Privacy Policy

1. Overview

RecruitMS (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains what information we collect when you use the RecruitMS applicant tracking system (“Service”), how we use it, and how we keep it safe.

By using the Service you agree to the collection and use of information as described in this policy.

2. Information We Collect

Account information

When you sign up we collect your first name, last name, work email address, and company name. This is used to create and identify your account.

Applicant and job data

Any jobs, applicant records, resumes, and notes you create within the Service are stored on your behalf. You control this data and remain its owner.

Usage data

We may collect information about how you interact with the Service, including pages visited, features used, and error logs. This is used solely to improve the Service.

Payment information

If you subscribe to a paid plan, payment processing is handled by our payment provider. We do not store full credit card numbers on our servers.

3. How We Use Your Information

We use the information we collect to:

• Provision and operate your account and workspace
• Send transactional emails such as account confirmations and billing receipts
• Respond to support requests
• Improve and maintain the Service
• Send product updates if you opted in during signup (you can unsubscribe at any time)

We do not use your data to train AI models, sell advertising, or for any purpose unrelated to providing and improving the Service.

4. We Do Not Sell Your Data

We will never sell, rent, or trade your personal information or your candidates’ data to third parties. Full stop.

5. Data Isolation

Each account operates in a fully isolated workspace. Your jobs, applicants, and company data are never visible to or accessible by other organizations using the Service.

6. Data Sharing

We may share your information only in the following limited circumstances:

• Service providers — We work with third-party vendors (hosting, email delivery, payment processing) who process data on our behalf and are bound by confidentiality agreements.
• Legal requirements — We may disclose information if required by law, court order, or to protect the rights and safety of our users.
• Business transfer — If RecruitMS is acquired or merges with another entity, your data may transfer as part of that transaction. We will notify you in advance.

7. Cookies

The Service uses cookies and similar technologies for authentication and to maintain your session. We do not use tracking cookies for advertising purposes. You can configure your browser to refuse cookies, but some parts of the Service may not function correctly without them.

8. Data Security

We use industry-standard security measures including encrypted connections (HTTPS), hashed passwords, and isolated tenant data storage. No system is 100% secure, but we take reasonable precautions to protect your information from unauthorized access, disclosure, or loss.

9. Data Retention

We retain your account data for as long as your account is active. If you close your account, your data will be deleted within a reasonable period, except where we are required to retain it for legal or compliance purposes.

10. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated data
• Opt out of marketing emails at any time via the unsubscribe link

To exercise any of these rights, contact us at [email protected].

11. Children’s Privacy

The Service is not directed at children under 18. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. Continued use of the Service after changes are posted constitutes acceptance of the updated policy.