1. Who we are
Recruit Recap is a recruitment meeting and note-taking service operated by Aitomation. This notice covers recruitrecap.com, our product application, and enquiries about our services. Contact us at hello@recruitrecap.com for privacy questions or requests.
Aitomation determines how account, website enquiry, and service administration information is used. For candidate, client, and meeting content supplied by a recruitment organisation, that organisation generally determines the purpose of processing and we process the content on its behalf. Its own privacy notice and any applicable data processing agreement also apply.
2. Information we collect
You may provide your name, work email, team size, preferred plan, demo notes, support messages, and account and workspace details. If you connect a calendar, we receive authorised event information such as meeting titles, times, participant details, and meeting links, together with credentials needed to maintain the connection.
When you or your organisation enable meeting capture or upload content, the service processes recordings, speaker information, transcripts, attachments, recruitment notes, summaries, and action items. Meeting participants may provide this information through a conversation without having an account. Please avoid including sensitive personal information unless it is necessary and you have an appropriate basis to process it.
Our infrastructure may record technical information such as IP addresses, request times, browser details, errors, and security events. Where paid services are enabled, payment providers process payment details and we receive the billing information needed to administer the service.
3. How and why we use information
We use information to respond to enquiries, arrange demos, provide accounts and workspaces, sync connected meetings, produce recordings and transcripts, generate AI-assisted notes, deliver requested integrations, provide support, and protect the service against misuse.
Where data protection law requires a lawful basis, we rely on performance of a contract or steps you request before entering one; our legitimate interests in communicating with business contacts, maintaining and securing the service; compliance with legal obligations; and consent where required. You can withdraw consent for future consent-based processing by contacting us. Required account and service information is necessary to provide the corresponding feature; optional integrations and recordings remain your choice.
Recruit Recap supports human review of meeting information. It does not make hiring decisions on your behalf. Your organisation is responsible for the lawful basis for its recruitment content, appropriate notices, and any additional requirements for sensitive information.
5. Storage, retention, and security
We retain account and workspace information for as long as needed to deliver the service and meet applicable legal obligations. Enquiry and support records are retained while needed to handle the relationship, resolve issues, and maintain relevant business records. Retention depends on the information, its purpose, customer instructions, and any legal requirements.
Uploaded recording media is subject to a 90-day retention workflow. This does not mean every transcript, note, meeting-bot recording, or backup is deleted after 90 days: those records have separate lifecycles. You or an authorised workspace administrator can request deletion, and we may need to retain limited records for legal, security, or dispute-related reasons. Backup copies may remain until they are replaced or expire.
The service uses access controls, password hashing, encrypted integration credentials, and HTTPS. No system can guarantee absolute security. Keep account credentials and sharing links secure and notify us if you suspect unauthorised access.
7. Your choices and rights
Depending on applicable law, you may have rights to access, correct, delete, restrict, or receive a portable copy of your information, and to object to certain processing. You may also withdraw consent where we rely on it and complain to your local data protection regulator. These rights can be subject to exceptions and identity verification.
Email hello@recruitrecap.com with your request. If your information is in a recruitment organisation’s meeting or workspace, contact that organisation first because it controls the content; we will assist with requests as appropriate. You can stop future calendar access by disconnecting the integration or revoking access with the provider. Disconnecting does not automatically erase information already collected.
8. Children and policy updates
Recruit Recap is intended for adult business users, not children. Please contact us if you believe a child has supplied personal information inappropriately.
We may update this notice as the service or our practices change. We will publish the revised notice here with a new date and provide additional notice when required by applicable law.
Aitomation · Sydney, Australia