such as:

• Standard contractual clauses approved by relevant authorities
  

• Adequacy decisions recognizing equivalent protection levels
  

• Binding corporate rules for intra-group transfers
  

• Other legally recognized transfer mechanisms
  

You can contact us for more information about the specific safeguards applied to your data transfers.

Data Security Measures

We implement comprehensive technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

Technical Safeguards
Our security infrastructure includes data encryption (both in transit and at rest), secure servers with firewalls, regular security audits and penetration testing, intrusion detection systems, and secure backup procedures.

Organizational Measures
We maintain strict access controls limiting data access to authorized personnel only, provide regular data protection training for our staff, enforce confidentiality agreements with employees and partners, and have established incident response procedures.

Physical Security
Our offices implement access control systems, secure document storage, and proper disposal procedures for physical records.

While we take every reasonable precaution, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but maintain vigilance and continuously update our protective measures.

Data Retention Practices

How long we retain your information depends on the nature of our relationship and legal requirements:

Active Candidates: While you’re actively engaging with us and seeking opportunities, your information remains readily accessible to our consultants.

Inactive Candidates: After our last meaningful interaction, we typically retain your data for up to five years. This reflects career development timelines and allows us to contact you about future opportunities. You can request earlier deletion at any time.

Client Organizations: We retain client data according to contractual terms, typically for the duration of our engagement plus the period required for legal, tax, and audit purposes.

Automatically Collected Data: Website analytics and interaction data are generally retained for shorter periods, sufficient for analysis and service improvement.

We conduct regular reviews to ensure we’re not holding data longer than necessary and that information remains accurate and relevant.

Your Privacy Rights

Data protection law grants you specific rights regarding your personal information:

Right to Access: You can request a copy of the personal information we hold about you, along with details about how we’re using it.

Right to Rectification: If information about you is inaccurate or incomplete, you can ask us to correct or complete it.

Right to Erasure: In certain circumstances, you can request deletion of your personal information. We’ll comply unless legal obligations require us to retain it.

Right to Restrict Processing: You may ask us to limit how we process your data in specific situations, such as when you’re challenging its accuracy or objecting to processing.

Right to Data Portability: For information you’ve provided that we process automatically based on consent or contract, you can request a copy in a commonly used, machine-readable format.

Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes. We’ll stop unless we demonstrate compelling legitimate grounds that override your interests.

Right to Withdraw Consent: Where processing relies on your consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, contact us using the details provided below. We’ll verify your identity and respond within legally required timeframes.

Cookies and Tracking Technologies

KALIAN uses cookies and similar technologies on our website to enhance functionality and improve your experience.

What Are Cookies?
Cookies are small text files placed on your device by websites you visit. They allow the site to recognize you and remember your preferences. Cookies can be “session” cookies (deleted when you close your browser) or “persistent” cookies (remaining on your device until deleted or expired).

How We Use Cookies

Essential Cookies: These are crucial for website functionality. Without them, certain features and services wouldn’t work properly. They enable you to navigate our site and use its features.

Analytics Cookies: These track how visitors use our website, which pages are most popular, how long people stay, and where visitors come from. This helps us understand user behavior and improve our site. We may use services like Google Analytics for this purpose.

Functional Cookies: These remember your preferences and choices (such as language, region, or login details) to provide enhanced, personalized features.

Advertising and Marketing Cookies: These track your browsing habits to deliver relevant advertisements and measure campaign effectiveness. They may be set by us or third-party advertising partners.

Managing Cookies
You can control cookie settings through your web browser. Most browsers allow you to refuse cookies, delete existing cookies, or alert you when cookies are being sent. However, disabling cookies may limit your ability to use certain website features, affect site performance, or prevent storage of your preferences.

For detailed instructions on managing cookies, visit your browser’s help section.

Third-Party Cookies
We may use third-party services that place their own cookies on your device. These parties have their own privacy policies governing how they use your information.

Submitting Your CV and Professional Profile

How to Submit
You can upload your CV through our website, email it directly to our consultants, or provide it during meetings. You may submit for a specific position or for general consideration across opportunities.

How We Use It
Your CV is stored securely in our database, accessible to our authorized recruitment consultants and HR advisors working in relevant sectors. We use it to:

• Match you with suitable opportunities across our specialized sectors
  

• Present you to clients for specific roles
  

• Understand your career progression and aspirations
  

• Contact you about relevant opportunities as they arise
  

Updating Your Information
You can submit an updated CV anytime. We’ll archive your previous version while making your new submission the active record. We encourage regular updates to ensure we have current information about your skills and experience.

Confidentiality
Your CV remains confidential within KALIAN. We never share it with clients or other parties without your explicit permission for specific opportunities.

Third-Party Websites and Links

Our website may contain links to external websites, including social media platforms, job boards, client websites, or industry resources. KALIAN is not responsible for the privacy practices or content of these third-party sites.

Different rules regarding collection and use of personal information may apply on external sites. We encourage you to review the privacy policies of any third-party websites you visit. If you provide information to third parties, their handling of that data is governed by their policies, not ours.

Payment and Financial Information

KALIAN does not store, sell, share, rent, or lease credit or debit card details or other financial information to third parties. If payment processing is required for our services, we use secure, PCI-compliant payment processors who handle financial data according to industry standards.

We do not pass payment card details to third parties and implement appropriate technical safeguards for any financial data processing. However, we cannot guarantee the security of information disclosed online, and you provide payment information at your own risk.

Children’s Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately so we can delete it.

Changes to This Privacy Policy

Business practices evolve, laws change, and technology advances. KALIAN reserves the right to update this Privacy Policy at any time to reflect these changes.

When we make modifications, we’ll post the updated policy on our website with a new effective date. For significant changes affecting how we handle your data, we’ll provide additional notice through direct communication where appropriate.

We encourage you to review this policy periodically to stay informed about how we’re protecting your information. Continued use of our services after changes indicates acceptance of the updated policy.

Your Right to Complain

If you’re not satisfied with how we’ve handled your personal data or responded to your requests, you have the right to lodge a complaint with the relevant data protection supervisory authority in your jurisdiction.

In the UAE, you can contact the Telecommunications and Digital Government Regulatory Authority (TDRA). However, we’d appreciate the opportunity to address your concerns directly first, please reach out to us before escalating to regulatory authorities.

Contact Us

If you have questions about this Privacy Policy, want to exercise your rights, or have concerns about how we handle your data, please contact us:

KALIAN CONSULTING – FZCO
Dubai Digital Park, Dubai Silicon Oasis, Building A1
Dubai, United Arab Emirates

Email: privacy@kalianhr.com
Website: [URL]

Our team is here to help and will respond to your inquiries promptly.

Consent and Acceptance

By using KALIAN’s services, submitting your information to us, or visiting our website, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.

If you do not agree with this policy, please do not use our services or provide us with your personal information.

Last Updated: November 2025