Privacy Policy — Kadima Payments

1. Information We Collect

Kadima Payments, Inc. ("Kadima," "we," "us," or "our") collects the following categories of information when you visit our website, apply for a merchant account, or use our services:

Personal Information

Full name, email address, phone number, and mailing address
Business name, business address, and business structure details
Employer Identification Number (EIN) or Social Security Number for underwriting purposes

Financial Information

Bank account and routing numbers for merchant account setup and settlement
Processing history and volume estimates
Credit and financial background information as required for underwriting

Technical Information

IP address, browser type, operating system, and device information
Pages visited, time spent on pages, and referral sources
Cookies and similar tracking technologies (see Section 6 below)

2. How We Use Your Information

We use the information we collect for the following purposes:

Process Applications: Evaluate and underwrite merchant account applications, perform identity verification, and conduct required due diligence.
Provide Services: Set up and maintain merchant accounts, process transactions, manage settlements, and deliver ongoing account support.
Communicate: Respond to inquiries, send account-related notifications, and provide updates about our products and services.
Improve Our Platform: Analyze usage patterns, troubleshoot issues, and enhance the functionality, security, and performance of our website and services.
Comply with Regulations: Meet our legal and regulatory obligations, including anti-money laundering (AML), Know Your Customer (KYC), and payment card industry requirements.

3. How We Share Your Information

We do not sell your personal information. We may share your information with the following parties as necessary to deliver our services:

Payment Processors and Acquiring Banks: To underwrite, approve, and facilitate payment processing on your behalf.
Service Providers: Trusted third parties who assist with identity verification, fraud prevention, analytics, customer support, and technology infrastructure, all bound by contractual confidentiality obligations.
Legal Obligations: When required by law, regulation, subpoena, court order, or governmental request, or to protect the rights, property, or safety of Kadima, our clients, or others.
Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. Data Security

We take the protection of your data seriously and implement industry-leading security measures, including:

PCI DSS Level 1 Compliance: We adhere to the highest level of the Payment Card Industry Data Security Standard, the most stringent certification available in the payments industry.
256-Bit Encryption: All sensitive data is encrypted in transit and at rest using AES-256 encryption.
Access Controls: Role-based access ensures that only authorized personnel can access sensitive information, with multi-factor authentication required for critical systems.
Regular Audits: We conduct periodic security assessments, penetration testing, and compliance audits to identify and address vulnerabilities.

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to maintaining the highest standards in the industry.

5. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

Access: Request a copy of the personal information we hold about you.
Correction: Request that we correct inaccurate or incomplete information.
Deletion: Request that we delete your personal information, subject to legal and regulatory retention requirements.
Opt Out of Marketing: Unsubscribe from promotional emails at any time by clicking the "unsubscribe" link in any marketing email or by contacting us directly.

California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale or sharing of personal information. We do not sell personal information. To exercise your rights, contact us using the information in Section 11 below.

Other State Privacy Rights

Residents of other states with applicable privacy laws (such as Virginia, Colorado, Connecticut, and others) may have similar rights. We will honor your requests in accordance with applicable law.

6. Cookies and Tracking

We use cookies and similar technologies to enhance your experience on our website. The types of cookies we use include:

Essential Cookies: Required for the basic functionality of our website, including secure login, session management, and form submissions. These cannot be disabled.
Analytics Cookies: Help us understand how visitors interact with our website so we can improve content, navigation, and overall performance. These may include tools such as Google Analytics.
Preference Cookies: Remember your settings and choices (such as language or region) to provide a more personalized experience.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may limit the functionality of our website. Most browsers allow you to block or delete cookies, and you can find instructions for your specific browser in its help documentation.

7. Data Retention

We retain your personal information for as long as reasonably necessary to provide our services, fulfill the purposes described in this Privacy Policy, and comply with our legal obligations. Specifically:

Merchant account data is retained for the duration of the business relationship and for a period afterward as required by applicable payment industry regulations and financial record-keeping laws.
Application data for accounts that are not approved may be retained for a limited period for regulatory compliance and fraud prevention purposes.
Technical and analytics data is retained in aggregated or anonymized form for trend analysis and platform improvement.

When your data is no longer required, we will securely delete or anonymize it in accordance with our data retention policies and applicable regulations.

8. Job Applicants and Candidates

This section applies when you apply for a role or submit your details for future consideration through our Careers pages. It describes information we collect about you as a candidate, which is separate from information we collect about you as a merchant or website visitor.

Information We Collect From Applicants

Your name, email address, phone number, and the city and state where you are located
Your résumé and the information contained in it
Your current or most recent position, relevant years of experience, and availability
Your LinkedIn profile address, if you choose to provide one
Your answers to the screening and written questions shown on the role you apply for
Whether you are legally authorized to work in the United States
How you heard about Kadima, if you choose to tell us
Your IP address, browser information, and the date and time you applied, which we use to prevent automated and abusive submissions

We ask only for information relevant to assessing your application. We do not ask for, and you should not send us, your date of birth, age, marital or family status, pregnancy status, religion, disability status, photograph, Social Security number, or financial account details at the application stage.

How We Use Applicant Information

To evaluate your application for the role or engagement you applied for
To contact you about your application and arrange interviews or conversations
To consider you for other current or future openings where your background is relevant
To keep records of our hiring decisions as required by applicable employment and anti-discrimination laws
To protect our application forms from automated and abusive submissions

We do not use automated decision-making to reject applications. Screening answers are recorded and reviewed by a person. Where a role has a stated requirement, an application that does not meet it is declined at submission and you are told the reason on screen.

What We Do Not Do With Your Application

We do not add applicants to our merchant sales pipeline, and we do not use information from your application to market payment services to you or to your current employer. Applicant records are stored separately from our merchant and prospect records.
We do not sell or share applicant information, and we do not use it for advertising or profiling.
We do not contact your current employer or your references without telling you first.

Who Can See Your Application

Access to applications and résumés inside Kadima is restricted to administrators involved in hiring. Applications are not visible to our sales representatives or to other staff.

We use a small number of service providers to host our website, store applications, and notify our hiring team. These providers process applicant information only to provide those services to us. We may also share applicant information where we are required to do so by law, or in connection with a merger, acquisition, or sale of assets.

How Long We Keep Applications

We retain applications and résumés for up to twenty-four (24) months from the date you apply, so that we can consider you for other roles and meet our record-keeping obligations under applicable employment laws. After that period we delete or anonymize the application. You can ask us to delete your application sooner using the contact details below, and we will do so unless we are required to retain it by law.

Your Rights as an Applicant

You may ask us to access, correct, or delete the information you submitted, or to stop considering you for future roles. Contact us at [email protected] or by the details in Section 11 below, and tell us the role you applied for so we can locate your record.

Submitting an application is voluntary, and providing this information is a condition of being considered for the role rather than a legal requirement. Withdrawing your application will not affect any other relationship you have with Kadima.

California Applicants

If you are a California resident, the California Consumer Privacy Act as amended by the California Privacy Rights Act applies to information collected about you as a job applicant. The categories of personal information we collect about applicants, the purposes for which we use them, and how long we keep them are described in this section. We do not sell or share applicant personal information as those terms are defined under that law. You may exercise your rights to know, correct, and delete as described above, and we will not retaliate against you for doing so.

9. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a person under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us using the details in Section 11 below.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or industry standards. When we make material changes, we will notify you by posting the updated policy on our website and updating the "Last Updated" date at the bottom of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to reach us for any reason, please contact:

Kadima Payments, Inc.
26565 Agoura Rd, Suite 200
Calabasas, CA 91302
Email: [email protected]
Phone: (888) 292-8555