01 Overview
Recruvia is a recruitment and applicant-tracking platform that helps hiring teams manage candidates, schedule interviews, and communicate across their pipeline. This Privacy Policy explains what information we handle, why we handle it, and the choices you have. It applies to our marketing website at recruvia.org, the application at app.recruvia.org and tenant subdomains, and any career sites we host on a customer's behalf (together, the “Service”).
The Service is operated by Recruvia LLC, a Delaware limited liability company (“Recruvia,” “we,” “us,” or “our”). By using the Service you agree to the practices described here.
02 Scope & our role
Recruvia is a business-to-business product. Our direct users are recruiting organizations (“Customers”) and the people on their hiring teams — managers, recruiters, and interviewers. We act in two distinct roles:
- As a controller — for account, billing, and website data we collect to run our business and provide the Service to Customers.
- As a processor (service provider) — for candidate and applicant data that a Customer uploads or collects through the Service. The Customer decides why and how that data is processed; we process it on their documented instructions. If you are a job applicant, the employer you applied to is the controller of your data, and you should direct privacy requests to them. We will support our Customers in responding.
03 Information we collect
Account & profile data
Names, work email addresses, phone numbers, job titles, profile photos, role assignments, and authentication data for the team members who use Recruvia.
Candidate & applicant data (on behalf of Customers)
Information that Customers add or candidates submit — such as names, contact details, resumes and attachments, application answers, interview notes, evaluation scores, tags, and pipeline activity. Where a Customer enables equal-employment-opportunity (EEO) collection, demographic responses are stored encrypted and access is gated and audited.
Communications
The content and metadata of messages sent through the Service — email, SMS, and WhatsApp — including delivery and read status. Voice and video interview sessions are facilitated through our providers and are not recorded by Recruvia unless a Customer explicitly enables it.
Connected-service data
When a Customer connects a third-party account (for example Google Calendar), we receive the data needed to provide that integration. See Google user data below.
Payment data
Billing is handled by our payment providers. We receive plan, transaction, and invoice details, but we do not store full payment-card numbers on our systems.
Usage & device data
Log data, IP address, browser and device type, pages viewed, and similar diagnostic information collected automatically to operate, secure, and improve the Service.
04 Google user data & API Services
Recruvia offers an optional Google Calendar integration so hiring teams can schedule interviews without leaving the platform. A Customer's authorized administrator (typically the company's Owner or Manager) connects their Google Workspace account through Google's secure OAuth consent screen. We never see or store a Google account password.
What we access
When you connect Google Calendar, you grant Recruvia these scopes:
| Scope | Why we request it |
|---|---|
calendar.events |
Create, update, and cancel interview events on the connected calendar, and attach interviewers and meeting links. |
calendar.freebusy |
Read free/busy availability to suggest conflict-free interview times. We read availability windows, not the content of unrelated events. |
userinfo.email |
Identify which Google account is connected, so the right calendar is used and the connection can be managed. |
How we use and store it
- We use Google data only to provide and improve the interview-scheduling features you enabled.
- OAuth access and refresh tokens are stored securely and are associated with the connecting company. Access tokens are short-lived; refresh tokens let us perform scheduling actions you requested without asking you to sign in repeatedly.
- We store references to the calendar events we create on your behalf so we can keep interviews in sync.
Limited Use disclosure
Recruvia's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
What we do not do
- We do not sell or transfer Google user data to third parties, except as needed to provide or improve the integration, comply with applicable law, or as part of a merger or acquisition with appropriate safeguards.
- We do not use Google user data for advertising of any kind.
- We do not use Google user data to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models.
- We do not allow humans to read Google user data unless we have your explicit consent, it is necessary for security or to comply with the law, or the data has been aggregated and anonymized for internal operations such as debugging.
Revoking access
You can disconnect the integration at any time from the Company Profile → Integrations screen, and you can revoke Recruvia's access directly from your Google Account at myaccount.google.com/permissions. After you disconnect, we stop accessing your calendar and delete the stored OAuth tokens.
05 How we use information
- Provide, operate, and maintain the Service and its features.
- Authenticate users, manage roles, and secure accounts.
- Schedule and coordinate interviews across calendar and video providers.
- Send candidate communications that Customers initiate (email, SMS, WhatsApp).
- Generate analytics, funnel reports, and pipeline summaries for Customers, including AI-assisted reports based on a Customer's own pipeline data.
- Provide support, respond to requests, and send service-related notices.
- Detect, prevent, and investigate fraud, abuse, and security incidents.
- Comply with legal obligations and enforce our agreements.
Where we use AI features, the inputs are the Customer's own pipeline and candidate data, processed to produce that Customer's reports. We do not use this data, or Google user data, to train models that serve other organizations.
07 Data retention
We retain information for as long as a Customer's account is active and as needed to provide the Service. Candidate and applicant data is retained according to the Customer's instructions and applicable law. When a Customer ends their relationship with Recruvia, we delete or anonymize their data within a commercially reasonable period, except where retention is required by law. Connected-service tokens are deleted when the integration is disconnected.
08 Security
We protect information with encryption in transit (TLS) and at rest for sensitive fields, scoped per-tenant access controls, role-based permissions, audit logging, and least-privilege access for our team. Sensitive fields such as EEO demographic responses and OAuth tokens receive additional encryption. No method of transmission or storage is perfectly secure, but we work continuously to safeguard your data and will notify affected parties of a qualifying breach as required by law.
09 International data transfers
Recruvia is operated from the United States and works with providers that may process data in other countries. Where personal information is transferred across borders, we rely on appropriate safeguards, such as standard contractual clauses, to protect it consistent with this policy and applicable law.
10 Your privacy rights
Depending on where you live, you may have rights to access, correct, delete, or port your personal information, to object to or restrict certain processing, and to withdraw consent. To exercise these rights:
- If you are a member of a hiring team, contact us at privacy@recruvia.org.
- If you are a job applicant, contact the employer you applied to (the controller of your data). We will assist that employer in fulfilling your request.
We will not discriminate against you for exercising these rights, and we will respond within the timeframes required by applicable law.
12 Children's privacy
Recruvia is a workplace tool intended for use by adults. The Service is not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us and we will delete it.
13 Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last updated” date above and, where appropriate, notify Customers through the Service. Your continued use of the Service after an update means you accept the revised policy.
14 Contact us
Questions about this policy or your data? We're happy to help.
- Privacy & data requests: privacy@recruvia.org
- General support: support@recruvia.org
Recruvia LLC · Delaware, United States.