Privacy Policy
We believe in radical transparency. Here's exactly what data we collect, why we collect it, and how we protect it.
Last Updated: November 21, 2025
Our Commitment to Privacy
Ryan Recruit is built on honesty and transparency. We don't sell your data. We don't mine it for advertising. We don't do anything shady with it.
We collect only what's necessary to provide you with excellent recruitment tools, and we protect it like it's our own (because we use the same system).
đ GDPR Compliant | đȘđș EU Data Protection Standards | đĄïž Bank-Level Security
1. Data We Collect
1.1 Account Information
When you create a Ryan Recruit account, we collect:
- Name: Your full name for account identification
- Email address: For login, notifications, and account recovery
- Password: Encrypted and hashed (we never store plaintext passwords)
- Company name: Your organization name for multi-tenant isolation
- Job title: Your role within your organization
1.2 Recruitment Data
As you use Ryan Recruit to manage your hiring, we collect:
- Job postings: Job titles, descriptions, requirements, salary ranges
- Candidate information: Names, emails, phone numbers, resumes, cover letters
- Application data: Candidate responses, screening questions, status updates
- Communication records: Emails sent through our platform, interview notes, feedback
- Custom fields: Any additional data fields you create for your hiring workflow
1.3 Usage Information
To improve our service and ensure security, we automatically collect:
- Device information: Browser type, operating system, device type
- Log data: IP addresses, access times, pages viewed, actions taken
- Performance data: Page load times, error rates, feature usage
1.4 Payment Information
For billing purposes, we collect:
- Billing name and address: For invoicing
- Payment method: Processed securely through Stripe (we never see your full card number)
đł Note: We use Stripe for payment processing. We never store your complete credit card details on our servers. Stripe is PCI-DSS Level 1 certified.
2. How We Use Your Data
We use your data only for recruitment purposes and to provide you with the best possible service. Specifically:
2.1 Core Service Delivery
- Enabling you to post jobs and manage candidates
- Facilitating communication between you and applicants
- Providing analytics and reporting on your recruitment pipeline
- Automating recruitment workflows (screening, notifications, reminders)
- Syncing data across your team members
2.2 Account Management
- Creating and maintaining your account
- Processing your subscription payments
- Sending you transactional emails (password resets, billing receipts)
- Providing customer support when you need help
2.3 Security and Fraud Prevention
- Detecting and preventing unauthorized access
- Monitoring for suspicious activity or abuse
- Complying with legal obligations (tax, law enforcement requests)
2.4 Product Improvement
- Analyzing aggregated usage patterns to improve features
- Testing new features with your permission
- Fixing bugs and performance issues
What We DON'T Do
- â We don't sell your data to third parties
- â We don't use your data for advertising
- â We don't train AI models on your candidate data
- â We don't share your data with recruiters outside your organization
- â We don't send marketing emails without your consent
3. Data Retention
We keep your data only as long as necessary to provide our services or as required by law.
3.1 Active Accounts
While your account is active, we retain all your recruitment data so you can access it anytime.
3.2 Account Deletion
When you delete your account:
- Immediate: Your account is deactivated and inaccessible
- 30 days: All your data is permanently deleted from our active databases
- 90 days: Data is removed from backup systems
â ïž Important: Deletion is permanent and cannot be undone. We recommend exporting your data before deleting your account.
3.3 Legal Requirements
We may retain certain data longer if required by law (e.g., tax records for 7 years, fraud investigation data).
3.4 Anonymized Analytics
We may retain anonymized, aggregated data indefinitely for analytics and product improvement. This data cannot be traced back to you or your candidates.
4. Your Rights (GDPR Compliance)
Under GDPR and other privacy laws, you have comprehensive rights over your data. We make it easy to exercise them.
4.1 Right to Access
You can request a complete copy of all data we hold about you.
How: Email privacy@ryan-recruit.com or use the "Export My Data" feature in Settings
4.2 Right to Rectification
You can correct any inaccurate or incomplete data.
How: Update your profile in Settings, or email privacy@ryan-recruit.com
4.3 Right to Deletion ("Right to be Forgotten")
You can request deletion of your data at any time.
How: Use "Delete My Account" in Settings, or email privacy@ryan-recruit.com
4.4 Right to Data Portability
You can export your data in a machine-readable format (JSON, CSV) to move to another service.
How: Use "Export Data" in Settings (available for jobs, candidates, applications)
4.5 Right to Restriction
You can limit how we use your data while we address a concern.
How: Email privacy@ryan-recruit.com with your request
4.6 Right to Object
You can object to certain types of data processing (e.g., marketing emails).
How: Unsubscribe links in emails, or email privacy@ryan-recruit.com
Response Time
We respond to all privacy requests within 72 hours, and fulfill most requests within 7 business days (as required by GDPR).
6. Third-Party Services
We use a minimal set of trusted third-party services to operate Ryan Recruit. All partners are GDPR-compliant and vetted for security.
6.1 Infrastructure Hosting
- Provider: Railway (https://railway.app)
- Purpose: Server hosting and database storage
- Data shared: All platform data (encrypted at rest)
- Location: EU and US data centers (your choice)
6.2 Payment Processing
- Provider: Stripe (https://stripe.com)
- Purpose: Secure payment processing
- Data shared: Billing name, email, payment method
- Compliance: PCI-DSS Level 1 certified
6.3 Email Delivery
- Provider: N8N workflow automation (self-hosted)
- Purpose: Transactional emails (password resets, notifications)
- Data shared: Email addresses, names, email content
- Location: EU servers
6.4 AI Processing (Optional)
- Provider: OpenAI API (for job description assistance)
- Purpose: AI-powered job description writing, screening questions
- Data shared: Only data you explicitly send to AI features
- Opt-out: AI features are optional and can be disabled
â ïž Note: We never send candidate personal data (names, emails, resumes) to AI services. Only anonymized job descriptions and requirements.
6.5 Customer Support
- Provider: Email (ryan@ryan-recruit.com)
- Purpose: Direct customer support
- Data shared: Support conversation content only
7. Contact Information
We take privacy seriously. If you have questions, concerns, or requests about your data, we're here to help.
Data Protection Officer
Email: privacy@ryan-recruit.com
Response time: Within 72 hours
Phone: Available upon request for urgent privacy matters
Privacy Requests
For GDPR requests (data access, deletion, portability), please email:
Include "GDPR Request" in the subject line for faster processing.
Regulatory Authority
If you're not satisfied with our response, you have the right to lodge a complaint with your local data protection authority:
- đȘđș EU residents: Your national Data Protection Authority
- đŹđ§ UK residents: Information Commissioner's Office (ICO)
- đșđž US residents: Federal Trade Commission (FTC)
Updates to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements.
Notification: We'll email you 30 days before any material changes take effect.
Version history: All previous versions are available upon request.
Effective date: Changes take effect 30 days after notification unless you object.
Security Measures
We protect your data with bank-level security:
- Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
- Authentication: Multi-factor authentication available
- Access control: Role-based permissions, principle of least privilege
- Monitoring: 24/7 security monitoring and intrusion detection
- Backups: Daily encrypted backups, 30-day retention
- Penetration testing: Annual third-party security audits
đ Security incident? Email security@ryan-recruit.com immediately. We respond to security reports within 24 hours.
Questions About Privacy?
We're happy to explain our practices in more detail. Email us anytime.
Last updated: November 21, 2025 | Version 1.0