Privacy Policy

1. Introduction

AiRecruit360 is designed to streamline and enhance your recruitment process through intelligent candidate matching, automated résumé parsing, and comprehensive talent management tools. To provide these services, we collect and process various types of information.

Roles. For most features, your organization (the employer or recruiting agency) is the data controller of candidate and job data, and AiRecruit360 acts as a data processor. For account, billing, security and service‑operation records, AiRecruit360 may act as an independent controller.

2. Information We Collect

We collect information necessary to provide and improve our services. This includes:

2.1 Account & User Data

When you create an account, we collect your name, email address, phone number, company name, company size, industry, and role (e.g., Admin, Recruiter, Manager). This data is used to manage access, provide support, and understand your organizational context.

Human access statement: Account & User Data is encrypted at rest and in transit; only systems use it automatically for authentication, authorization, notifications, and support workflows. Human access is disabled by default and requires your explicit authorization with audit logging.

2.2 Job Posting Data

Information related to job openings you create on the platform—such as titles, descriptions, requirements, benefits, salary ranges, and locations—used for matching candidates and managing your hiring pipeline.

Human access statement: Job data is processed automatically by the system to power search, matching, and analytics. Humans cannot view plaintext content unless you grant temporary, audited support access.

2.3 Candidate Data (often sensitive)

• Résumé/CV content: Text extracted from résumés, including personal details (name, contact information), work history, education, skills, certifications, and other professional qualifications.
• Application status: Pipeline progress (e.g., Applied, Shortlisted, Interviewed, Hired, Rejected).
• Communication logs: Emails sent via the platform, interview schedules, recruiter notes.
• AI‑generated insights: Match scores, AI summaries, and interview questions generated by our models based on candidate and job data.

Human access statement: Candidate Data is encrypted and processed automatically for parsing, matching, and insights. By default, no human at AiRecruit360 can read candidate content. Where support requires inspection (e.g., troubleshooting a parsing error), we will request your authorization; any access is time‑limited and fully audited.

2.4 Usage Data

Feature usage, pages visited, clicks, and actions taken to improve user experience and platform performance.

2.5 Technical Data

Device information, IP addresses, browser type, operating system, and similar diagnostic and security signals.

3. How We Use Your Information

We use the collected information to:

• Provide and maintain services: Operate, deliver, and improve core functionalities including candidate management, job posting, search, and communication tools.
• Enable AI‑powered features: Use automated AI services to parse résumés, compute match scores, generate interview questions, and provide insights that enhance hiring decisions. Processing is programmatic; humans are not in the loop by default.
• Facilitate communication: Send interview invitations, status updates, and other recruitment‑related emails on your behalf using your configured mail settings.
• Personalize user experience: Tailor the platform to organizational preferences and roles.
• Analyze and improve: Understand usage patterns, diagnose issues, and develop new features and services.
• Ensure security and compliance: Protect against fraud and unauthorized access, investigate anomalies, and comply with legal obligations.

Decryption & access: Decryption of Customer Data occurs only within our systems as needed to deliver features you invoke. Human access is prohibited unless you grant explicit, time‑bound permission; such access is logged and reviewed.

4. How We Share Your Information

We do not sell your personal data. We may share information in the following circumstances:

• Within your organization: Candidate and job information is shared with authorized users in your organization's AiRecruit360 workspace to support collaborative hiring.
• With third‑party service providers (categories only): We engage carefully‑vetted providers that help us operate the platform. We disclose only what is necessary, and we bind these providers by contract to safeguard your data and use it solely to deliver the contracted services. Categories include:
  • Cloud infrastructure & storage providers (hosting, databases, file storage for résumés and documents).
  • Identity & access services (authentication, permissioning, session management).
  • AI processing services (automated résumé parsing, text analysis, and generation used to produce insights such as match scores and summaries).
  • Email delivery services (to send messages and calendar invites you initiate via the platform).
  • Observability & security tooling (logs, metrics, anomaly detection, rate‑limiting).
  • Analytics & product telemetry (aggregate usage trends to improve the service).
• For legal reasons: When required by applicable law, subpoena, court order, or similar legal process, or when we believe disclosure is necessary to protect our rights, users, or the safety of others.
• Business transfers: If AiRecruit360 is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.

We intentionally refrain from naming specific vendors in this Policy. A list of current sub‑processors is available to customers upon request.

5. Data Security

We implement robust technical and organizational measures to protect data from unauthorized access, alteration, disclosure, or destruction, including:

• Encryption: Data is encrypted in transit (TLS) and at rest.
• Key management & separation of duties: Encryption keys are protected with strict access controls.
• Zero‑standing access: No default human access to Customer Data; break‑glass procedures require customer authorization, are least‑privileged, time‑boxed, and fully audited.
• Role‑based access controls (RBAC): Fine‑grained permissions within your organization's workspace.
• Network & application security: Firewalls, rate‑limiting, input validation, and continuous vulnerability management.
• Monitoring & audit logging: Security logs and anomaly detection.
• Security reviews: Periodic assessments of policies, controls, and provider agreements.

While we strive to protect your information, no method of transmission or storage is 100% secure.

6. Data Retention

We retain information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Your organization may configure retention and deletion for certain data types. You may request deletion of specific records subject to applicable law and contractual requirements.

7. Your Rights

Depending on your jurisdiction, you may have rights to:

• Access, correct, or delete your personal data.
• Object to or restrict processing.
• Request data portability.
• Withdraw consent where processing is based on consent.

To exercise these rights, contact us using the details below. We may need to verify your identity and coordinate with your organization (the controller) where applicable.

8. Third‑Party Services & Links

Our platform may integrate with or link to third‑party services (e.g., calendars, HRIS, job boards). This Policy does not govern those services. Please review their privacy policies before use.

9. Children's Privacy

AiRecruit360 is not intended for use by individuals under the age of 16 (or the age required by local law). We do not knowingly collect personal data from children. If you believe a child has provided us data, contact us to request deletion.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated Policy here and revise the "Last Updated" date. Material changes will be communicated via the service or by email to account owners.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact:

Email: support@airecruit360.com