Client and candidate data belongs only to your company. This page explains how the system handles it.
One separate database per company
Every customer company has its own separate database, fully apart from other companies' data. Accounts from other companies cannot see any of your data, and you cannot see theirs.
Private file storage
Resumes, contracts and other attachments are kept in private storage, not as public links. To open or download a file, you must be logged in and have permission to see that candidate.
Inside your company, access is also split by permission: recruiters only see their own candidates and resumes, and finance cannot see candidates. See Members, roles and permissions.
Mailbox passwords are encrypted
The system stores the password you entered when connecting the mailbox: for Gmail, an app password, not your Google login password; for a business mailbox, the mailbox password or a client-specific password. Either way it is stored encrypted.
Where a client-specific password is available, we recommend using it instead of the login password: you can delete it in the mailbox settings at any time (for Gmail, delete the app password in your Google Account), and the system will no longer be able to read the mailbox, while your own login password stays unaffected. See How to prepare a Gmail recruiting mailbox and Receive resumes with Alibaba Mail, Tencent Exmail and other mailboxes.
Screen watermark
Every page in the app (including candidate details and pop-ups) carries faint diagonal text: your company name plus the email of the person signed in. If someone shares a screenshot or a photo of the screen, you can tell whose account it came from. The watermark does not get in the way of clicking or typing.
The watermark is on by default, set to light and sparse so it doesn't get in the way. An administrator can turn it off, or change its strength (light / medium / dark) and spacing (sparse / normal / dense), under Settings → Access → Screen watermark; the change applies to everyone in your company.
The watermark is on screen only: exported resumes and recommendation letters (PDF / Word), printouts and candidates' original resume files have no watermark.
How our support staff access your system
When investigating a problem, our support staff may need to look inside your system. This access has these limits:
- Read-only: they can only view. They cannot add, change or delete any data.
- Reason required: a reason must be entered each time.
- Time-limited: each access expires automatically after 30 minutes.
- Logged: each access (who, when, why) is recorded in our platform log and also in the activity log in your company's own database.
How AI uses resume content
To parse resumes, split job requirements, score, search and write recommendation reports, the system sends the relevant content to the AI model provider we use. The results are saved back into your database.
- For parsing, the resume text or image is sent. For scoring, the structured candidate profile and job requirements are sent.
- Every AI call is logged: what was called, how many tokens were used and whether it succeeded. For a single resume, open its details on the "Resume Parsing" page and check the "Parse log". This month's AI usage is in "Settings" → "Auto-parsing & cost".
- AI does not add or remove points for things unrelated to the job, such as name, gender, age, place of origin or religion.
Candidate consent
When a candidate applies through an application link, they must tick a box agreeing that you may collect, store and process their personal data and resume for recruiting, and share it with the hiring company when needed. They cannot submit without it. Candidates can contact you to ask to see, correct or delete their data.
Candidates whose resumes arrive by email or offline have not gone through this consent step. Please handle this data under your company's privacy policy and local regulations.