1. Introduction
This Privacy Policy explains how Recruitment Buddy collects, uses, and protects personal data.
We’re committed to handling data responsibly and transparently, in line with UK GDPR and the Data Protection Act 2018.
2. Who We Are
Company Name: [INSERT LEGAL COMPANY NAME]
Registered Address: [INSERT ADDRESS]
Company Number: [INSERT COMPANY NUMBER]
Contact: info@recruitmentbuddy.co.uk
3. How We Work With Your Data
Depending on how you interact with Recruitment Buddy, we act as:
Data Processor – when we process data on behalf of recruitment agencies using the platform
Data Controller – for our website, enquiries, and analytics
4. The Data We Collect
Website (Demo Requests)
When you request a demo, we collect:
Name
Email address
Any message you choose to share
Please avoid including sensitive information in free text fields.
Platform Data
If you use Recruitment Buddy (via an agency), we process:
User data
Names, email addresses, roles, and login details
Workforce & placement data
Information about workers, clients, and placements
Timesheet data
Hours worked, shifts, breaks, and approvals
Communications
Messages and emails sent through the platform
Location data
Used where enabled for features like location-based clock-in
Technical data
IP address, device type, and usage activity
Special Category Data
In some cases, the platform may process limited health-related information (for example, absence reasons).
This is controlled by the recruitment agency using the platform.
AI Assistant
Recruitment Buddy includes an AI assistant to help users complete tasks and access information more quickly.
This involves processing user inputs and actions within the platform.
We use a third-party AI provider, which may process data outside the UK (including the United States).
→ [CONFIRM AI PROVIDER AND UPDATE DETAILS]
The AI assistant supports user activity but does not make automated decisions that have legal or significant effects.
5. How We Use Data
We use personal data to:
Run and improve the Recruitment Buddy platform
Manage timesheets, workers, and placements
Support payroll-related processes
Enable communication between users
Respond to demo requests and enquiries
Keep the platform secure
6. Legal Basis
We process data based on:
Contract – to provide the platform
Legitimate interest – to improve and secure our services
Legal obligations – where required
Consent – where needed (e.g. cookies)
7. Who We Share Data With
We work with trusted providers to deliver our service, including:
AWS (hosting)
Email provider → [CONFIRM]
Pirsch Analytics
Recruitment agencies using the platform also control and access their own data.
We only share data where necessary and under appropriate safeguards.
8. International Transfers
Recruitment Buddy is hosted in the UK.
However, some of the tools we use (such as AI or communication services) may process data outside the UK, including in the United States.
Where this happens, we ensure appropriate safeguards are in place to protect your data.
9. Data Retention
We keep data:
Only as long as necessary
In line with legal and operational requirements
Timesheet and payroll-related data may be retained for up to 6 years.
10. Security
We take data security seriously and use measures such as:
Secure AWS hosting
Access controls and permissions
Two-factor authentication
Encryption where appropriate
We also have processes in place to respond to any data breaches if they occur.
11. Cookies & Analytics
We use Pirsch Analytics to understand how people use our website.
Pirsch is privacy-focused and does not use invasive tracking.
Where required, we will ask for cookie consent.
12. Your Rights
You have the right to:
Access your data
Correct inaccurate data
Request deletion
Restrict or object to processing
Request data portability
You can also raise concerns with the Information Commissioner’s Office (ICO).
Contact us: info@recruitmentbuddy.co.uk
13. When We Process Data for Agencies
When Recruitment Buddy is used by a recruitment agency, they are responsible for how personal data is used.
If you are a worker or client contact, please contact the relevant agency first.
14. Children’s Data
Our services are designed for businesses and working professionals. We do not knowingly collect data from individuals under 18.
15. Updates
We may update this policy from time to time. The latest version will always be available on our website.
