1. Scope and roles
This Privacy Policy explains how personal information is handled through the Rehoboth job automation service ("Rehoboth" or the "Service"). It applies to account users, candidates, clients, and other individuals whose information is entered into the Service.
In many cases, the organisation that provides your account or enters candidate information determines why and how that information is processed. That organisation is the data controller, and Rehoboth processes information on its instructions. For account administration, security, and operation of the Service, Rehoboth may act as a controller where applicable.
2. Information we handle
Depending on how the Service is used, we may handle:
- Account information: username, role, organisation, login and activity information.
- Candidate information: name, contact details, employment and education history, qualifications, references, eligibility information, application answers, and CV or resume content.
- Application records: roles considered, application status, generated answers, submissions, and related notes.
- Technical information: device, browser, IP address, logs, timestamps, diagnostic events, and security data.
- Support information: messages and other details supplied when requesting assistance.
Job application materials may contain sensitive information. Users should provide only information that is necessary and that they are authorised to process.
3. How we use information
We use personal information as reasonably necessary to:
- provide account, candidate management, document processing, and application automation features;
- extract and organise information from CVs or resumes and generate suggested application content;
- submit or assist with submissions to recruitment platforms when instructed by an authorised user;
- operate, maintain, troubleshoot, secure, and improve the Service;
- manage user permissions and prevent fraud, misuse, or unauthorised access; and
- comply with legal obligations and enforce our terms.
4. Legal bases
Where data protection law requires a legal basis, processing may rely on performance of a contract, legitimate interests in providing and securing the Service, compliance with legal obligations, or consent. When Rehoboth acts as a processor, the relevant customer or account organisation is responsible for identifying its legal basis and giving required notices to individuals.
5. How information is shared
Information may be shared with:
- authorised users and administrators within the relevant account or organisation;
- recruiters, employers, referees, and recruitment platforms when an authorised user directs an application or related communication;
- service providers supporting hosting, databases, email, document processing, AI-assisted features, security, analytics, and technical support;
- professional advisers, authorities, or other parties where required by law or reasonably necessary to protect rights and security; and
- a successor organisation in connection with a merger, acquisition, financing, or transfer of the Service, subject to appropriate safeguards.
We do not sell personal information.
6. Data retention
We retain information for as long as needed to provide the Service, meet contractual and legal requirements, resolve disputes, maintain security, and support legitimate business records. Retention periods vary according to the type of record, customer instructions, account status, and applicable law. Information may remain in protected backups for a limited period after deletion from active systems.
7. Security
We use reasonable technical and organisational measures designed to protect information against unauthorised access, alteration, loss, disclosure, or destruction. No internet or storage system is completely secure, so absolute security cannot be guaranteed. Users must protect their credentials and promptly report suspected security incidents.
8. Your privacy rights
Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing of personal information, request portability, withdraw consent, or complain to a data protection authority.
If your information was submitted by an employer, recruiter, service provider, or other organisation, contact that organisation first. We will support authorised requests where Rehoboth acts as its processor. We may need to verify identity and authority before completing a request, and legal exceptions may apply.
9. International data transfers
Some providers used to deliver the Service may process information in countries other than the country where it was collected. Where required, appropriate safeguards are used for these transfers, such as contractual protections or another law
10. Children's privacy
The Service is intended for authorised business users and job applicants, not children. Users must not knowingly submit a child's personal information unless they have a lawful basis, appropriate authority, and the processing is necessary for a legitimate purpose.
11. Changes to this policy
We may update this Privacy Policy to reflect changes in the Service, law, or our practices. The effective date above identifies the latest version. Material changes will be communicated through an appropriate channel where required.
12. Contact and complaints
For privacy questions or requests, contact your Rehoboth account administrator or the support contact through which access to the Service was provided. You may also have the right to contact the data protection authority in your country.