Privacy Policy

This Privacy Policy explains how Indxtree Pty Ltd (ABN 22 699 760 113) handles personal information in connection with RecruitScreen, consistent with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

1. Who we are

Indxtree provides RecruitScreen to recruiters and employers ("customers"). For candidate personal information submitted through a customer's workspace, the customer is the entity that decides how that information is used; we process it on their behalf to provide the service.

If you are a candidate and want to access, correct or delete your information, contact the organisation that invited you in the first instance. You may also contact us at privacy@recruitscreen.app and we will assist or refer you appropriately.

2. Information we collect

Account & billing data: name, work email, organisation details, and billing information. Payment card details are handled by our payment processor — we do not store full card numbers.

Candidate data: information candidates provide when responding to a campaign, including name, contact details, recorded video and audio responses, and the automatically generated transcripts of those responses.

Review data: the ratings, notes, comments and decisions a customer's team records about a candidate, and the history of stage changes through their hiring pipeline.

Usage data: logs, device and analytics information used to operate, secure and improve the service.

3. How we use information

We use personal information to provide and secure the service, process payments, provide support, communicate service and billing notices, and meet legal obligations. We do not sell personal information.

RecruitScreen does not score, rank or shortlist candidates, and does not make automated hiring decisions. Reviewers make every decision. Transcripts are produced by speech recognition models we run on our own infrastructure — candidate recordings and transcripts are never sent to third-party AI services, and are never used to train shared or third-party machine-learning models.

4. Where your data is stored

Candidate recordings, transcripts and candidate profile data are stored in Sydney, Australia. This is the default and only behaviour — not a paid upgrade or a regional option you have to ask for.

5. Processing outside Australia

Storing data and processing it are different things, and we would rather be plain about the difference than let "hosted in Australia" do more work than it should.

Preparing recordings and generating transcripts. After a candidate submits their answers, their recordings are assembled into a single interview and transcribed. That processing runs on servers in Singapore: the recordings are retrieved, processed, written back to Australian storage, and the temporary working copies are deleted. Candidate content is not stored at rest outside Australia.

Account, billing and operational services. Payment processing, email delivery and website analytics are provided by specialist services, some of which are located outside Australia. These handle account and service data — not candidate recordings or transcripts.

Under APP 8, where personal information is disclosed to an overseas recipient we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles. Customers evaluating RecruitScreen can request details of the service providers we use by contacting privacy@recruitscreen.app.

6. Security

We take reasonable steps to protect personal information, including encryption in transit and at rest, role-based access controls within a workspace, and optional two-factor authentication on accounts. Candidate recordings are held in private storage and are reachable only through short-lived links issued after an access check — they are not publicly addressable.

7. Retention and deletion

Candidate recordings and transcripts are deleted automatically 12 months after they are recorded, and 30 days after a candidate is archived. A workspace can set a shorter retention period; 12 months is the maximum. Customers can permanently delete candidate data at any time.

When recordings are deleted, the hiring record is retained: the candidate's details, the reviews, ratings, decisions, comments and stage history stay in the workspace, so the customer keeps a record of how a hiring decision was made. Customers can delete that record too.

Account and billing records are kept for as long as needed to provide the service and to meet legal obligations. When a workspace is closed, associated data is deleted or de-identified within a reasonable period, subject to those obligations.

8. Your rights

You may request access to, or correction or deletion of, personal information we hold about you. If you are a candidate, please contact the recruiter or organisation that invited you in the first instance, as they decide how your information is used; you may also contact us at privacy@recruitscreen.app and we will assist or refer you appropriately.

9. Cookies and analytics

We use essential cookies and similar technologies to keep you signed in and to operate the service.

Website analytics. On our public website we use Google Analytics to understand how people find and move through the site — pages viewed, referral sources and whether a visit leads to a trial signup. This sets cookies on your device and shares that activity with Google.

It does not run inside the RecruitScreen application. There is no analytics on the candidate recording flow or in the reviewer workspace, so candidate recordings, transcripts and reviewer activity are never included. You can opt out with your browser's cookie controls, a tracking-prevention extension, or Google's opt-out browser add-on. Declining does not affect your use of RecruitScreen.

Advertising measurement. On our public website we use Google Ads conversion tracking to understand which advertising leads people to create a workspace. This sets cookies on your device and shares a signal with Google when a workspace is created. It measures advertising performance — we do not use it to build advertising profiles of individuals, and it does not run inside the RecruitScreen application or touch candidate data.

You can opt out through Google's Ads Settings, your browser's cookie controls, or a tracking-prevention extension. Declining does not affect your use of RecruitScreen.

10. Contact and complaints

For privacy questions, requests or complaints, contact Indxtree Pty Ltd (ABN 22 699 760 113) at privacy@recruitscreen.app. For general support, contact support@recruitscreen.app. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

11. Changes

We may update this Policy from time to time and will post the current version here with an updated date.