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Workforce Member Privacy Policy

Last Edit: Aug 14, 2025

Our Commitment to Privacy

Kajabi, LLC and its affiliated entities (“Kajabi,” “we,” or “us”) has developed and implemented this privacy notice (“Workforce Member Privacy Notice”) to demonstrate its commitment to privacy for individuals who are currently or are seeking to become a member of Kajabi’s workforce. This Workforce Member Privacy Notice is designed to assist workforce members and candidates (“you”) in understanding how we collect, use, share, and safeguard personal information as part of your working relationship with us.

To Whom This Workforce Member Privacy Policy Applies

This Workforce Member Privacy Notice applies to individuals in connection with their status as a workforce member or candidate (collectively “workforce members”). Our privacy practices with respect to personal information collected in other contexts, including visiting the Kajabi Website, can be found in our Privacy Notice.

Except as may be specifically required by law, this Workforce Member Privacy Notice does not apply to information available from a public source (such as a telephone directory) or to aggregated or de-identified information we may collect about our workforce, nor to references to workforce members in company work products.

How We Define Personal Information

Personal information (sometimes called “personal data”) is a broadly defined term whose legal definition varies across jurisdictions. When used in this Workforce Member Privacy Notice, “personal information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an individual.

What Personal Information We Collect

The Personal Information that we collect and use about you may include:

Application information which may include, but is not limited to resumes, C.V., application form information; transcripts, recommendations letters, interview recordings and transcripts, role assessments, portfolios, and other application materials).
Contact information which may include, but is not limited to name, email address, telephone number, postal address, etc..
Personal details which may include, but is not limited to title, name preferences, date of birth, social security number, self-identified gender and ethnicity, veteran status, etc.
Right to Work information which may include, but is not limited to work permit / visa application information, citizenship status.
Payroll information which may include, but is not limited to bank account details, tax information, marital status, and information required to make payment to you.
Benefits information which may include, but is not limited to information to provide and maintain retirement, health, and other benefit program services or products, evidence of insurability for you and your beneficiary or dependant.
Medical and/or health information which may include, but is not limited to medical examination results, vaccination status, reported medical and health condition).
Performance evaluation information which may include, but is not limited to information about and assessments of your performance collected as part of the employee review process.
Location information which may include, but is not limited to company owned device GPS tracking technology or other devices owned by you which is related to your services to Kajabi or its customers.
Attendance records which may include, but is not limited to clock in records, login metrics, and tool usage.
Security information which may include, but is not limited to security badge information, CCTV recordings, premises access logs, video surveillance footage at the Kajabi headquarters or at off-site events hosted by Kajabi.
Safety and disciplinary information which may include, but is not limited to information required to maintain a safe environment for you or in connection with disciplinary action or investigations.
Systems information which may include, but is not limited to information about your use of our systems or information that you provide to us through our systems, information from your company email account, information posted on our website, information you submit through applications or software made available to you.
Payment information which may include, but is not limited to information you provide for goods, services, and other transactions authorized by you in your capacity as a workforce member.
Survey information when you voluntarily participate in engagement and satisfaction surveys or questionnaires, which may include, but is not limited to, your opinions, preferences, and feedback, and will be used to improve your work, benefits, and overall experience. ‍
Other information. Any other information that you provide with consent directly to us or that we receive in connection with your working relationship Kajabi.

How We Collect and Disclose Workforce Member Personal Information

The purpose for which personal information will be collected and processed will be consistent with your role as a workforce member at Kajabi. Because each workforce member's relationship with the company varies based on that person’s role, location, experience, performance, and other factors, the type, nature, and amount of personal information Kajabi may seek to collect from you or process about you will vary.

Collecting Personal Information

We collect personal information about our workforce members from a variety of sources, but primarily from the members themselves. In addition, we gather personal information through workforce members’ interaction with Kajabi systems and personnel, and we receive personal information from third parties who provide it to us. The following is a list of the sources from which we may collect personal information:

Candidate Recruiting Partners. These are the persons or entities who assist in facilitating recruitment and review of candidates to become workforce members. These groups include recruiting firms, job search services, social media companies (e.g., LinkedIn), and professional recruiting agents. We may also collect personal information from any other person or entity with whom you provide a reference, including past employers, personal references, former colleagues, and others.
Human Resources Service Providers. These are the persons or entities who assist in providing human resources and workforce management services, including background check providers, human resources software services providers, insurance providers, employee payment and benefits providers, governmental entities, and similar entities.
Business Services Providers. These are those persons or entities with whom we have a contractual relationship to provide business operations services and support to Kajabi. These providers may include the following:

IT Operations Providers. These include cloud computing service providers, internet service providers, data backup and security providers, functionality and infrastructure providers, and similar service providers.
Professional Service Providers. These include lawyers, accountants, consultants, human resources and benefits professionals, financial professionals, security professionals, and other similar parties when disclosure is reasonably necessary to comply with our legal and contractual obligations, prevent or respond to fraud or abuse, defend ourselves against attacks, or protect the rights, property, and safety of us, our customers, and the public.
Operations Providers. These include service providers with whom we partner to provide day-to-day business operations, including real estate advisors, event planners, food services providers, entertainment providers, payment processors, banks, facilities management providers.
Affiliates. Our affiliates include our parent company, subsidiaries, joint venturers, or other companies that we control or that are under common control with us, including Kajabi Financial, LLC
Governmental Entities. These are governmental agencies that may provide information about workforce members.

We may also collect personal information from any other person or entity with whom you interact in the scope and course of a workforce member's affiliation with Kajabi. For example, we may collect personal information about you from customers, business contacts, and the general public.

Disclosing Personal Information

We may disclose personal information to any of the entities identified as sources of personal information. We may also disclose any personal information to the following:

Legally Required Parties. Persons to whom we are required by law to provide information, such as pursuant to a subpoena or a court order.
Reorganization Recipients. Persons involved in the consideration, negotiation, completion of a business transaction, including the sale, merger, consolidation, acquisition, change in control, transfer of substantial assets, bankruptcy, or reorganization, and any subsequent integration.‍
Authorized Recipients. To any party when authorized by the individual to whom it pertains to share it.

How We Use Workforce Member Personal Information

We use the personal information we collect as follows:

To Process Employment Applications and Onboard New Hires. We collect most personal information to perform services reasonably expected by an individual in the context of their candidacy for employment such as evaluate your candidacy, including to open and maintain candidate records, communicate with you, conduct employment related background screening and checks, and evaluate your application.
Recruiting and Workforce Member Communications. We use personal information to communicate with you as part of the candidacy process and as part of your workforce relationship with us. Personal information may be used to evaluate career development, improve your experience at Kajabi, consider candidates for roles and positions, and to communicate company policies.
Business operations. We use personal information to conduct our business operations, including management of staffing resources, financial planning, corporate compliance, internal audits and other business administration needs.
Compensation and Benefits Management. We collect and process personal data to provide payment and benefits to our workforce members and to ensure we are legally compliant when doing so.
Onboarding and Training. We collect data for integrating new hires into our systems and to provide staff training, feedback, disciplinary procedures, and investigations to meet our business interests in ensuring our staff are best able to carry out their roles.
For Diversity and Equal Opportunity Monitoring. Where permitted by law, you have the option to provide certain sensitive personal information, such as race or ethnic origin, for the purposes of equal opportunities monitoring. If you decide not to provide this information, your application will not be prejudiced. You may also tell us if you have a disability, so that we can make appropriate arrangements for you to attend our offices and/or participate in an interview.
To Maintain Security at Our Premises. If you attend in-person interviews at our offices or facilities, we may collect information related to your access to our building. This may include data related to your use of security control systems, audio and video captured on security cameras, and visitor logging information.
To Conduct Evaluations. We collect and review your personal information from multiple sources to assess your suitability for employment or work with Kajabi. This may include obtaining engagement surveys, pre-employment background checks, and on-going review of employment eligibility.
Safety and Security Purposes. We use personal information in connection with the monitoring of our physical and digital ecosystem (which includes using technology to monitor your interaction with our devices and systems). We also use it to report on security and safety incidents, notify emergency contacts, and provide reasonable care when applicable.
Travel and Entertainment. We use personal information for travel and entertainment administration.
Enforce our Kajabi Policies. We use personal information to support and maintain compliance with our company policies, procedures, and operations.
Required Disclosures. We may disclose personal information to comply with applicable legal and regulatory requests and obligations (including investigations).
Legal Defense. We may process personal information to establish or defend legal claims and allegations.
Security Purposes. We process personal information in connection with the prevention, detection, or investigation of fraud, suspected or actual illegal activity, or other misconduct and the resultant harms or impacts to individuals.
Professional Advice. We may process personal information in connection with seeking advice from lawyers, auditors, and other professional advisors.‍
For Similar Purposes. When necessary or advisable we may process your personal information for purposes like those mentioned above, and consistent with the purpose for which you provided your personal information.

Retention of Personal Information

We will retain personal information only for so long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal information, we consider: (i) the amount, nature, and sensitivity of the personal information; (ii) the potential risk of harm from unauthorized use or disclosure of your personal information; (iii) the purposes for which we process your personal information and whether we can achieve those purposes through other means; and (iv) the applicable legal requirements. In some circumstances, you may ask us to delete your personal information. Additionally, we may anonymize your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

How We Protect Personal Information

We implement and maintain reasonable security procedures and practices, appropriate to the nature of the information, to protect your personal information from unauthorized access, destruction, use, modification, or disclosure. However, no security measure is perfect, so we cannot guarantee the security of your personal information. Periodically, our operations and business practices are reviewed for compliance with policies and procedures governing the security, confidentiality, and quality of our information. Our corporate values, ethical standards, policies, and practices are committed to the protection of customer information. In general, our business practices limit employee access to confidential information and limit the use and disclosure of such information to authorized persons, processes, and transactions.

Children’s Personal Information

We do not consider candidates for employment under the legal working age for the jurisdiction in which employment is to be offered. Except by express written consent, we do not knowingly collect, process, sell or share the personal information of individuals under the age of 18. If you believe that a child under 18 may have provided us their personal information, please contact us at [email protected].

Your Privacy Choices

Depending on where you are located, you may have certain rights in connection with your personal information. Kajabi will honor the privacy rights afforded to individuals in accordance with applicable law in your jurisdiction. To learn more about these rights, please see our Privacy Notice.

You may make a request at any time to exercise your privacy rights listed above by using our Data Request Portal located on kajabi.com or emailing us at [email protected]. We will respond to your request within a reasonable period (if properly submitted) and in accordance with applicable law. If we need more time to process and respond to your request, we will notify you of that fact along with the reason for the delay. If we decline to act regarding your request, we will inform you of our decision and the reason for it, and, if applicable, with instructions on how you may appeal our decision.

International Data Transfers

Kajabi is based in the United States and we operate our website and platform from there. The laws that apply to the use and protection of personal information in the United States, or other countries or jurisdictions in which we transfer or process personal information, may be different from the laws and protections in your country. By submitting personal information to us, including by accessing our website and portals, you understand and consent that we may process, store, and transfer your personal information in and to jurisdictions foreign to you, including the United States. Whenever we engage a service provider, we require that its privacy and security standards adhere to this Workforce Member Privacy Notice and applicable privacy laws.

Legal Bases for Processing (EEA Workforce Members or Candidates)

If you are an individual from the European Economic Area ("EEA"), we collect and process your personal information only where we have legal basis for doing so under applicable European Union laws. The legal basis depends on Vercel's relationship with you and how you choose to interact with us. This means that we collect and use your personal information only:

To fulfill our contractual obligations to you;
To operate our business, including improving and developing our Recruitment Activities, for fraud prevention purposes, improving your experience, or other legitimate interests; or
As otherwise in compliance with law.

If you have any questions about the legal basis for processing, please contact us at the address listed in the "Contact Us" section.

Updates to Our Workforce Member Privacy Policy

We may update this Workforce Member Privacy Notice from time to time. If we make changes, we will notify you by revising the date at the top of the Notice. If you disagree with these policies or any changes, you must contact us immediately and stop any further engagement with us.

Contacting Us

To ask questions under this Workforce Member Privacy Notice and to learn more about your rights and our privacy practices, contact us at [email protected].