ATSpro Privacy Policy

Last Updated: December 2024

1. Introduction

ATSpro ("we", "our", or "us") is a recruitment CRM platform that helps recruiters and hiring teams manage candidates, jobs, and communications. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application and services.

By using ATSpro, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information
When you create an account, we collect:
- Name and email address
- Password (stored securely using encryption)
- Company/organisation name
- Job title and role

2.2 Candidate Data
As part of using our recruitment services, you may upload or input:
- Candidate names and contact details
- CVs/resumes and cover letters
- Work history and qualifications
- Interview notes and assessments
- Communication history

2.3 Integration Data
When you connect third-party services, we may access:
- Email content and metadata (Microsoft 365, Google Workspace)
- Calendar events and availability
- Video meeting information (Zoom)

We only access data necessary to provide the requested functionality and do not store the content of your emails beyond what is needed for the features you use.

2.4 Automatically Collected Information
We automatically collect:
- IP address and browser type
- Device information
- Usage data and feature interactions
- Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:
- Provide, maintain, and improve our services
- Process and manage candidate applications
- Enable email and calendar integrations
- Parse and analyse CVs/resumes using AI
- Match candidates to job opportunities
- Send service-related communications
- Respond to support requests
- Detect and prevent fraud or abuse
- Comply with legal obligations

4. AI and Automated Processing

ATSpro uses artificial intelligence to:
- Parse and extract information from CVs/resumes
- Match candidates to job requirements
- Generate suggestions and recommendations
- Analyse job and candidate data

AI-generated insights are provided as recommendations only. Final decisions regarding candidates remain with you.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

5.1 Service Providers
Third-party vendors who assist in operating our services, including:
- Cloud hosting providers (Railway, Azure)
- Email delivery services
- Payment processors
- Analytics providers

5.2 Third-Party Integrations
When you authorise integrations, data is shared with:
- Microsoft (for Outlook/Calendar integration)
- Google (for Gmail/Calendar integration)
- Zoom (for video meeting integration)

These services have their own privacy policies governing their use of your data.

5.3 Legal Requirements
We may disclose information if required by law, court order, or government request, or to protect the rights, property, or safety of ATSpro, our users, or others.

5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Security

We implement appropriate technical and organisational measures to protect your data, including:
- Encryption of data in transit (TLS/SSL)
- Encryption of sensitive data at rest
- Secure password hashing
- Regular security assessments
- Access controls and authentication
- Secure cloud infrastructure

While we strive to protect your information, no method of transmission over the internet is 100% secure.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Upon account deletion:
- Account data is deleted within 30 days
- Candidate data you have uploaded is deleted
- Backups are purged within 90 days

Some data may be retained longer if required for legal compliance or legitimate business purposes.

8. Your Rights

Depending on your location, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your personal data
- Export your data in a portable format
- Withdraw consent for processing
- Object to certain processing activities
- Lodge a complaint with a supervisory authority

To exercise these rights, contact us at the details below.

9. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.

10. Cookies

We use cookies and similar technologies to:
- Keep you signed in
- Remember your preferences
- Understand how you use our services
- Improve performance and functionality

You can control cookies through your browser settings, though some features may not function properly without them.

11. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

12. Children's Privacy

ATSpro is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

ATSpro
Email: support@atspro.co.uk
Website: https://atspro.co.uk

For data protection enquiries in the UK/EU, you may also contact our Data Protection Officer at the email address above.