Privacy Policy

1. Who this covers

This policy applies to Recruit Intelligence Ltd ("Recruit", "we") and everyone who uses the product: recruitment agencies and their staff ("agencies"), the clients agencies work with, and the candidates whose data agencies hold. If your agency has its own agreement with candidates or clients, that agreement sits alongside this one — we act as the processor of the data your agency controls.

2. What we collect

• Account data — name, work email, role, agency, login activity.
• Candidate data — whatever an agency uploads or a candidate submits: CVs, contact details, employment history, skills, and any notes recruiters add.
• Client data — company and contact details for the agencies' clients, and the roles, feedback and messages tied to them.
• Usage data — pages visited, actions taken, AI queries run, timestamps and IP address, kept for security and audit logging.

3. How AI processing works

Before any candidate CV is sent to a language model for matching or summarising, we strip emails, phone numbers, postal addresses and personal links (LinkedIn, portfolio URLs, etc.) from the text. The model only ever sees the professional content — role history, skills, education, certifications. Redacted fields are restored once the model has replied. We do not use candidate data to train our own models. We use commercial AI providers to read and match CVs; check each provider's own terms for whether they train on data sent to their API, and ask us for our current provider list.

4. Where data lives

Production data is hosted in Frankfurt, Germany (EU). Compute for AI processing is pinned to the same region. We do not transfer personal data outside the EU except where a sub-processor listed in our Trust Center requires it, and only under Standard Contractual Clauses.

5. Agency isolation

Every agency's records are isolated at the database level using row-level security, not only through the application interface. One agency's staff cannot query or export another agency's data, by design.

6. Retention and deletion

Agencies control their own retention settings and can delete a candidate, client or role at any time. Deletion removes the database record, any stored files (CVs, attachments) and the search vectors derived from them — not just a status flag. Every deletion is logged before it happens. Backups are rotated and fully purged within 30 days of deletion.

7. Your rights

If you are a candidate or client and want to know what an agency holds on you, correct it, or ask for it to be deleted, contact that agency directly — they control the data. If you can't reach them, or you're an agency with a question about our processing, email us and we'll help.

8. Contact

Questions about this policy: privacy@recruit-app.com