Privacy Policy

RecruitBrain ("we," "our," or "us") operates the recruitbrain.ai website and platform. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services.

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, and organization details. Authentication is handled through our our self-hosted authentication system. Passwords are securely hashed and never stored in plaintext.

Uploaded Documents

You may upload CVs, job descriptions, client briefs, compliance documents, and other files to the platform. These documents are stored securely and processed to provide our AI-powered services.

Usage Data

We collect information about how you use the platform, including queries made, documents uploaded, extractions performed, and feature usage. This data helps us improve the service and enforce plan limits.

Technical Data

We automatically collect technical information such as your IP address, browser type, device information, and access times when you use our platform.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI screening and knowledge base services
• Process and store your uploaded documents
• Generate AI-powered extractions, screenings, and search results
• Manage your account and subscription
• Send service-related communications
• Monitor usage for billing and plan enforcement
• Ensure platform security and prevent abuse

3. Data Storage and Security

Your data is stored on secure servers with encryption in transit (TLS 1.2+) and at rest. Uploaded documents are stored in Cloudflare R2 with server-side encryption. Database records are stored in PostgreSQL with row-level security ensuring complete workspace isolation.

Each organization's data is fully isolated. One workspace cannot access another workspace's documents, candidates, or conversations under any circumstances.

4. AI Processing

Your documents are processed using third-party AI services (Google and OpenAI) to provide extraction, screening, and search functionality. We do not use your documents to train AI models. Your data is processed according to our data processing agreements with these providers.

5. Cookies

We use essential cookies required for authentication and session management. We do not use advertising or tracking cookies. Our authentication system may set additional cookies necessary for secure sign-in.

6. Third-Party Services

We use the following third-party services to operate our platform:

• Paddle -- Payment processing and subscription management
• Google (Gemini) -- AI generation, extraction, and classification
• OpenAI -- Text embeddings and fallback AI generation
• Cloudflare R2 -- Document storage

Each provider processes data according to their respective privacy policies and our data processing agreements.

7. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Object to processing of your data
• Withdraw consent at any time

To exercise any of these rights, contact us at hello@recruitbrain.ai. We will respond within 30 days.

8. Data Retention

We retain your data for as long as your account is active. When you delete your account, we remove all associated documents, extractions, and personal data within 30 days. Aggregated, anonymized usage statistics may be retained for analytics purposes.

9. International Transfers

Your data may be processed in countries outside your country of residence. We ensure appropriate safeguards are in place for any international data transfers, including standard contractual clauses where applicable.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of the platform after changes constitutes acceptance.

11. Contact

If you have any questions about this Privacy Policy or our data practices, contact us at:

Email: hello@recruitbrain.ai
Website: recruitbrain.ai