1 Who We Are
RecruitVector is an AI-powered recruitment screening platform ("we", "us", or "our"). Our platform helps recruitment agencies screen candidates more efficiently using voice AI, vector search, and automated coaching tools.
By using RecruitVector or participating in any screening or coaching session facilitated by our platform, you agree to the collection and use of information as described in this policy.
2 Information We Collect
We collect information in the following ways:
- Candidate profile data — name, email address, phone number, CV/resume content, cover letter text, and any additional information you provide or that is submitted on your behalf by a recruitment agency.
- Voice and interview data — audio recordings, transcripts, and metadata from phone and browser-based AI screening sessions and coaching sessions.
- Assessment data — AI-generated scores, recommendations, match assessments, and notes produced during screening or coaching.
- Usage data — log data, IP addresses, browser type, and interaction data when you access our platform or participate in a session.
- ATS-linked data — application and job information imported via integrations with Applicant Tracking Systems when authorised by a recruiter.
- Recruiter account data — name, email address, company information, and authentication credentials for consultants and agency staff who access the platform directly.
3 How We Use Your Information
We use the information we collect to:
- Deliver AI-assisted phone and browser-based screening interviews to evaluate candidates against specific job requirements.
- Generate structured candidate assessments, scoring, and recruiter-facing summaries for shortlisting decisions.
- Provide personalised AI coaching sessions that prepare candidates for interviews with specific clients.
- Maintain a semantic candidate index enabling recruiters to identify the best-matched candidates across their talent pool.
- Write assessment results back to connected ATS platforms (such as JobAdder) as application notes when authorised.
- Communicate with candidates via SMS to deliver session invitations and call instructions.
- Monitor platform performance, investigate errors, and improve the quality of our AI systems.
- Comply with applicable laws and respond to lawful requests from public authorities.
4 AI Processing
Our platform uses artificial intelligence and large language models to process candidate information. This includes:
- Voice screening — candidate responses are transcribed and analysed against job requirements to produce a structured assessment. No human recruiter listens to calls in real time.
- Coaching sessions — your voice responses during mock interview coaching are transcribed by AI and used to generate personalised, turn-by-turn coaching feedback.
- CV and document analysis — uploaded CVs and cover letters are parsed by AI to extract structured profile information used in search and matching.
- Vector search indexing — candidate profiles are converted into vector embeddings and stored in a vector database (Pinecone) for semantic similarity search. These embeddings do not contain personally identifiable information in raw form but may be linked back to your profile.
AI-generated assessments are provided as tools to assist human recruiters in their decision-making. Final hiring decisions are always made by humans. You have the right to request human review of any AI-generated assessment that affects you.
5 Third-Party Services
We engage the following third-party service providers to deliver our platform. Each provider processes data only as necessary to perform their function:
- Retell AI — powers AI voice agents used in phone-based screening interviews. Voice data and transcripts are transmitted to Retell's infrastructure during sessions.
- Google (Gemini) — provides large language model inference for coaching analysis, transcript evaluation, CV parsing, and powers the browser-based "Gemini Direct" voice screening interviews. Voice data and transcripts are transmitted to Google's infrastructure during live screening sessions.
- xAI / Grok — provides large language model inference for generating screening packages and interview questions.
- OpenAI — provides large language model inference for post-call analysis and candidate assessments.
- Twilio — delivers SMS messages to candidates containing session invitations and call instructions.
- Pinecone — hosts our vector database used for semantic candidate search. Profile embeddings are stored and queried via Pinecone.
- ElevenLabs — provides text-to-speech voice synthesis for coaching session audio playback.
- JobAdder — an Applicant Tracking System. When our JobAdder plugin integration is enabled, we access application and candidate data from JobAdder and may write assessment notes back to JobAdder on behalf of authorised recruiters.
We do not sell your personal information to any third party. We do not share your data with third parties for their own marketing purposes.
6 Data Retention
We retain personal data for as long as necessary to fulfil the purposes described in this policy, or as required by law. Our general retention practices are:
- Candidate profiles and assessments — retained while the recruitment agency that submitted the data maintains an active account with us, and for a reasonable period thereafter.
- Voice recordings and transcripts — retained for up to 24 months following the conclusion of a screening session, to support quality assurance and dispute resolution.
- Coaching session data — session tokens expire after 7 days. Session content is retained for up to 12 months.
- Log and usage data — retained for up to 90 days.
You may request deletion of your personal data at any time by contacting us at the address below. We will action deletion requests within 30 days, subject to any legal obligations to retain data.
7 Data Security
We implement industry-standard technical and organisational measures to protect your personal information against unauthorised access, loss, or disclosure. These include:
- Encrypted data transmission over HTTPS/TLS for all platform communications.
- Secure credential storage using hashed tokens and signed session cookies.
- Access controls limiting data access to authorised personnel and systems only.
- Regular dependency and security audits of our platform codebase.
No system is completely secure. If you believe your data has been compromised, please contact us immediately at the address below.
8 Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you.
- Correction — request that inaccurate or incomplete data be corrected.
- Deletion — request that your personal data be deleted, subject to legal retention obligations.
- Objection — object to the processing of your data for automated decision-making, including AI-generated assessments.
- Human review — request that a human recruiter review any AI-generated assessment that has influenced a decision about you.
- Portability — request your data in a structured, machine-readable format.
To exercise any of these rights, contact us using the details in Section 11. We will respond within 30 days.
9 Cookies
We use a single, strictly necessary session cookie to maintain authenticated recruiter sessions on the platform. This cookie is not used for tracking or advertising purposes and is deleted when you log out or when the session expires (7 days). We do not use third-party tracking or analytics cookies.
10 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to our practices or for legal, operational, or regulatory reasons. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
Continued use of our platform after changes are posted constitutes your acceptance of the updated policy.
11 Contact Us
If you have questions about this Privacy Policy, wish to exercise your data rights, or have a privacy concern, please contact us: