Privacy Policy
1. Who we are
RecProTech AI ("RecProTech", "we", "us", "our") is a specialist recruitment agency. We connect software engineers with companies that want to hire them, and we build AI recruitment automation for in-house hiring teams.
For the purposes of data protection law, we are the controller of the personal data described in this policy, unless we tell you otherwise (see section 7 for our automation products).
If you have any questions about this policy or how we handle your data, contact us at Jack@recprotech.com.
2. Who this policy applies to
This policy explains how we collect and use personal data about:
- Candidates: software engineers and technology professionals we find, contact, represent or place, whether or not you applied to us directly
- Clients: people who work for companies that hire through us or use our products, including prospective clients
- Website visitors: anyone who visits recprotech.com or books a call with us
- Referees and referrers: people who give a reference for a candidate or recommend someone to us
- Suppliers and partners: people who work for organisations that provide services to us
3. The information we collect
Candidates
- Identity and contact details: name, email address, phone number, location, and links to online profiles
- Professional information: CV, employment history, skills, technical experience, education, qualifications, and your portfolio, code repositories or open-source contributions
- Job preferences: target roles, salary expectations, notice period, willingness to relocate, and right-to-work status
- Assessment information: interview notes, technical assessment results, references, and feedback from clients
- Communications: emails, messages and call notes between you and us
We do not ask for special category data such as health, ethnicity, religion or sexual orientation. If you choose to share it (for example, to request adjustments for an interview), we will use it only for that purpose and with your explicit consent.
Clients
- Name, job title, company, work email address and phone number
- Details of the roles you are hiring for and your hiring process
- Records of our meetings, calls, contracts and invoices
Website visitors
- Information you give us when you book a call through our scheduling tool, such as your name, email address, company and the reason for the call
- Technical information such as your IP address, browser type and device, which may be processed when the site and its fonts load (see section 11)
4. Where we get your information
- Directly from you: when you contact us, apply for a role, book a call, send us your CV or speak to us
- Publicly available professional sources: such as LinkedIn, GitHub, open-source projects, personal websites, conference talks and published articles
- Referrals: when someone in our network recommends you to us
- Clients and referees: feedback on interviews and references about your work
- Third-party recruitment platforms and job boards: where you have made your profile available to recruiters
If we collect your information from a source other than you, we will send you this privacy information within one month, and no later than our first contact with you.
5. How we use AI
AI tools are central to how we work. We use them to:
- search publicly available professional sources for engineers who match a client's requirements
- summarise and organise candidate profiles against a role scorecard
- rank and prioritise candidates for a recruiter to review
- draft outreach messages and summarise call notes, which a recruiter then reviews
People make the decisions. We do not make any decision about you based solely on automated processing. That includes deciding whether to put you forward for a role or telling you that you are unsuitable. A recruiter always reviews AI outputs before we act on them. You can ask us to explain how AI was used in relation to you, and you can ask a person to review any outcome.
We choose AI providers that act on our instructions and are bound by contracts that protect your data.
6. How we use your information and our legal basis
| Purpose | Legal basis |
|---|---|
| Finding and contacting candidates who may be suitable for roles | Legitimate interests: running a recruitment business and offering relevant opportunities |
| Assessing candidates and introducing them to clients | Legitimate interests; consent before we share your CV with a named client |
| Managing interviews, offers and placements | Taking steps at your request before entering a contract; legitimate interests |
| Providing recruitment services and automation products to clients | Performance of a contract |
| Responding to enquiries and booked calls | Legitimate interests; steps before entering a contract |
| Sending market updates or news about our services | Consent, or legitimate interests for existing business contacts (you can opt out at any time) |
| Checking right to work and keeping records we must keep by law | Legal obligation |
| Improving our website, services and processes | Legitimate interests |
| Establishing, exercising or defending legal claims | Legitimate interests |
Where we rely on legitimate interests, we have balanced our interests against your rights. You can ask us for details of that assessment.
7. Our AI automation products
When a client uses our recruitment automation products (such as sourcing agents, screening and scheduling, or ATS and CRM automation), the client usually decides how candidate data is used. In that case, the client is the controller and we are the processor, and we handle that data only on their instructions under a data processing agreement. If you are a candidate in a client's hiring process, the client's own privacy notice will apply, and you should contact them first about your data.
8. Who we share your information with
We do not sell or rent your personal data. We share it only when we need to, with:
- Clients: we share a candidate's details with a named hiring company only after telling the candidate about the role and getting their agreement
- Service providers who help us run the business, including website hosting (Vercel), call scheduling (Calendly), email and productivity tools, our applicant tracking and CRM systems, and AI providers
- Professional advisers, such as accountants, lawyers and insurers
- Law enforcement, regulators or courts, where the law requires it or to protect our legal rights
- A buyer or successor, if we sell, merge or restructure our business, under equivalent privacy protections
9. International transfers
We recruit globally, so your data may be transferred to, or accessed from, countries outside the United Kingdom and European Economic Area. This includes clients hiring in other countries and service providers based in the United States.
When we transfer personal data outside the UK or EEA, we make sure it is protected by one of these safeguards:
- an adequacy decision or data bridge covering the destination country
- the UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses
- another safeguard that data protection law permits
You can contact us for more information about the safeguard used for a particular transfer.
10. How long we keep your information
| Data | Retention period |
|---|---|
| Candidate profiles where we have not been in contact | 2 years from when we last had meaningful contact, then deleted or anonymised |
| Candidates placed with a client | 6 years after the placement ends, for contractual, tax and legal claims purposes |
| Client contact and contract records | 6 years after our relationship ends |
| Booked call and enquiry records that do not lead to work | 2 years |
| Marketing preferences | Until you unsubscribe, plus a suppression record so we don't contact you again |
We may keep data longer where the law requires it or where it is needed for an ongoing legal claim.
11. Cookies and similar technologies
Our website does not currently use advertising or analytics cookies. When the site loads, fonts are delivered by Google Fonts, which means your IP address and browser details are sent to Google. When you book a call, you are taken to Calendly, which sets its own cookies under its own privacy policy.
If we add analytics or other non-essential cookies, we will update this policy and ask for your consent first where the law requires it.
12. How we protect your information
We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. These include encrypted connections, access controls on the systems that hold candidate and client data, and working only with providers that meet recognised security standards. No system is completely secure, but we work to keep risks low and to respond quickly if something goes wrong.
13. Your rights
Depending on where you live, you have the right to:
- access the personal data we hold about you
- correct inaccurate or incomplete data
- erase your data
- restrict how we use your data
- object to our use of your data, including profiling, and to direct marketing at any time
- data portability: receive your data in a usable format, or have it sent to someone else
- withdraw consent at any time, where we rely on consent
- not be subject to solely automated decisions that have legal or similarly significant effects on you
To exercise any of these rights, email Jack@recprotech.com. We will respond within one month. We may need to confirm your identity first. There is no charge in most cases.
If you are unhappy with how we have handled your data, please tell us so we can try to put it right. You also have the right to complain to a data protection regulator. In the UK, that is the Information Commissioner's Office (ico.org.uk). If you are in the EU, you can contact the supervisory authority in your country.
14. Marketing
We will only send you marketing emails if you have agreed to receive them, or if you are an existing business contact and the email is about similar services. Every marketing email includes a way to unsubscribe, and you can also email us to opt out.
15. Children
Our services are for working professionals and businesses. We do not knowingly collect personal data from anyone under 18.
16. Changes to this policy
We may update this policy from time to time. We will post the new version on this page with a new effective date. If the changes are significant, we will take reasonable steps to let you know.
17. Contact us
RecProTech AI
Email: Jack@recprotech.com