1. What This Policy Covers

• Personal data collected from users of our website, customers who use our recruitment tools, applicants (candidates), staff, third parties, visitors.
• Includes data collected online, through forms, via integrations, uploaded documents, usage data etc.

2. Data We Collect

We may collect the following categories of personal data:

3. How We Collect Data

• Directly from you: when you sign up, upload documents, apply for jobs, fill out forms.
• From third parties: e.g. references, qualifications verification services, background check providers.
• Automatically: via usage logs, cookies, web beacons etc.
• From integrations or partners (e.g. calendar integrations, email integrations), if enabled by you.

4. Purposes for Data Use

We use personal data for:

• Providing, operating, maintaining, and improving the Services.
• Managing your Account, billing & subscriptions.
• Enabling features such as applicant tracking, interviews, compliance, job postings, matches etc.
• Communicating with you (notifications, support, marketing if opted in).
• Security, fraud detection, integrity of Services.
• Legal, regulatory, audit compliance.

5. Legal Basis for Processing (if applicable)

Depending on your location, processing may be based on:

• Performance of contract (to provide Services you requested);
• Your consent (for marketing, cookies, etc.);
• Legitimate interests (e.g. improving our platform, security, fraud prevention), provided those interests do not override your rights;
• Compliance with legal obligation.

6. Disclosure & Sharing

• Service providers / vendors who process data on our behalf (e.g. hosting providers, payment processors, background check services).
• Affiliates and subsidiaries.
• When required by law, regulation, legal process, or governmental authority.
• In connection with a merger, acquisition, sale of company assets, or financing.

We do not sell your personal data.

7. Data Retention

• We retain your data for as long as necessary to fulfill the purposes set out in this policy, including legal or regulatory requirements.
• On account termination, we may retain certain Customer Data for a reasonable period (for backup, audits) after which it will be deleted or anonymised, unless further retention is required by law.

8. Security Measures

• We implement industry standard technical and organisational security measures (e.g. encryption in transit & at rest, access controls, secure data centers) to protect personal data.
• We also maintain policies and training for employees to guard against unauthorised access.

9. Your Rights

Depending on your jurisdiction, you may have rights such as:

• Access: request a copy of your personal data we hold.
• Correction: correct inaccurate or incomplete data.
• Deletion: request deletion of your personal data (subject to legal retention obligations).
• Portability: receive your data in structured, machine-readable form or transfer it.
• Objection & Restriction: object to processing in certain circumstances; restrict processing.
• Withdrawing Consent: where processing is based on consent, you may withdraw it.

To exercise your rights, contact us at ss@recruitsmart.io.

10. Cookies & Tracking Technologies

• We use cookies and similar tracking technologies to operate the website, analyse usage, and deliver relevant features.
• You may control cookies via your browser settings. Some cookies are strictly necessary; others are optional.

11. International Data Transfers

• Your data may be transferred to, stored, or processed in countries other than your residence.
• When transfers occur, we ensure that appropriate safeguards are in place (e.g. standard contractual clauses, similar protections).

12. Children’s Data

• Our Services are not directed to children under [13/16] years old (depending on jurisdiction).
• We do not knowingly collect personal data from children under the age threshold.

13. Changes to Privacy Policy

• We may update this Privacy Policy from time to time. If changes are material, we will notify you (e.g. via email or notice on the website).
• Continued use after updates means you accept the revised Policy.

14. Contact Information

If you have any questions about this Privacy Policy or your data rights, contact us at:

• Email: ss@recruitsmart.io
• Address: 17 Hanover Square, London, W1S 1BN; Boulevard Tower 1, Sheikh Mohammed Bin Rashid Blvd, Dubai