Privacy policy.

This policy explains how Recruiter Theory collects, uses, and shares personal information.

Where this policy applies

This policy covers recruitertheory.com and all of its subdomains, including os.recruitertheory.com. On os.recruitertheory.com, candidates can apply and answer screening questions, and clients can review candidates in our client portal.

It also covers emails sent from these sites, including automatic notices from notifications@os.recruitertheory.com. That address does not accept replies. Please contact us at legal@recruitertheory.com.

If you use a job board or another third-party service, that service may have its own privacy policy and practices.

Who we are

Recruiter Theory, LLC is a recruiting and fractional HR firm based in Florida.

For privacy questions or requests, contact us at legal@recruitertheory.com.

Florida law governs this policy, except where another law gives you rights that cannot be limited by a choice of law.

Information we collect

The information we collect depends on how you interact with us.

When you submit a form on our sites or sign in to the client portal, we ask you to confirm that you have read this policy, and we record when you did.

Candidates

We may collect your:

• Name, email address, phone number, and location
• LinkedIn profile or website
• Resume, work history, current title, and current employer
• Desired pay and availability
• Answers to screening questions
• Notes from calls and interviews
• Any other information you choose to provide to us

We may also gather professional information from public profiles, such as LinkedIn, referrals, and recruiting research tools.

We ask whether you are authorized to work in the United States and whether you need visa sponsorship. These answers help us assess possible fit for a role. They are not used to automatically reject anyone. We do not ask for your citizenship, visa type, or country of origin. Any required employment eligibility documents are handled through the Form I-9 process after hire.

Clients and business contacts

We may collect your name, title, company, work email, work phone number, and details about your hiring needs. We may also collect any other information you choose to provide to us. We may also use business contact information from public sources and business-to-business data providers for outreach.

Client portal users

When you use the client portal, we collect your work email and sign-in activity. We also collect the responses, star ratings, comments, and colleague shares you make in the portal, along with any other information you choose to provide.

Website visitors

If you submit a contact form, we collect the information you provide. We also receive usage information through Google Analytics and our hosting platform, Base44.

If you contact us by email or through any form on our sites, we collect any other information you choose to provide in that message.

How we use information

We use personal information to:

• Match candidates with job opportunities and communicate with candidates
• Share a candidate's profile with a hiring company for a specific role
• Provide recruiting, fractional HR, and related services
• Manage client accounts and hiring needs
• Operate the client portal and manage access to roles
• Respond to inquiries and provide requested information
• Send service-related emails and automatic notices
• Conduct business outreach
• Understand how people use our websites and improve them
• Measure and improve our marketing, including showing relevant ads
• Meet legal and record-keeping requirements

How candidate information is shared

We share a candidate's profile with a hiring company when we consider the candidate for a specific role.

In the client portal, authorized client users can see the candidate's name, background summary, resume, and selected screening answers. The portal does not show clients the candidate's email address or phone number.

Portal access is set by role and by person. Each client user signs in with a one-time code sent to their work email and can see only the roles they have been given access to. A signed-in client can share a role with a colleague at the same company email domain after confirming that the colleague is authorized.

When a hiring company receives candidate information, it may handle that information under its own privacy practices. Contact the hiring company if you have questions about how it uses information it receives.

Service providers and other sharing

We use service providers to help operate our business:

• Base44 provides hosting and database services.
• Google provides email, file storage, and analytics services.
• Job boards display job postings.
• AI assistant services that help us draft, organize, and manage our work, including business outreach and administrative tasks. These services process information only to provide that help to us. Hiring decisions are made by people, not by AI.

We do not sell personal information.

We may also disclose information when required by law or when needed to protect the rights, safety, or security of people or our business.

Cookies and browser storage

recruitertheory.com uses Google Analytics, which sets cookies such as _ga to measure website traffic. Our sites may also use other analytics services, including those provided by our hosting platform, to understand how visitors use them. These services may collect information about your visit, such as pages viewed, device and browser type, and approximate location.

You can block or delete cookies through your browser settings. You can also use Google's Analytics opt-out browser add-on at tools.google.com/dlpage/gaoptout.

os.recruitertheory.com does not set its own cookies. It uses browser local storage to keep client portal users signed in for 30 days and to remember settings. You can clear local storage through your browser's site data settings. Doing so may sign you out or clear saved settings.

Some browsers send a Do Not Track signal. Our sites do not currently respond to these signals. Analytics and advertising partners may collect information about your use of our sites and other websites over time, and we may use it to measure and improve our marketing and to show relevant ads.

How long we keep information

We keep candidate information while it is useful for current or future searches. We will delete it sooner if you request deletion, unless we need to keep it for legal or record-keeping reasons.

We keep other information for as long as reasonably needed for the purpose for which it was collected, to provide our services, or to meet legal and record-keeping requirements.

Your choices and privacy rights

You can email legal@recruitertheory.com to ask to:

• Access personal information we hold about you
• Correct information that is inaccurate
• Delete information, subject to legal or record-keeping needs
• Stop receiving outreach or recruiting communications

Please identify the information or communications you are asking about. We may ask for information reasonably needed to confirm your identity and understand your request.

Depending on your state and the laws that apply to you, you may have additional privacy rights. We will honor rights required by applicable law. We will not discriminate against you for making a privacy request.

Security

We use sign-in controls, including one-time codes sent by email for client portal access. Portal access is limited by role and by person, based on what each person needs to use the portal.

No online service can guarantee that information will always be secure.

Children

Our websites and services are not directed to anyone under 18. If you believe someone under 18 has provided personal information to us, contact legal@recruitertheory.com.

Changes to this policy

We update the effective date when we make material changes. The effective date at the top of this policy is the date it is published or updated.

Contact us

For questions about this policy, privacy requests, or help with an email from notifications@os.recruitertheory.com, contact:

Recruiter Theory, LLC. Email: legal@recruitertheory.com