Cara Veterinary Candidate Privacy Policy

Effective Date: September 8, 2025

At Cara Veterinary, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you apply for employment with us through our applicant tracking system (ATS), hosted by Paylocity.

1. Information We Collect

When you apply for a position with Cara Veterinary, we may collect the following categories of information:

• Contact details (such as your name, email, phone number, and address)
   
• Application materials (resume, cover letter, work history, education, references, and professional licenses/certifications)
   
• Voluntary demographic information (such as gender, race/ethnicity, or veteran status, where permitted by law)
   
• Scheduling information (interview availability and related communications)
   
• Other information you choose to provide during the recruitment process
   

2. How We Use Your Information

We use your personal information to:

• Evaluate your qualifications and candidacy for employment
   
• Communicate with you during the hiring process
   
• Schedule and conduct interviews
   
• Conduct reference and background checks (with your authorization, where required)
   
• Meet federal, state, and local legal and reporting requirements, including equal opportunity reporting
   

3. Sharing of Information

Your information may be shared with:

• Paylocity as our ATS provider, for hosting and processing application data on our behalf
   
• Hiring managers and interviewers within Cara Veterinary
   
• Background check providers or similar service providers, with your consent
   
• Regulatory bodies if required by law
   

We do not sell applicant information to third parties.

4. Data Retention

We retain candidate information for as long as necessary to complete the recruitment process, comply with legal obligations, and maintain appropriate business records. Consistent with Washington State and federal recordkeeping laws, certain application data may be retained for up to three years. If you are hired, your application materials may become part of your employment record.

5. Your Rights

Depending on your location, you may have the right to:

• Request access to your personal information
   
• Request correction of inaccurate information
   
• Request deletion of your information, subject to legal and business recordkeeping requirements
   
• Opt out of voluntary demographic data collection
   

To exercise these rights, please contact us at hr@caraveterinary.com.

6. Security

We take reasonable administrative, technical, and physical safeguards to protect the personal information of candidates. While no system is completely secure, we work with Paylocity to maintain industry-standard protections.

7. Local Compliance

Cara Veterinary complies with all applicable federal, state, and local employment and privacy laws. This includes, but is not limited to, Washington State privacy and employment requirements, as well as local ordinances such as Seattle’s Fair Chance Employment and Paid Sick and Safe Time ordinances.

8. Updates to This Policy

We may update this Privacy Policy from time to time. The “Effective Date” at the top reflects the most recent version. Continued use of our applicant portal after updates indicates your acknowledgment of the changes.

9. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us at:

Cara Veterinary
Attn: People Department
221 1st Ave. W., Suite 410
Seattle, WA 98119
Email: hr@caraveterinary.com