Privacy Policy

Overview

Recruiting Buddy (“Recruiting Buddy,” “we,” “us,” or “our”) operates the RecruitingBuddy.ai platform and Recruiting Buddy Copilot browser extension. Our services help staffing companies and recruiting teams review applicants, screen candidates, communicate with candidates, manage recruiting workflows, and connect Recruiting Buddy with supported applicant tracking systems (“ATS”).

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when recruiters use our services or when candidate information is submitted to Recruiting Buddy as part of a recruiting or hiring process.

Recruiting Buddy generally processes candidate information on behalf of the staffing company, recruiter, employer, or other customer that controls the applicable hiring process.

Information We Collect

Recruiter and Account Information

We may collect:

• Name
• Business email address
• Company and organization information
• Branch, office, team, and role information
• Account preferences
• Authentication and session information
• Information about team members invited to the platform

Authentication is provided through Supabase Auth. Recruiting Buddy does not store plaintext passwords.

Candidate and Application Information

Customers may submit or authorize Recruiting Buddy to retrieve candidate information, including:

• Name
• Email address and phone number
• Resume, work history, skills, and professional qualifications
• Job applications and application status
• Job titles and employment background
• ATS person IDs, application IDs, job IDs, and related source identifiers
• Branch, office, client, location, and job information
• Recruiter notes
• Resume and screening scores
• Candidate workflow and disposition information
• Interview, onboarding, and submission status
• Records identifying whether a candidate has been reviewed, contacted, or submitted

ATS and Browser Extension Information

Recruiting Buddy Copilot operates only on supported ATS and Recruiting Buddy pages.

To provide its recruiting features, the extension may process:

• The supported ATS domain and current page URL
• The active job, campaign, or candidate displayed in the ATS
• Job titles, descriptions, external job IDs, client information, branch information, and job status
• Candidate names, contact information, application data, and external candidate IDs displayed or retrieved through authorized ATS integrations
• Website content required to connect the active ATS record to Recruiting Buddy
• Recruiting Buddy authentication and authorization context
• Extension settings and limited operational state stored through Chrome storage
• Error, security, and diagnostic information required to maintain the extension

The extension does not collect unrelated browsing history or monitor activity on unsupported websites.

Call and Screening Information

When authorized customers use voice-screening features, we may process:

• Call date, time, duration, and outcome
• Call recordings
• Transcripts
• Candidate responses
• Screening summaries and scores
• Call attempts and callback information
• Information candidates provide during the call

Candidates are informed when they are interacting with an automated or AI-assisted screening system where required.

SMS and Other Communication Information

We may process:

• Incoming and outgoing message content
• Sender and recipient information
• Delivery status and timestamps
• Message templates
• Opt-in, opt-out, HELP, START, and STOP events
• Information needed to prevent duplicate, unwanted, or unauthorized messages
• Recruiter identity and campaign context associated with a message

Usage, Security, and Diagnostic Information

We may collect limited operational information such as:

• API requests
• Feature actions
• Login and authentication events
• Error reports
• Security and abuse-prevention events
• Usage information required for billing, reliability, support, and service improvement

We do not use this information for behavioral advertising.

How We Use Information

We use information to:

• Authenticate users
• Enforce organization, branch, job, and role permissions
• Connect supported ATS records to Recruiting Buddy
• Create and manage recruiting campaigns
• Import and reconcile candidate records
• Review and score resumes
• Conduct authorized candidate screening
• Display candidate and campaign information
• Send and receive authorized recruiting communications
• Maintain message templates and candidate conversation history
• Prevent duplicate jobs, candidates, messages, and workflow actions
• Provide customer support
• Maintain security and investigate abuse
• Measure service usage and reliability
• Meet legal and regulatory requirements

Customer Responsibilities

Recruiting Buddy customers are responsible for:

• Having a lawful basis to provide candidate information to Recruiting Buddy
• Providing required applicant notices
• Obtaining any consent required for calls, recordings, automated screening, or SMS
• Retaining proof of consent where required
• Ensuring that recruiting communications accurately identify the sender
• Using Recruiting Buddy only for lawful recruiting and employment-related purposes

Phone Numbers and Recruiting Communications

Phone numbers are used for authorized recruiting-related calls and messages, including:

• Screening-call notices
• Application follow-ups
• Interview and scheduling communications
• Job-availability communications
• Candidate support
• Hiring and onboarding next steps

Recruiting Buddy does not use candidate phone numbers for unrelated advertising.

SMS Program Disclosures

Recruiting Buddy sends recruiting-related SMS messages on behalf of staffing companies to candidates whose information was provided during a job application, ATS registration, recruiter intake, candidate onboarding, or another authorized recruiting process.

Messages may include:

• Screening-call notifications
• Application follow-ups
• Interview scheduling and reminders
• Job-availability updates
• Candidate support communications
• Hiring and onboarding next steps

Message frequency varies according to recruiting activity and the candidate’s stage in the hiring process. Message and data rates may apply.

Candidates may opt out at any time by replying STOP. After an opt-out is processed, further messages are prohibited unless the candidate later provides valid consent to receive messages again.

Candidates may reply HELP for assistance or contact:

support@recruitingbuddy.ai

How We Disclose Information

Authorized Customer Users

Candidate information is available to authorized users of the staffing company, recruiter, employer, or customer managing the applicable recruiting process, subject to organization, branch, role, and job permissions.

Service Providers

We use service providers that process information only as needed to operate Recruiting Buddy. Current core providers include:

• Supabase: authentication and database infrastructure
• Railway: application and service hosting
• Anthropic: authorized AI-assisted resume and candidate analysis
• ElevenLabs: authorized voice-agent and transcription services
• Twilio: telephone and SMS delivery

We may also use customer-authorized ATS, email, file-processing, monitoring, and security providers as needed to deliver the services.

These providers may process information only for the operational purposes for which they are engaged and subject to applicable agreements and safeguards.

Legal and Business Requirements

We may disclose information when reasonably necessary to:

• Comply with law or valid legal process
• Protect users, candidates, customers, or Recruiting Buddy
• Investigate fraud, abuse, or security incidents
• Complete a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate protections

Chrome Web Store Limited Use Disclosure

Extension data is used only to provide or improve the disclosed recruiting features, maintain security and reliability, provide support with authorization, or comply with applicable law.

We do not use or transfer extension data for personalized advertising, unrelated marketing, creditworthiness, or lending purposes.

Recruiting Buddy personnel access customer or candidate information only when authorized for support, security, legal compliance, or service operations.

Data Retention and Deletion

We retain information according to:

• Customer instructions and contracts
• The duration of the applicable customer account
• Operational and security requirements
• Applicable legal and regulatory obligations

Authorized customers may delete candidate records through available platform functions or request deletion assistance.

Some information may remain temporarily in backups, security logs, billing records, or legal-compliance records after deletion from active systems.

To request access, correction, or deletion, contact:

support@recruitingbuddy.ai

Security

We use administrative, organizational, and technical safeguards designed to protect information, including:

• HTTPS/TLS encryption in transit
• Access controls
• Organization and branch isolation
• Role-based authorization
• Secure authentication
• Logging and monitoring
• Restricted service credentials
• Provider and infrastructure safeguards

No system can guarantee absolute security.

Children’s Privacy

Recruiting Buddy is a business service and is not directed to children under 13. Customers are responsible for complying with applicable employment and privacy laws when processing information about younger applicants.

Changes to This Policy

We may update this Privacy Policy to reflect changes to our services, legal requirements, providers, or data practices.

We will update the effective date and provide additional notice when legally required or when a material change affects how information is handled.

Contact Us

For privacy questions or data requests:

Email: support@recruitingbuddy.ai
Website: recruitingbuddy.ai