Privacy Policy
Last updated: April 2025
Introduction
RecruitBase (“Company,” “we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use RecruitBase — a Candidate Evaluation Intelligence platform that provides structured scoring, culture alignment, persona forms, fit scores, AI-powered projections, and immutable evaluation audit trails.
Information We Collect
We collect information you provide directly to us and information generated through your use of the platform:
Account & Organization Data
- Account information (name, email, company, role)
- Organization profile, logo, and configuration settings
- Billing and subscription information
- Team members, roles, and permission settings
Candidate Evaluation Data
- Candidate profiles imported into the platform (name, email, résumé, position)
- Interview recordings and transcripts (if enabled)
- Competency scores and rubric assessments per interview round
- Culture alignment scores across the five-axis culture profile
- Persona Form questions, candidate self-assessment responses, and interviewer observations
- Candidate Fit Scores and confidence ratings
- AI-generated Performance Projections and risk flags
- Hire decisions, override reasons, and decision history
Audit & Activity Data
- Evaluation Audit Trail events (all scoring, decision, and projection actions)
- PDF audit exports generated by your team
- Platform usage logs and access records
How We Use Your Data
We use collected information for:
- Providing and improving the RecruitBase evaluation platform
- Computing Candidate Fit Scores from competency, culture, behavioral, and persona data
- Generating AI-powered performance projections and risk flags via DeepSeek
- Generating role-tailored Persona Form questions via AI
- Maintaining immutable evaluation audit trails per candidate
- Generating and delivering PDF audit reports on request
- Exporting candidate data to your connected ATS
- Sending service updates, alerts, and notifications
- Platform analytics and system optimization
- Complying with legal obligations and responding to lawful requests
AI Processing and Third-Party Models
RecruitBase uses AI language models to power certain evaluation features:
- DeepSeek — used for generating Persona Form behavioral questions tailored to specific roles, and for generating Candidate Performance Projections
- Internal AI models — used for culture fit scoring, candidate shortlisting, and rubric generation
When AI features are invoked, relevant evaluation context (role information, fit score data, culture scores, and red flags) may be transmitted to third-party model providers in accordance with their data handling policies. We do not send personally identifiable candidate information (names, emails) to third-party AI providers. All transmitted data is minimized to what is functionally necessary for the requested feature.
Persona Form Data
Persona Forms generate a unique, tokenized link sent to each candidate. Candidates who access that link submit self-assessment responses directly to our platform. These responses, along with interviewer observations and consistency analysis, are stored in association with the candidate's evaluation record. Candidates whose data is processed through Persona Forms should be informed of this collection in accordance with your organization's candidate privacy notice and applicable law.
Evaluation Audit Trail
The Evaluation Audit Trail records all significant evaluation actions — score submissions, culture ratings, hire decisions, projection generations, and PDF exports — as immutable events. These records cannot be deleted or edited by users. They may be retained for compliance purposes even after a candidate record is otherwise removed, subject to applicable data retention laws. You may export the full audit trail as a PDF at any time.
Data Security
RecruitBase implements industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest, regular security audits, role-based access controls, and scoped API permissions per team member. Candidate evaluation data — including fit scores, projections, persona responses, and audit events — is treated as sensitive data and subject to the strictest access controls. No transmission over the internet is 100% secure; we encourage you to use strong passwords and report any suspected breach immediately.
Data Retention
We retain your account and evaluation data for as long as your organization's account is active or as needed to provide our services. Evaluation Audit Trail records may be retained beyond account deletion for legal compliance purposes. You can request deletion of candidate profiles and associated evaluation records at any time, subject to applicable legal requirements and our audit trail retention obligations. Submit deletion requests to [email protected].
Third-Party Integrations
We integrate with ATS platforms including Greenhouse, Workable, Workday, and others. When you authorize these integrations, candidate data may be exported to these third-party services. Each third party has their own privacy policy and data handling practices. We also use Cloudinary for media storage, and video room providers for live interview sessions. Each provider is selected and reviewed for security and compliance alignment.
GDPR, CCPA, and Data Protection Rights
RecruitBase complies with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and similar regional privacy laws. Depending on your location, you may have the right to:
- Access the personal data we hold about you or your candidates
- Rectify inaccurate or incomplete data
- Request erasure of candidate profiles and evaluation records (subject to audit trail retention obligations)
- Object to or restrict certain processing activities
- Port your data in a structured, machine-readable format
- Withdraw consent for AI-powered processing at any time
To exercise any of these rights, contact us at [email protected].
Contact Us
If you have questions about this Privacy Policy or our data practices, contact us at:
Privacy inquiries: [email protected]
Legal / compliance: [email protected]
Address: RecruitBase, Inc., San Francisco, CA