Privacy Policy
1. Introduction
This Privacy Policy explains how RecruitTrackPH ("RecruitTrackPH", "we", "us", or "our") collects, uses, discloses, and safeguards information when you use our recruitment and candidate tracking platform, including our website, web application, and related services (collectively, the "Service").
By creating an account or otherwise using the Service, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use the Service.
The Service is designed for use by HR teams, recruiters, hiring managers, and administrators ("Customers" and their authorized "Users") to manage candidate and recruitment data. Candidates whose information is entered into the Service by a Customer are "Data Subjects" — see Your Rights & Choices for how they can make requests about their data.
2. Information We Collect
2.1 Account & User Information
When you register for or use the Service, we collect information such as your name, work email address, role, password (stored as a salted hash, never in plain text), and activity within the Service (e.g. logins, actions taken).
2.2 Candidate & Recruitment Data
Our Customers use the Service to store information about job candidates that they collect in the course of recruitment, which may include: name, contact details, address, date of birth, gender, education, work history, skills, expected salary, resumes/CVs and other uploaded documents, interview notes, and recruitment stage/status. This data is entered and controlled by our Customers, who are responsible for having a lawful basis to collect and share it with us.
2.3 Usage & Device Information
We automatically collect certain technical information when you use the Service, such as IP address, browser type, device identifiers, pages viewed, and timestamps, typically through server logs and similar technologies described in Cookies & Similar Technologies.
2.4 Information From the Marketing Website
If you submit our "Request Access" form, we collect the information you provide (full name, company/agency, work email, and any message) so we can respond to your inquiry.
3. How We Use Information
We use the information we collect to:
- Provide, operate, and maintain the Service, including authenticating Users and enforcing role-based access;
- Enable Customers to manage candidates, job openings, interviews, and recruitment reporting;
- Process and respond to access requests, support inquiries, and other communications;
- Send administrative messages, such as security alerts and service updates;
- Monitor, analyze, and improve the performance, security, and usability of the Service;
- Detect, investigate, and prevent fraudulent, unauthorized, or illegal activity;
- Comply with legal obligations and enforce our Terms of Service.
We do not sell candidate or user personal information.
4. Legal Basis for Processing
Where applicable data protection law requires it, we (and our Customers, as applicable) rely on the following legal bases to process personal information: performance of a contract (providing the Service you signed up for), legitimate interests (such as securing and improving the Service), consent (where specifically obtained, e.g. for certain marketing communications), and compliance with legal obligations.
7. Data Security
We use technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, or destruction, including encrypted password storage, role-based access controls, and transport encryption. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
8. Data Retention
We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. Customers control how long candidate records are retained within their account and may delete records at any time through the Service; we may retain limited data thereafter as required for legal, accounting, or security purposes.
9. Your Rights & Choices
Depending on your location and applicable law, you may have rights to access, correct, delete, or port your personal information, object to or restrict certain processing, and withdraw consent where processing is based on consent. Since candidate data in the Service is typically controlled by our Customer (the recruiting organization), candidates should generally direct these requests to that organization; we will assist our Customers in responding as required by our agreements with them.
To exercise these rights or ask a question, contact us using the details in Contact Us.
10. International Data Transfers
Your information may be stored and processed in a country other than the one in which you are located. Where we transfer personal information internationally, we take steps intended to ensure it receives an adequate level of protection consistent with applicable law.
11. Children's Privacy
The Service is intended for business use by adults involved in recruitment and hiring. It is not directed to children, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will provide notice (such as by posting the updated Policy with a new "Last updated" date, or through other reasonable means). Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.
13. Contact Us
RecruitTrackPH
Email: privacy@recruittrackph.com
Address: Manila, Philippines
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