Privacy Policy

Information we process

We process account and organization details, job descriptions, screening criteria, CVs and other candidate material, recruiter decisions, audit records, and technical information needed to operate and secure the service.

When a recruiter connects a mailbox, we process the mailbox address, provider account identifier, granted permissions, encrypted OAuth credentials, delivery identifiers, and the candidate messages and attachments needed for the recruitment workflows the recruiter enables.

How Google user data is used

For a Google mailbox, the recruiter chooses send-only, receive-only, or send-and-receive access. Send access is used to deliver recruiter-reviewed candidate messages. Read access is used to retrieve replies and related attachments, connect them to the appropriate candidate conversation, show delivery and reply status, and retain ambiguous recruitment messages for authorized review.

Google user data is used only to provide and secure these recruiter-directed features. It is not sold, used for advertising, or used to train general-purpose artificial-intelligence models.

Legal basis and roles

The customer organization determines the recruitment purpose and is normally the controller of candidate and mailbox data. Rent-a-Recruiter processes that information to provide the contracted service, follow authorized user instructions, maintain security, and meet applicable legal obligations. Organizations are responsible for providing candidate notices and establishing an appropriate legal basis for recruitment processing.

Sharing and subprocessors

Information may be processed by infrastructure, database, authentication, email-provider, security, document-processing, and configured AI service providers only as necessary to operate the service. Information may also be disclosed when required by law or to protect users and the service. We do not permit subprocessors to use customer Gmail data for their own advertising.

Security

Mailbox access and refresh tokens are encrypted before database storage. Access is restricted by authenticated user, organization, role, agent entitlement, and job association. Sensitive actions and mailbox activity are recorded for operational and security review. No system can guarantee absolute security.

Retention and deletion

Recruitment data is retained according to the customer organization’s instructions, configured retention requirements, and applicable law. Removing a mailbox from one job stops its use for that job but does not disconnect the reusable organization mailbox. Recruiters can revoke Google access from their Google Account, and organization administrators can request deletion of the stored connection and associated data.

See the data deletion instructions for the available controls.

Your choices and rights

Depending on applicable law, individuals may request access, correction, deletion, restriction, objection, or portability. Candidates should normally contact the recruiting organization first because it controls the recruitment process. Authorized organization users can make service and mailbox requests through their organization administrator.

Changes

We may update this policy as the service or legal requirements change. The date above identifies the latest published version.