This notice explains what personal information Gas City, Inc. (“Gas City,” “we,” “us”) collects when you apply for a job with us, how we use it, who we share it with, and the choices you have. It covers everyone who applies to work with us, whether you email us directly, are referred by someone, or are contacted by us first.
It does not cover our customers, our website visitors, or our employees once hired — those are covered by separate notices.
What we collect
We keep this to what we need to evaluate you for the role.
What you send us. Your name, email address, and anything you include in your application: links to merged PRs, repos, postmortems, or writeups; a résumé or CV, if you send one; your location (city and state); and whatever you tell us about why you’re interested.
Public work you point us to. If you send us links to GitHub PRs, repos, or published writing, we’ll read them — including the public profile, commit history, and review discussion attached to that work. We may also look at public professional profiles (for example, LinkedIn) that you link or that are associated with the work you send us. We don’t go looking beyond that.
What we generate during the process. Notes from conversations and interviews; assessments of your work; scheduling information; and correspondence with you.
Practical-session output. Some of our loops include a practical session where you use coding agents on our codebase, or on a scenario drawn from a customer engagement. The code, prompts, agent transcripts, and any notes or writeups you produce in that session are collected as part of your application. See The practical session below for how we treat them.
Work authorization. Whether you’re authorized to work in the United States. We don’t collect identity documents until you’re hired.
Accommodation requests. If you ask for a reasonable accommodation in the hiring process, we’ll collect what we need to provide it, which may include limited health-related information. We use it only for that purpose and keep it separate from your application file.
References. Information from references you provide. We’ll ask you before we contact anyone.
Background checks. If a role requires a background check, we’ll tell you in advance, get your written authorization, and use a third-party provider that complies with the Fair Credit Reporting Act and any applicable state and local fair-chance laws. The provider’s own notice and your rights under the FCRA will be given to you separately.
What we don’t ask for. We don’t ask for your date of birth, government ID numbers, bank details, photographs, demographic information, or salary history. Please don’t send them. If you volunteer demographic information, we don’t use it in any decision.
Where it comes from
Almost all of it comes from you. The rest comes from public sources you point us to, references you name, and — only if applicable and with your authorization — a background-check provider.
How we use it
We use your information to:
- Evaluate your application and decide whether to move forward, interview, and extend an offer.
- Communicate with you about the process, scheduling, and outcomes.
- Provide reasonable accommodations you request.
- Verify work authorization and, if applicable, conduct a background check.
- Keep the records the law requires us to keep, comply with legal obligations, and respond to lawful requests.
- Establish, exercise, or defend legal claims.
- Improve our hiring process. We may look at how our process worked in aggregate; we don’t use your individual application for this beyond evaluating you.
If you’re hired, the information we collected becomes part of your employment record.
Future roles. If we’d like to keep your information on file for other roles, we’ll ask you first. If you say no, or say nothing, we don’t.
How we use AI and coding agents in hiring
We build tools for running coding agents, and we use them in our own work. Here’s how that touches your application.
Tools take part in screening. We use AI tools to summarize candidate information and source publicly available information about their contributions to our open source repos and other public contributions. These tools assist; a person makes every decision about whether you advance. You can ask us to explain how these tools were used in your case, and you can ask for a person to review any step.
Recording. If we record or transcribe a conversation or interview, we’ll tell you at the start. You can decline recording without it affecting your application.
The practical session
If your loop includes a practical session:
- We tell you in advance what it involves, how long it is, and whether it’s paid.
- What you produce is used only to evaluate your application. We don’t ship your session output into our product, and we don’t use it for anything else, unless we agree otherwise with you separately and in writing.
- We keep the output with the rest of your application file and delete it on the same schedule.
Who we share it with
We don’t sell your personal information, and we don’t share it for advertising. We share it only with:
- Service providers who process it on our behalf and under our instructions: email, documents, and calendar (Google Workspace); video conferencing; and, if applicable, a background-check provider. They can use your information only to provide their service to us.
- Professional advisors — lawyers, accountants, and similar — when needed.
- Authorities and other parties when the law requires it — to comply with a legal obligation, a court order, or a lawful request, or to protect our rights, safety, or property.
- A successor if Gas City is involved in a merger, acquisition, financing, or sale of assets. We’d require the same protections for your information.
- Anyone you direct us to share it with.
Within Gas City, only the people involved in hiring for the role see your application.
How long we keep it
- If you’re not hired, we keep your application file for 12 months after the process ends, then delete it. We keep it that long to answer questions about the process, defend legal claims, and meet record-keeping rules that apply to employers. If you asked us to keep you in mind for future roles, we keep it for 24 months from your last contact with us.
- If you’re hired, it becomes part of your employment record and is kept under our employee retention practices.
- Accommodation-related information is kept only as long as needed to provide the accommodation and meet legal requirements, separately from your application file.
We may keep information longer if the law requires it or if it’s relevant to a pending or reasonably anticipated claim.
How we protect it
We use reasonable administrative, technical, and physical safeguards appropriate to the information and our size, including access limited to the people involved in hiring, and vendors chosen for their security practices. No system is perfectly secure, and email in particular is not a fully secure channel — which is one more reason not to send us anything sensitive we haven’t asked for.
Where it’s stored
We’re a US company and hire in the US only. Your information is stored and processed in the United States. If you apply from outside the US, your information will be transferred to and processed in the US, where privacy laws may differ from those in your country.
Your choices and rights
You can, at any time:
- Ask what we have. Request a copy of the personal information we hold about you.
- Correct it. Ask us to fix anything inaccurate or incomplete.
- Delete it. Ask us to delete your information. We’ll do so unless we’re required to keep it (see How long we keep it), in which case we’ll tell you what we’re keeping and why.
- Withdraw. Withdraw your application at any point.
- Opt out of future contact. Tell us not to keep you in mind for other roles.
Email [email protected] with your request. We’ll confirm we’ve received it, may ask you to verify your identity, and will respond within 30 days. We won’t treat you differently for exercising these rights.
California residents. To the extent the California Consumer Privacy Act (CCPA) applies to us, you have the rights it provides, including the right to know what personal information we collect, use, and disclose; the right to delete; the right to correct; the right to opt out of the sale or sharing of personal information (we don’t sell or share it); the right to limit the use of sensitive personal information (we use it only for the purposes permitted under the CCPA); and the right not to be discriminated against for exercising those rights. You may designate an authorized agent to make a request on your behalf. The categories of personal information described in What we collect correspond to the following CCPA categories: identifiers; personal information under Cal. Civ. Code § 1798.80(e); professional or employment-related information; education information; internet or other electronic network activity (limited to the public work you point us to); inferences drawn from the above for the purpose of evaluating your application; and, where applicable, sensitive personal information (work authorization status and accommodation-related information). We keep each category for the periods described in How long we keep it.
Applicants outside the US. We hire in the US only, so we don’t expect to receive applications from elsewhere. If you apply from a jurisdiction that gives you additional rights over your personal information, contact us and we’ll work with you.
Age
You must be at least 18 to apply. We don’t knowingly collect information from anyone under 18.
Changes to this notice
We’ll post any changes here and update the effective date. If a change materially affects how we handle information about a process you’re currently in, we’ll tell you directly.
Contact
Questions, requests, or concerns about this notice or how we handle your information: [email protected].