Privacy Policy

Privacy Policy

Effective Date: 27 May 2025

Recfindr Engage – a product by Recfindr Ltd

1. Who We Are

Legal Entity: Recfindr Ltd

Company Registration Number: 14419156

Support Contact: support@recfindr.co.uk

Data Protection Contact: Alexandra Chirica (acting privacy lead)

We operate Recfindr Engage, a software platform that enables recruitment agencies to create digital data rooms and sales pages for employer engagement.

2. Data Deletion

You can request that your personal data be deleted from our systems by contacting: support@recfindr.co.uk

3. Our Role

We act as both:

• A Data Controller for registered users (recruiters, employers)

• A Data Processor where users upload candidate or client information (e.g. in a document, candidate showcase, or comments)

As a Processor, we only act on the instructions of our Customers and do not access or process end-user data unless requested by the Customer (e.g. to resolve a support issue).

4. Types of Data We Collect

We may collect the following types of personal data:

• Contact Information – name, email, job title, company, meeting link

• Authentication Info – login credentials, login method (Google, Microsoft, LinkedIn)

• Platform Usage Data – page views, block interactions, room views, file uploads

• Technical Identifiers – IP address, browser type, session data

• Communications Data – support queries, in-app comments, feedback

• Uploaded Content – any files, links, or text voluntarily added to Recfindr Engage rooms

We do not collect:

• Special category data (race, health, religion, etc.)

• Biometric data

• Financial data (payments are not processed via the app)

5. Legal Basis for Processing

6. Product Analytics

We use PostHog to track how users interact with Recfindr Engage (e.g. block usage, link clicks, session duration). This helps us:

• Improve product design and UX

• Identify bugs or usage trends

• Understand what features drive value

While we do not share analytics data with any third parties, certain usage data is attributed to user accounts and may be accessed by our internal team to assist with support, product improvement, or user feedback.

We do not use analytics for automated profiling or decision-making. Data is stored securely, and access is strictly limited to authorised internal team members.

7. Data from Leads and Demo Requests

If you fill in a contact or demo form, we may store:

• Your name, email, and company

• Any notes about your interest or role

• Correspondence (emails, call notes)

This data is stored in our internal CRM and used only for:

• Responding to your request

• Following up on interest

• Internal sales planning

We do not send marketing emails without your consent.

8. International Transfers

Where data is transferred outside the UK/EEA, we ensure one of the following:

• The receiving country is deemed “adequate” by the UK or EU

• We use Standard Contractual Clauses approved by regulators

9. Data Retention

We retain user data as follows:

• Active users: data is retained for the duration of the account’s active status

• Former users: data is retained for up to 12 months following account deletion, unless required longer for legal or audit purposes

• Analytics data: may be retained in a pseudonymised or aggregated form to support product development and performance analysis

For recruiter-uploaded documents (e.g. pitch decks, candidate showcases, attachments), files are retained based on the user’s content visibility settings and file retention preferences. Files are deleted once a user removes them or when the account is deleted, with some operational leeway to allow for system-wide cleanup processes to complete.

10. Your Rights

You have rights under UK GDPR and EU GDPR to:

• Request access to your data

• Correct inaccurate information

• Request deletion of your data

• Object to processing based on legitimate interest

• Request data portability

• Withdraw consent (where given)

• Lodge a complaint with the ICO (UK regulator)

To exercise any of these, email support@recfindr.co.uk

11. Security

We apply strict access controls, encryption, and monitoring across all systems. Only authorised internal team members have access to live data. Backups and logs are encrypted and monitored.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted to our website and major updates will be notified via email or in-app message.

13. Contact Us

Recfindr Ltd

support@recfindr.co.uk

07825 368964