RecruiterVault Privacy Policy
Effective Date: November 1, 2025
RecruiterVault (“RecruiterVault,” “we,” “us,” and “our”) respects your privacy and is committed to protecting it through compliance with this Privacy Policy (“Privacy Policy”). This Privacy Policy describes how we collect and use your Personal Information when you visit our website at https://www.recruitervault.com communicate with us, or when we otherwise process your Personal Information (collectively, the “Platform”), except as specified below with respect to our role as a processor.
1. Overview
This Privacy Policy does not apply to data subjects of our clients whose Personal Information we may receive pursuant to the RecruiterVault services we provide to those clients. Our clients use our platform to store and process their own contacts’ and agents’ Personal Information, such as to: (i) create their own websites and applications; (ii) offer or provide their own products and services; (iii) send electronic communications; and (iv) otherwise collect, use, share or process Personal Information. In these cases, we act as a processor and service provider when providing these services to our clients (the “Processor Services”). When you provide your data to one of our clients or when we collect your Personal Information on their behalf in connection with our Processor Services, our client’s privacy notice, rather than this Privacy Policy, will apply to our processing of your Personal Information.
Please read this Privacy Policy carefully to understand our policies and practices regarding your Personal Information and how we will handle it. If you do not agree with our policies and practices, please do not use the Platform. By accessing or using the Platform, you acknowledge and consent to this Privacy Policy.
2. Information That RecruiterVault Collects About You
We collect information about you (“Personal Information”):
Directly from you when you provide it to us.
When you subscribe to a newsletter, create an account, join our waitlist, purchase a subscription, or request information from RecruiterVault, we will ask for details such as your name, contact information (including email address and phone number), billing or communication information, and account credentials in order to fulfill your request.
If you schedule an onboarding call, participate in a survey, attend a training session or virtual event, or otherwise communicate with us, you may also provide similar details.
If you submit any Personal Information about other people to us or to our service providers, you are responsible for ensuring that you have the authority to do so and to permit us to use that information in accordance with this Privacy Policy (for example, by obtaining their consent).
From third parties.
We obtain information through marketing partners (such as advertising networks, affiliate partners, and social media platforms), vendors (such as data providers and information brokers), and other third parties (such as hosts or vendors at events or trade shows, public databases, or research partners).
This information may include, for example, your name, professional or business contact information, and publicly available content.
We may also obtain information through an affiliate partner or co-created dataset as part of our business operations.
Automatically when you use our Platform.
We collect information about how you interact with the Platform, including details about your device (such as IP address, operating system, and browser type), as well as the pages you visit, clicks, session duration, and usage data.
We also collect this information through cookies, pixel tags, and similar technologies (collectively, “cookies”). Please review our separate Cookies Policy for additional information about our use of cookies.
3. How RecruiterVault Uses Information It Collects About You
We use Personal Information that we collect about you or that you provide to us for the following purposes:\
For Functionality and Development of the Platform.
We use information to provide, operate, and improve the Platform. Some information, such as your IP address, helps us maintain network connectivity, measure usage, and provide security features.
We also use Personal Information for data analysis, troubleshooting, testing, and developing new features, tools, or technologies.
This includes ensuring the Platform functions properly, generating analytics reports, and identifying trends to enhance user experience.
Update functions may check your system automatically to ensure that files or integrations are up to date and secure.
Cookies are used to make our website and platform operate efficiently and provide analytic insights, as detailed in our Cookies Policy.
To Provide AI Features.
Certain RecruiterVault tools may use artificial intelligence (“AI”) technologies to enhance data accuracy and performance.
Our use of AI is solely to deliver direct services to you. We do not use your Personal Information to train public or generalized AI models.
We work only with secure, specialized AI subprocessors under strict contractual terms that limit their use of data to the specific service being provided.
For Customer Support.
We use your Personal Information to provide technical support, onboarding assistance, and client success services.
For Business Operations.
We use information to operate our business — for example, to perform billing, auditing, accounting, reconciliation, and compliance-related activities, or to meet contractual obligations.
To Communicate.
We use your contact information to send messages about your account, system updates, feature enhancements, subscription renewals, and policy changes.
We may also send marketing materials, newsletters, or invitations to webinars and events, in accordance with your communication preferences.
We occasionally conduct surveys or feedback sessions that may include voluntary participation.
To Protect and Secure the Platform.
We may use information to monitor for fraud, unauthorized access, and other cybersecurity threats, and to ensure compliance with our security policies.
For Advertising and Marketing.
We may use your Personal Information, including engagement data, to deliver targeted advertising, verify eligibility for promotions, and measure the effectiveness of our marketing campaigns.
This may include data received from marketing partners or affiliates who promote RecruiterVault under our referral program.
For Statistical and Improvement Purposes.
We compile usage data into aggregated reports to help RecruiterVault understand user behavior and improve the Platform.
For example, if there is increased engagement with a particular feature, we may use that insight to prioritize future development.
For Legal, Regulatory, and Compliance Purposes.
We may use Personal Information to comply with legal obligations, enforce our agreements, and protect our rights and the rights of others.
4. How RecruiterVault Protects Your Information
We design our Platform with administrative, technical, and organizational safeguards to protect your Personal Information against unauthorized access, loss, misuse, or alteration. This includes encryption, access control, secure hosting, and regular security reviews. We also require our vendors and service providers to apply similar protections when they access or process Personal Information on our behalf.
No system or data transmission is completely secure. If you believe your RecruiterVault account has been compromised (for example, your password was exposed), please contact us immediately using the details provided in the “How to Contact Us” section below.
5. When RecruiterVault Shares Your Information
We may share Personal Information with the following categories of third parties:
With Affiliates and Subsidiaries.
We may share information with our corporate affiliates and subsidiaries for purposes consistent with this Privacy Policy.
With Service Providers.
We may share information with trusted vendors who help us provide services such as web hosting, data processing, analytics, payment processing, or customer support.
We also share anonymized or aggregated information for analysis and product development.
Our vendor contracts include confidentiality and data protection clauses to ensure your information is handled securely.
With Partners.
We collaborate with third-party partners for marketing, integrations, and product collaborations.
For instance, when you sign up through an affiliate referral link, we may share limited information (such as your name, email, and plan type) with that referral partner to credit the referral.
For Advertising and Marketing.
We may share information with advertising platforms and partners to deliver personalized promotions and evaluate marketing effectiveness.
You may opt out of marketing communications at any time (see “Your Choices & Rights” section).
For Connections to Third-Party Apps or Services.
If you connect third-party applications to the Platform, you authorize data exchange under the third party’s privacy terms.
For example, connecting your Google or social media account will be subject to those platforms’ respective privacy policies.
You may revoke access at any time through your account or the third-party settings page.
Sales, Mergers & Acquisitions.
We may disclose Personal Information as part of a potential or completed business transaction, such as a merger, reorganization, or sale of assets.
For Legal or Regulatory Requirements.
We may disclose Personal Information when required by law, subpoena, or government request, or when necessary to protect our legal rights, prevent fraud, or respond to lawful investigations.
At Your Direction or With Your Consent.
RecruiterVault may disclose your Personal Information to any other person or entity when you explicitly consent or direct us to do so.
RecruiterVault does not share your phone number or opt-in consent with third parties unless you have given us express written permission.
6. Data Retention
We will only retain your Personal Information for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements and for other purposes described in this Privacy Policy. We may retain your Personal Information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for Personal Information, we consider the amount, nature and sensitivity of the Personal Information, the potential risk of harm from unauthorized use or disclosure of your Personal Information, the purposes for which we process your Personal Information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. In some circumstances you can ask us to delete your data: see “YOUR LEGAL RIGHTS” below for further information. And in some circumstances we will anonymize your Personal Information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
7. Information From Children
We do not knowingly collect, use, disclose, sell, or share Personal Information from children under 16. If we learn that we have collected the Personal Information of a child under 16 we will take steps to delete the information as soon as possible. If you are under 16, do not provide any information about yourself to RecruiterVault, including your name, address, telephone number or email address. If you become aware that Personal Information of a child under 16 years of age has been provided, please let us know using one of the methods provided under the “HOW TO CONTACT US” section below.
8. Links to Other Websites and Services
We are not responsible for the practices employed by websites or services linked to or from the Platform, including the information or content contained therein. This Privacy Policy does not address, and we are not responsible for, the policies and practices of third parties or other organizations that are not operating on RecruiterVault’s behalf, including policies and practices related to privacy and security, data collection, processing, use, storage, and disclosure. This includes: (a) any third party operating any site or service to which the Platform links – the inclusion of a link on the Platform does not imply endorsement of the linked site or service by us or by our affiliates; or (b) any app developer, app provider, social media platform provider, operating system provider, wireless service provider or device manufacturer (such as Facebook, Apple, Google, Microsoft, LinkedIn, etc.) - including any Personal Information you disclose to other organizations through or in connection with the Platform or other RecruiterVault Services.
9. Do Not Track
Some browsers incorporate a "Do Not Track” (“DNT”) feature that, when turned on, signals to websites and online services that you do not want to be tracked. At this time, the Platform does not respond to DNT signals.
10. YOUR LEGAL RIGHTS
RecruiterVault respects your rights related to your Personal Information. Depending on where you live, you may have rights to request access to, corrections of, or deletion of your personal data, and to make additional choices such as the kinds of marketing materials you receive (or choose not to receive marketing from RecruiterVault at all). See below for more information, depending on your location. If your jurisdiction does not appear on the list below, you may still have privacy rights like those that appear below; you can contact us using the “HOW TO CONTACT US” section below to learn more.
U.S. Privacy Rights
Residents of certain US states, such as California, Colorado, Connecticut, Delaware, Iowa, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, and other states to the extent they enact similar privacy laws, may have additional rights under your corresponding state laws (“collectively, US State Privacy Laws”). This section provides further information pursuant to the US State Privacy Laws.
Right to Opt Out of Sale/Share/Targeted Advertising. RecruiterVault does not sell your Personal Information for money. However, certain US State Privacy Laws may consider the disclosure of information for advertising purposes to be a “sale,” “share,” or “targeted advertising.” If you wish to exercise your right to opt out of RecruiterVault using your Personal Information for these purposes, you may do so by using the “Do Not Sell or Share My Information” on the Platform website or via the details in the “HOW TO CONTACT US.”
Rights to Access, Correction, and Deletion. You can request access to, correction of or deletion of your Personal Information by using the details in the “HOW TO CONTACT US” section. If you request deletion of your Personal Information, please note that RecruiterVault may still need to retain certain information for recordkeeping purposes, to complete any transactions that you began prior to requesting such deletion, to comply with applicable law, or for other purposes permitted by law. Depending on the nature of your request, we may require additional information to verify your identity before processing your request.
Right to Non-Discrimination. We will not discriminate against you for exercising any of your US State Privacy Law rights.
Right to Appeal. If we have not responded to your request or you are unsatisfied with our response, you have the right to appeal. To appeal please, contact us using the details in the “HOW TO CONTACT US” section.
Authorized Agent. You can designate an authorized agent to make a privacy request on your behalf in certain circumstances. If you use an authorized agent for this purpose, RecruiterVault may ask the agent and you for additional information to verify their authorization.
Sensitive Data. To the extent RecruiterVault collects any Personal Information considered to be sensitive under US State Privacy Laws, we limit our processing of that information to uses: (1) you have authorized, or (2) that are otherwise allowed or required by law.
Automated Profiling. We do not profile in furtherance of solely automated decisions that produce legal or similarly significant effects concerning you.
Further Information about Data Collection, Uses, and Disclosures. We collect Personal Information from and about you for a variety of purposes, as described in the Information that RecruiterVault Collects and How RecruiterVault Uses Information sections above.
In the past 12 months, we have collected the following categories of Personal Information:
Identifiers (such name, address, IP address, email, etc.)
Personal information listed in the California Consumer Records Statute (Civil Code Section 1798.80(e)), such as name and phone number
Commercial information (such as products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies, etc.)
Internet or other similar network activity (such as information on a consumer’s interaction with a website, application, or advertisement, etc.)
Inferences (such as analytics and preferences)
We share Personal Information with third parties for business purposes. These business purposes include:
Site Functionality
Customer Support
Business Operations
Communication
Advertising and Marketing
Analytics
The categories of third parties to whom we disclose your Personal Information for a business purpose include: (i) subsidiaries and affiliates; (ii) service providers; (iii) partners; and (iv) advertising and marketing partners.
We may “sell” or “share” your Personal Information (as those terms are defined by U.S State Privacy Laws) to third parties, subject to your right to opt out of those sales or sharing. In the last 12 months, we have sold or shared the following categories of personal information for the purposes described in this Privacy Policy, subject to your settings and preferences and your Right to Opt-Out:
Identifiers (such name, address, IP address, email, etc.)
Personal information listed in the California Consumer Records Statute (Civil Code Section 1798.80(e)), such as name and phone number
Commercial information (such as products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies, etc.)
Internet or other similar network activity (such as information on a consumer’s interaction with a website, application, or advertisement, etc.)
Inferences (such as analytics and preferences)
The categories of third parties to whom we may sell or share the personal information include:
Marketing and advertising partners
Affiliate partners
11. Privacy Policy Updates
RecruiterVault may change this Privacy Policy at any time, at its discretion. We will notify you of changes if required by law. Your continued use of the Platform after we make changes is deemed to be acceptance of and consent to those changes, so please check the Privacy Policy periodically for updates.
12. How To Contact Us About This Privacy Policy
For any questions about these Terms or the Services, please contact us:
RecruiterVault
Business Address
City, State ZIP
[email protected]
(XXX) XXX-XXXX
