Privacy Policy
What this page covers
This policy explains what data RecruiterDocs handles, why we use it, and who to contact if you need help with your privacy rights.
This Privacy Policy explains how RecruiterDocs Ltd ("RecruiterDocs", "we", "us", or "our") collects, uses, and protects personal data when you use our website, products, and services (together, the "Services").
We are registered in England and Wales. For questions about this policy, contact us at:
Email: privacy@recruiterdocs.com
Address: RecruiterDocs Ltd, London, United Kingdom
We act as:
- Data Controller for the personal data of website visitors, account users, and contacts (for example billing and marketing contacts).
- Data Processor for personal data you upload into the Services as part of your recruitment workflows (for example candidate, contractor, and client data), in which case you are the Data Controller.
We process personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.
1. Data we collect
1.1 Account and contact data
- Name, job title, work email address, agency name, phone number.
- Login credentials (hashed passwords) and authentication data.
1.2 Usage and technical data
- Browser type, device information, IP address, time zone.
- Log data about how you access and use the Services (pages viewed, buttons clicked, error logs, and similar).
- Cookie identifiers and similar tracking technologies (see "Cookies and tracking").
1.3 Customer content and recruitment data
Information you or your systems upload or sync to RecruiterDocs, such as:
- Candidate, contractor, consultant and client contact details.
- Employment history, placement details, contract terms, rates and fees.
- Contract templates and documents, notes and other free-text fields.
This data is controlled by you and processed by us solely to provide the Services.
1.4 Billing and commercial data
- Subscription details, transaction history, invoicing contact information.
- Limited payment information (handled via third-party payment processors; we do not store full card details).
1.5 Communications
- Emails, support messages and feedback you send to us.
- Responses to surveys or product research.
We do not intentionally collect special category data (for example health data, ethnicity, religious beliefs) unless you choose to include it within documents or fields you upload. You are responsible for ensuring you have a lawful basis to process such data.
2. How we use personal data
2.1 To provide and maintain the Services
Creating and managing accounts, authenticating users, providing customer support, hosting and processing recruitment data, and operating technical features (for example document generation and integrations).
Legal basis: Performance of a contract; legitimate interests.
2.2 To improve and develop the Services
Monitoring usage, troubleshooting, analytics, testing, and new feature development.
Legal basis: Legitimate interests (to run, improve, and secure our Services).
2.3 To communicate with you
Service messages, security alerts, updates, and administrative emails. Responding to enquiries and support requests.
Legal basis: Performance of a contract; legitimate interests.
2.4 Marketing and product updates
Sending information about new features, case studies, and events.
Legal basis: Consent where required; otherwise legitimate interests. You can opt out at any time via unsubscribe links or by contacting us.
2.5 Security, compliance, and enforcement
Preventing misuse, investigating suspicious activity, enforcing our Terms, complying with legal obligations, and responding to lawful requests from authorities.
Legal basis: Legal obligation; legitimate interests.
We will not sell your personal data to third parties.
3. Sharing personal data
3.1 Service providers (sub-processors)
We use service providers for hosting, communications, payments, analytics, and similar support functions. Where a provider processes personal data on our behalf, we use contractual and organisational safeguards appropriate to the service and applicable law.
3.2 Integrated third-party platforms
At your instruction, we may connect to platforms such as applicant tracking systems, CRMs, e-signature tools, or HRIS systems (for example Bullhorn, DocuSign or similar). Data shared with such platforms is governed by your agreements with them, and they act as independent controllers.
3.3 Professional advisers and authorities
We may share data with lawyers, accountants, auditors, insurers, and regulators where necessary for our business operations or to comply with law.
3.4 Business transfers
In connection with a merger, acquisition, sale of assets, or similar transaction, personal data may be transferred to the acquiring entity, subject to appropriate safeguards.
4. International data transfers
Where personal data is transferred outside the UK/EEA, we will ensure appropriate safeguards are in place, such as an adequacy decision by the UK government or European Commission, or standard contractual clauses / International Data Transfer Agreements.
5. Data retention
We retain personal data only for as long as necessary for the purposes set out in this policy, including to provide the Services, meet legal, accounting, or reporting requirements, resolve disputes and enforce our agreements.
Customer content (for example contracts, templates and recruitment data) is retained in line with our contract with you and your configuration. On termination or at your request, we will delete or return such data within a reasonable period, subject to any legal obligations to retain it.
6. Your rights
Subject to applicable law, you may have rights to access, rectify, erase, restrict, object to or port your personal data, and to withdraw consent where processing is based on consent.
You can exercise these rights by contacting us at privacy@recruiterdocs.com. We may need to verify your identity before responding.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local data protection authority.
7. Cookies and tracking technologies
We use cookies and similar technologies to keep you signed in, remember your preferences, and analyse how the Services are used. You can manage cookies through your browser settings. Blocking certain cookies may impact functionality.
8. Security
We take appropriate technical and organisational measures to protect personal data, including HTTPS/TLS in transit, role-based access controls, authenticated integration endpoints, and audit trails for key contract and approval actions. Some additional operational safeguards depend on the way RecruiterDocs is deployed and managed for your workspace.
No system is completely secure; however, we work continuously to protect your information. Please notify us immediately if you suspect any security issue or unauthorised access.
9. Children
Our Services are business-focused and not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, please contact us and we will take steps to delete it.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on our website and update the "Last updated" date above. If changes are material, we may provide additional notice (for example email or in-app notification).