Privacy Policy
Who this policy covers
This policy explains how we handle personal data for two groups of people: customers, meaning the companies, agencies and their users who sign up to run hiring on our applicant tracking system; and candidates, meaning the people who apply for jobs posted by our customers.
For candidate data, our customer (the employer or agency) decides why and how the data is used for hiring. We process candidate data on their behalf and only on their instructions.
Data we collect from customers
- Account details: name, work email, company or agency name, designation and team size given at signup or through the Hiring Desk form.
- Billing details needed to invoice paid plans.
- Usage data: pages visited in the product, features used and error logs, used to keep the service working and improve it.
- Calendar availability when an interviewer connects a calendar. We read free and busy times only, not the content of other events.
Data we process about candidates
- Information in the CV and application form: name, contact details, work history, qualifications, skills, location and notice period.
- Notes, scorecards, interview times and messages added by the hiring team.
- Offer letters and e-signature records.
- Optional diversity information, only if a candidate chooses to give it in a separate form.
How the AI CV Reader uses data
The AI CV Reader extracts information from CVs and checks it against the must-haves set by the hiring team. It does not reject, rank or score candidates on its own. A person makes every hiring decision.
- It does not use age, gender, religion, caste, photos, marital status or other personal characteristics to assess candidates.
- Recruiters can see the CV line behind each must-have match and correct any extracted field.
- Optional diversity information is kept separate, reported only in aggregate and never used by the AI.
- A customer's candidate data is used only to serve that customer. It is not used to train models for other customers.
Why we use personal data
- To provide the service: posting jobs, receiving applications, reading CVs, moving candidates through stages, scheduling interviews and sending offers.
- To send candidates the status updates their prospective employer has set up.
- To create customer accounts and send login details.
- To answer messages sent through the Hiring Desk.
- To keep the service secure, prevent misuse and meet legal obligations.
What candidates are told
Every application form shows a notice explaining that the application will be processed using our applicant tracking system, who the employer is, and how to ask for the data to be deleted. Candidates receive status updates as their application moves.
Security
- Data is encrypted in transit and at rest.
- Access inside a customer account is controlled by roles, so hiring managers see only the jobs they work on.
- Full Portfolio accounts include single sign-on and an audit log of who viewed or changed records.
- Staff access to customer data is limited to what is needed to provide support, and is logged.
How long data is kept
Customers choose how long candidate records are kept after a job closes. When that period ends, records are deleted or anonymised. Customer account data is kept while the account is open and for a limited period afterwards to meet billing and legal requirements.
Your rights
Depending on where you live, you may have the right to access, correct, delete or move your personal data, and to object to or limit how it is used.
- Candidates can ask the employer they applied to, or ask us and we will pass the request to the right customer.
- Customers can manage their own account data in settings or write to us through the Hiring Desk.
We respond to requests within the time the law allows.
Changes to this policy
If we make a material change, we will tell customers by email and in the product before it takes effect.
Contact
Questions about privacy or a data request can be sent through the Hiring Desk page on this website.