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Recruit OS

by REDA OS · REDA Consultants

Recruit OS Privacy Policy

Effective date: 3 September 2026
Application: Recruit OS
Product family: REDA OS
Website: https://redaos.com
Operator: REDA Consultants
Contact: hello@reda-consultants.com

1. About this policy

Recruit OS is a multi-tenant recruitment operating system within the REDA OS product family and is operated by REDA Consultants. Recruitment agencies and other organisations can subscribe to Recruit OS and receive their own logically separated workspace.

This Privacy Policy explains how REDA Consultants handles personal data when providing and operating Recruit OS. A subscribing organisation is referred to in this policy as the Customer Organisation.

For personal data that a Customer Organisation uploads, creates, imports or otherwise processes in Recruit OS for its own recruitment and business purposes, the Customer Organisation normally decides why and how that data is processed. REDA Consultants processes that data to provide Recruit OS and related support, subject to the applicable agreement with the Customer Organisation and applicable law.

Where REDA Consultants collects information for its own account administration, security, billing, product operation, legal or service-management purposes, REDA Consultants may act as the organisation responsible for that processing.

2. Who this policy applies to

This policy may apply to:

  • Customer Organisation owners, administrators, recruiters, consultants, employees and contractors.
  • Client or hiring-manager users invited by a Customer Organisation to use a Recruit OS portal.
  • Candidates, prospects, business contacts and other individuals whose information is processed by a Customer Organisation in Recruit OS.
  • Users who connect approved third-party services such as Google Workspace or Microsoft services to Recruit OS.
  • Visitors who register for a Recruit OS trial or demonstration.

3. Information Recruit OS may process

Depending on the features used, Recruit OS may process the following categories of information.

3.1 Account, workspace and access information

  • Name and business contact details.
  • Login and authentication information.
  • Customer Organisation and workspace association.
  • User role, permissions, invitation and access status.
  • Account, subscription and seat information.
  • Security events, audit events, device/session information and activity timestamps.

3.2 Recruitment and candidate information

A Customer Organisation may process candidate information including:

  • Name and contact details.
  • CVs, resumes, profiles and supporting documents.
  • Employment history, education, qualifications, skills and experience.
  • Location, work eligibility or recruitment-related availability information where entered by an authorised user.
  • Compensation expectations where the Customer Organisation chooses to record them and the user's permissions allow access.
  • Recruitment pipeline status, interview information and recruiter notes.
  • Candidate summaries, match information, consent or representation status.
  • Client-safe submission records and immutable submission versions.

3.3 Client, prospect and business contact information

A Customer Organisation may process:

  • Client and prospect company information.
  • Business contact names, job titles and departments.
  • Work email addresses, telephone numbers and professional profile links.
  • Meeting notes, relationship information and communication history.
  • Jobs, projects, terms of business, portal access settings and client feedback.

3.4 Staff and operational information

Where a Customer Organisation chooses to use staff or operations features, Recruit OS may process:

  • Employee or contractor profile information.
  • Job title, department, manager and work assignment information.
  • Leave requests and balances.
  • Tasks, activities, timesheets and operational records.
  • Restricted employee, compensation or administrative information where enabled and authorised.

3.5 Financial and commercial information

Recruit OS may process business information such as:

  • Placement fees and revenue forecasts.
  • Invoices and payment status.
  • Commercial terms and approved terms of business.
  • Subscription, plan, seat, credit-wallet and billing records.

3.6 Connected-service data

If an authorised user connects a supported third-party account, Recruit OS may process information made available under the scopes and permissions that user authorises. Depending on the connection, this may include email, calendar, file, meeting or contact information required to perform a user-requested workflow.

Recruit OS does not require a Customer Organisation to connect every supported integration. Availability and permissions depend on the connected provider and the Customer Organisation's configuration.

4. How information is used

REDA Consultants may process information in Recruit OS to:

  • Provide, secure, maintain and support Recruit OS.
  • Authenticate users and enforce workspace, role and permission boundaries.
  • Provide recruitment, CRM, candidate, client, job, pipeline, portal, reporting and workflow features requested by the Customer Organisation.
  • Process user-requested communications, scheduling, document and integration actions.
  • Provide AI-assisted drafting, parsing, matching, research or workflow-support features where enabled.
  • Maintain audit, security, recovery, data-quality and abuse-prevention controls.
  • Administer trials, subscriptions, seats, billing and OS Credits.
  • Diagnose incidents, improve reliability and understand product usage in an appropriately controlled manner.
  • Comply with legal obligations, resolve disputes and protect the security and integrity of the service.

Customer Organisations are responsible for determining whether their own collection and use of personal data in Recruit OS is lawful and appropriate for their recruitment and business activities.

5. Customer Organisation responsibilities

A Customer Organisation using Recruit OS is responsible for:

  • Providing any notices and obtaining any consents required for its own processing activities.
  • Giving users only the access they need.
  • Keeping information accurate and relevant where required by law or business policy.
  • Configuring retention, export, archive and deletion practices appropriate to its obligations.
  • Avoiding the collection of unnecessary sensitive information.
  • Reviewing AI-assisted outputs before they are used in material recruitment or employment decisions.
  • Responding to requests from candidates, clients, staff or other data subjects where the Customer Organisation is responsible for the underlying processing.

6. Google API data and other connected services

Where Recruit OS receives Google user data through Google APIs, it uses that data only to provide or improve user-facing Recruit OS functionality that the user and Customer Organisation have authorised.

Recruit OS does not sell Google user data and does not use Google user data for advertising.

Recruit OS's use and transfer of information received from Google APIs is intended to comply with the Google API Services User Data Policy, including applicable Limited Use requirements.

Other connected services may have their own terms, privacy notices and permission models. A user can revoke a connected account through the provider and, where supported, through Recruit OS.

7. AI-assisted features

Recruit OS includes AI-assisted capabilities such as CV parsing, summarisation, candidate-to-job matching, search planning, message drafting, reporting, research and workflow recommendations.

AI outputs may be incomplete, inaccurate or inappropriate for a particular situation. They are decision-support tools, not a substitute for professional judgment. Recruit OS is designed so material recruitment and employment decisions remain subject to authorised human review.

Customer Organisations should not use Recruit OS to make fully automated final employment decisions where such use would be unlawful or inappropriate.

8. How information may be shared

Information may be disclosed only where reasonably necessary for legitimate service, business, security or legal purposes, including:

  • To authorised users within the relevant Customer Organisation according to their permissions.
  • To invited client or portal users where the Customer Organisation intentionally shares client-safe information with them.
  • To infrastructure, hosting, authentication, communications, analytics, AI or integration providers used to operate an enabled Recruit OS feature, subject to appropriate contractual and security controls where applicable.
  • At the Customer Organisation's direction, including through connected services, exports or public API actions it authorises.
  • Where required by law, regulation, legal process or a valid governmental request.
  • To protect rights, safety, security, service integrity or prevent abuse.

REDA Consultants does not sell personal data processed through Recruit OS.

9. Workspace separation and security

Recruit OS uses technical and organisational controls intended to protect information, including measures such as:

  • Workspace and tenant separation.
  • Server-side access controls and role-based permissions.
  • Restricted client-portal views.
  • Private-file handling and controlled file-access workflows.
  • Audit, recovery and security-event records.
  • Protected administrative and commercial controls.
  • Integration identity checks where implemented.
  • Rate limiting, error handling and abuse-prevention controls.

No online service can guarantee absolute security. Customer Organisations and users must also protect their credentials, connected accounts and exported information.

10. Data location and international processing

Recruit OS and its service providers may process information in more than one jurisdiction. Customer Organisations may also use Recruit OS across multiple countries.

Where required by applicable law or contract, REDA Consultants will use appropriate measures for international transfers and cross-border processing. Customer Organisations remain responsible for assessing any additional transfer obligations that arise from their own recruitment activities and locations.

11. Retention, archive, export and deletion

Recruit OS retains information for as long as reasonably necessary to provide the service, maintain security and auditability, meet contractual requirements, resolve disputes and comply with applicable law.

Customer Organisations may have their own retention obligations for recruitment, financial, employment or contractual records. Recruit OS includes archive, secure-delete, recovery and export capabilities for supported records, but the Customer Organisation remains responsible for choosing when those capabilities should be used.

Backups, immutable audit records, recovery snapshots or legally required records may persist for a limited period after a primary record is deleted where necessary for security, integrity, recovery or legal compliance.

12. Individual rights and requests

Depending on applicable law, individuals may have rights relating to access, correction, deletion, restriction, objection, portability or withdrawal of consent.

If your information was entered into Recruit OS by a recruitment agency, employer or other Customer Organisation, you should normally contact that Customer Organisation first because it controls the underlying recruitment or business relationship. REDA Consultants will support a Customer Organisation with valid requests where required by law or contract.

For information REDA Consultants controls directly, privacy questions can be sent to hello@reda-consultants.com.

13. Trials and demonstrations

Recruit OS may offer trials or demonstrations. Demo workspaces may use synthetic information and may apply separate access limits. Trial users should not upload personal data they are not authorised to process.

14. Children's privacy

Recruit OS is a business and professional service and is not directed to children. Customer Organisations must not knowingly use Recruit OS to process children's data unless they have a lawful basis and the use is appropriate for their jurisdiction and recruitment context.

15. Changes to this policy

REDA Consultants may update this Privacy Policy as Recruit OS, applicable law or service practices change. The current version will be posted with an updated effective date.

16. Contact

For questions about this Privacy Policy or REDA Consultants' operation of Recruit OS:

REDA Consultants
Email: hello@reda-consultants.com
Website: https://redaos.com

© REDA Consultants. Recruit OS by REDA OS.