Candidate Privacy Notice

1. Who We Are

The Brydon Group is committed to a fair, transparent, and lawful hiring process. This Notice explains how we collect and use your personal information, including our use of artificial intelligence (AI) tools, when you apply for a position with us. This Notice applies to all job applicants regardless of the state, province, or country in which the position is located.

2. Notice Prior to Application

We notify you upfront: Before your application materials are reviewed, we want you to know what we do and do not do with your data, including how we may use AI as an organizational and research aid. This Notice serves as that advance disclosure.

If you are located in any jurisdiction requiring prior notice before AI tools are applied to your application, this Notice constitutes the required disclosure under the prevailing regulations, if they apply. If you do not wish to have AI tools applied to your application, please see Section 5 (Your Right to Opt Out).

3. What Personal Information We Collect

When you apply for a role, we may collect the following categories of information:

  • •Identity and contact information: Name, email address, phone number, and address
  • •Professional information: Resume, cover letter, work history, education, skills, and references
  • •Application data: Responses to application questions, assessments, and evaluations
  • •Interview information: Notes, evaluations, and feedback from hiring team members
  • •Communications: Messages exchanged between you and our team during the hiring process
  • •Video interview data: Recordings or transcripts of Zoom video interviews, where applicable and disclosed separately. We do not use AI to analyze facial expressions, tone of voice, or any biometric or physical characteristics during video interviews. All video interviews are conducted with a live member of our talent team present.
  • •Diversity and equal opportunity data: Where required or permitted by law and provided voluntarily by you

We collect this information directly from you, from recruiting platforms through which you apply, and from references or background check providers where applicable and disclosed to you separately.

4. How We Use Tools in Our Hiring Process

We use a number of tools to assist — not replace — human communications and decision-making in our recruitment process, including scheduling software, email communications automations, and AI tools (e.g. Calendly, Outlook and MS Office integrations, Workable AI search tools, Claude and Anthropic tools, etc.)

Specifically, we use tools to:

  • •Summarize and organize application materials, including resumes and cover letters, to help our hiring team review applications more efficiently
  • •Surface and match potential candidates from our applicant database to open roles based on skills, experience, and other professional criteria you have provided
  • •Answer questions about candidate profiles to assist our internal team during review

What AI does NOT do: Any AI tools we use do not make final hiring decisions. Every hiring decision is made by a human member of our team. AI is used as a research and organizational aid only. AI is not used to analyze video interviews, assess facial expressions, evaluate tone of voice, or process any biometric data.

Characteristics assessed: When AI summarizes or matches candidate profiles, it considers only the professional information you have provided, including skills, work experience, education, and job history. It does not assess physical characteristics, voice, facial expressions, biometric data, or any characteristic protected by applicable law.

5. Your Right to Opt Out of AI Processing

You have the right to request that your application be reviewed without the use of AI tools.

If you wish to opt out, please notify us at courtney.katz@brydon.com before or at the time you submit your application, or at any point during the hiring process. We will honor your request and ensure your application is reviewed solely by human members of our recruiting team.

Opting out will not negatively affect your candidacy or your chances of being considered for a role. We will not treat opt-out requests as a negative signal in any way.

6. Human Oversight and Your Right to Human Review

A qualified member of our HR or recruiting team reviews all AI-generated outputs before any decision is made about your application. No automated system alone determines whether you advance in our hiring process.

If you are located in Quebec, Canada: You have the right to request that a human being review any hiring decision that was informed by automated processing of your information, and the right to know the key factors used in any such decision. To make this request, contact us at courtney.katz@brydon.com.

If you are located in the European Union or United Kingdom: You have additional rights under GDPR/UK GDPR, including the right to object to automated decision-making and to request human review of any decision with legal or similarly significant effects. Please contact us directly at courtney.katz@brydon.com.

7. Bias Awareness and Non-Discrimination

We are committed to using any tools in a way that is fair and non-discriminatory. We take the following steps to mitigate bias risk:

  • We do not use AI to assess characteristics protected by law, including race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other protected class
  • We conduct periodic internal reviews of AI-assisted outputs to monitor for unintended disparate impacts
  • We maintain records of our AI use in hiring for a minimum of four (4) years, or longer where required by law, in accordance with California and other applicable law

Illinois candidates: In accordance with the Illinois AI in Employment law, we disclose that we use AI tools in our hiring process. As stated, we do not use AI to evaluate protected classifications. Additionally, in relation to the separate Illinois Artificial Intelligence Video Interview Act, we explicitly confirm that no AI is used to analyze video interviews — all Zoom interviews are conducted with a live talent team member. No facial expression analysis, tone analysis, or biometric data processing occurs during or after video interviews. All video interview data is handled in accordance with the Illinois Biometric Information Privacy Act (BIPA) where applicable.

Maryland candidates: We do not use facial recognition technology at any stage of our hiring process, in compliance with Maryland's restrictions on facial recognition in employment.

8. Legal Basis for Processing (US, Canada, and EU/UK)

We process your personal information for the purpose of evaluating your application for employment. Our legal bases for doing so are:

  • •Legitimate interest: We have a legitimate business interest in evaluating candidates efficiently and fairly for open positions
  • •Pre-contractual necessity: Processing is necessary to take steps at your request prior to entering into an employment contract
  • •Legal compliance: Where required by applicable law
  • •Consent (EU/UK only): Where we rely on consent as a legal basis, you have the right to withdraw it at any time without affecting the lawfulness of prior processing

We use your personal information only for recruitment purposes.

9. How Long We Keep Your Data

  • •If you are hired: Your candidate data will be transferred to your employee file and retained in accordance with our employee privacy policy
  • •If you are not hired: We will retain your application data for 4 years to consider you for future roles that may be a good match, unless you request deletion sooner
  • •AI-related records: We retain records of our AI use in hiring for a minimum of four (4) years in accordance with California law and other applicable requirements
  • •If we wish to retain your data beyond the period initially communicated: We will notify you and provide an opportunity to request deletion

You may request deletion of your data at any time (see Section 11).

10. Who We Share Your Data With

We share your personal information only as necessary for our recruitment process:

  • •Workable: Our applicant tracking system, which stores and organizes candidate data. Workable's privacy practices are available at https://www.workable.com/privacy
  • •Internal team members involved in the hiring decision for the role(s) you applied for
  • •Background check providers: Only where you have separately consented and been notified
  • •Legal and regulatory authorities: Where required by law

We do not sell your personal information. We do not share your data with advertisers.

11. Your Rights

Depending on where you are located, you may have the right to:

  • •Access the personal information we hold about you
  • •Correct inaccurate information
  • •Request deletion of your personal information
  • •Object to or restrict certain types of processing
  • •Request human review of automated decisions (Quebec; EU/UK; Colorado)
  • •Know the key factors used in any automated decision about you (Quebec; Colorado)
  • •Opt out of AI processing entirely (all jurisdictions — see Section 5)
  • •Withdraw consent at any time where consent is the basis for processing
  • •Appeal an adverse decision informed by AI (Colorado)
  • •Data portability (EU/UK)

To exercise any of these rights, please contact us at:

The Brydon Group - Privacy Requests Email: courtney.katz@brydon.com

We will respond to verified requests within 30 days, unless a different timeframe applies under applicable law (e.g., 45 days under CCPA with one permitted extension; 30 days under GDPR).

12. Contact Us

If you have questions about this Notice or our data practices, please contact:

Courtney Katz | courtney.katz@brydon.com

‍The Brydon Group | 2000 Pennsylvania Avenue NW, Washington, DC 20006

13. Changes to This Notice

We may update this Notice from time to time to reflect changes in law or our practices. If we make material changes, we will post the updated Notice on our careers page and, where required by law, notify affected candidates directly. We encourage you to review this Notice periodically.

This Notice applies in addition to any jurisdiction-specific rights or disclosures provided separately to candidates in the EU, UK, Quebec, or other regions with specific legal requirements. Candidates in the EU and UK should also refer to our separate GDPR Candidate Privacy Notice.

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