Privacy policy

Who we are

RecruitIQ is a recruitment analytics dashboard operated by TFO, 6 Fern Road, Sandyford, Dublin 18, D18 FP98 (“we”, “us”). We are the controller for the personal data described here. Contact: info@thefirmorganisation.com.

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 your work email address in the link. We use it only to fill in the sign-in form and to check whether you have a RecruitIQ account; 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.

We do not run advertising, analytics, or tracking technologies, and we do not build profiles or make automated decisions about you. We send no email of any kind — password resets happen in DataByte, not here.

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).

Who else sees data

We use two processors, and a third only if error reporting is switched on, 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.
• Better Stack (only if error reporting has been switched on for this site) receives a technical report when something fails on our servers: the kind of error and its message, the program locations involved, the name of the page route (for example “/applicants” — never the full address, your filters or your searches) and the time. Reports are not meant to hold personal data, and as a safeguard any email address in an error message is removed before it is sent. We send no cookies, account details or IP addresses of yours, and nothing at all comes from your browser. With the setting off, nothing is sent.

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 database is hosted in an AWS US East (Ohio) data center, run as Netlify Database (managed Postgres operated by Neon). Because that region is outside the EEA and UK, transfers of personal data rely on the operator's standard contractual clauses and, where applicable, the EU–US and UK–US Data Privacy Frameworks. The same protection covers personal data shared with other processors, such as DataByte.

• 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.
• Error reports (only if switched on): kept by Better Stack for [period to be confirmed with the provider].
• Account records: while your account is active, and deleted within [90] days of deactivation.
• Recruitment records and corrections: per our retention schedule, currently [X years, aligned to your employment-data obligations].

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). To exercise any right, email info@thefirmorganisation.com. We respond within one month. You may also complain to your authority: 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.