Privacy policy

Who we are

RecruitIQ is a recruitment analytics dashboard operated by The Firm Organisation Limited (“TFO”, “we”, “us”), registered in Ireland under company number 467076, registered office Block A, George’s Quay Plaza, Dublin 2. Our office is at 6 Fern Road, Sandyford, Dublin 18, D18 FP98. Privacy contact: DPO@tfo.group.

We are the controller for your account, session, security and usage data. The applicant records the dashboard displays belong to the marketing company that recruited them; we process those on its behalf and on its instructions, and its own privacy notice applies to them.

Who this service is for

RecruitIQ is a business tool for authorised recruitment staff. It is not offered to consumers, and we do not knowingly collect data from anyone under 16. Accounts are created by invitation only; there is no public sign-up.

What we collect

When you use RecruitIQ, we process:

• Your account: name (optional display name), work email address, role, the marketing companies your account may see, the identifier of your DataByte account once you first sign in, and the time of your last sign-in.
• Your session: a random session token, stored only as a hash, with its expiry and your browser’s user-agent string. The token itself is kept only in a cookie; it is never written to our logs or database in readable form. Alongside it we keep the session token DataByte issued when you signed in, because we must present it back to DataByte to confirm you are still signed in there; it is stored encrypted and never sent to your browser.
• Arriving from OwnerIQ: when OwnerIQ opens RecruitIQ for you, it passes either your work email address or a one-time sign-in pass in the link. We use the email only to fill in the sign-in form and to check whether you have a RecruitIQ account. The pass works once, for about a minute: we hand it straight to DataByte, which signs you in exactly as your password would, and we never store it. Either way we store nothing new, and we remove it from your browser’s address bar as soon as the page loads.
• Abuse limits: to stop repeated guessing and runaway use, we count requests. For sign-in that is the email address you submit and the IP address the request came from; for the assistant and for data requests it is your account reference. The counts are used only for rate limiting and are deleted within 24 hours.
• Recruitment records: the applicant data the dashboard displays — names, applicant reference numbers, pipeline stage history, marketing company, source channel, and the relevant dates — which comes from your employer’s recruitment systems.
• Your corrections: if you record a stage correction, we keep what you entered (stage, date, applicant) so the numbers can be corrected and audited.
• Your cost submissions: if you submit a weekly or monthly cost report through the cost tracker, we keep what you entered together with the account that submitted it and the time of submission, so the figures can be attributed and corrected.
• Usage statistics (only when switched on, marketing-company accounts only): for each day you use RecruitIQ, how many times you signed in, which five-minute periods of the day you were active in (not what you did in them), how many times you opened each page, how many applicant searches and stage corrections you made (counts only — never what you searched for), and whether you used it inside OwnerIQ or directly. We record this on our server from requests you already make; nothing extra runs in your browser and nothing is stored on your device. It is not recorded for administrator or TFO accounts.

We do not run advertising, third-party analytics, or tracking technologies, and we do not build profiles or make automated decisions about you. The usage statistics above are our only usage measure, and they are never used to assess you as an individual. We send no email of any kind — password resets happen in DataByte, not here.

RecruitIQ uses only strictly necessary cookies: one keeps you signed in, and one, deleted when you close your browser, keeps your searches out of page addresses. They cannot be switched off without stopping the service from working. Details are in the cookie policy.

Why, and on what basis (GDPR)

• Providing the service — account management, sign-in, showing the records you are authorised to see. Basis: performance of a contract (GDPR Art. 6(1)(b)) and our legitimate interest in operating the tool you were hired to use (Art. 6(1)(f)).
• Security — sign-in rate limiting, session management, audit of corrections. Basis: legitimate interest (Art. 6(1)(f)) and compliance with our security obligations (Art. 32).
• Usage statistics — seeing whether each marketing company is using the dashboard and which parts of it are useful, so we can support uptake and decide what to improve. Never used to assess an individual’s work: RecruitIQ administrators may not use them for employment, disciplinary, performance-management or pay purposes. Seen only by RecruitIQ administrators, on screen; per-person figures cannot be downloaded or exported, and are never shared with your employer. Basis: legitimate interest (Art. 6(1)(f)), which you can object to at any time (see Your rights).

Who else sees data

We use these processors, each receiving the minimum needed:

• DataByte operates the account you sign in with. When you sign in, our server asks DataByte whether that email address and password are valid there; your password travels only for that check and is never stored by RecruitIQ. DataByte returns your name, email address and account identifier, which we store to link your RecruitIQ access to your account.
• OpenAI (only if your organisation has enabled the assistant) processes your chat questions and the matching query results to draft answers. Conversations are kept in your browser only — never stored on our servers — and the assistant can only reach the records your account may already see.

No other third party receives data from your browser: the fonts the site uses are served from our own servers, there are no advertising networks, no analytics scripts, and no social embeds. Applicant records are visible only to users authorised for the relevant marketing company.

Where data lives, and for how long

The application and its database are hosted by Netlify in an AWS US East (Ohio) data center; the database is Netlify Database, managed Postgres that Neon operates as Netlify’s subprocessor. Because that is outside the EEA and UK, these transfers rely on Netlify’s certification under the EU–US Data Privacy Framework and its UK Extension, with the EU standard contractual clauses and the UK addendum as the fallback set out in Netlify’s data processing agreement. DataByte, which handles sign-in, is hosted in Ireland, so sign-in data stays in the EEA.

• Sessions: deleted when they expire or you sign out — at most 7 days after your last sign-in.
• Rate-limit records (sign-in, assistant, data requests): deleted within 24 hours.
• Account records: while you have access, and deleted 90 days after your access is removed.
• Stage corrections and cost reports: kept, because the published figures rest on them. Who made them, and any note, is removed after 2 years, or sooner if their account is deleted.
• Usage statistics: 13 months per person, after which they are combined into per-company daily totals that identify no one, and the per-person records are deleted.
• Applicant records: copied nightly from the marketing companies’ recruitment systems and replaced in full each night, so a record removed there is gone from RecruitIQ within a day.

Your rights (EEA, France, Belgium, UK)

You have the right to access your data, correct it, erase it, restrict or object to its processing, data portability, and to withdraw consent where consent is the basis (none of the processing described here relies on consent). Where your objection to the usage statistics is upheld, we will cease recording usage statistics relating to your account and delete existing statistics where appropriate. To exercise any right, email DPO@tfo.group. We respond within one month. You may also complain to a supervisory authority: our lead authority, the Data Protection Commission (Ireland), or your local one — the CNIL (France), the Gegevensbeschermingsautoriteit / Autorité de protection des données (Belgium), or the ICO (UK).

Security

Sign-in is delegated to DataByte: your password is checked there and is never stored by RecruitIQ. Session tokens are 256-bit random values, stored hashed, in HttpOnly cookies that are Secure in production, and the DataByte credential used to keep your session confirmed is held server-side — never in the browser and never in a log. Sign-in does not reveal whether an account exists here. Access to applicant data is restricted per user to the marketing companies they are authorised for, and is enforced server-side on every query.

Changes

If we change what we process, we will update this page and, for material changes, tell account holders directly. The date at the top is the version to trust.