Privacy Policy

This Privacy Policy explains how Wortol ("Wortol", "we", "us") handles personal data when you visit our marketing site, create a workspace, or use the Wortol Recruitment OS (the "Platform").

For data about job candidates that a customer uploads or syncs into their workspace, the customer is the controller and Wortol acts as a processor, handling that data only on the customer's documented instructions. For account, billing, and website data, Wortol is the controller.

• Account data: name, work email, organisation, role, authentication identifiers (including Google sign-in subject IDs) and workspace membership.
• Candidate data: name, contact details (email, phone number for SMS/WhatsApp), application source, stage history, screening answers, availability, and interview outcomes.
• Mission and operational data: hiring targets, funnel conversion metrics, channel spend signals, and forecast inputs.
• Agent activity data: agent decisions, recommendations, tool calls, approvals, rollbacks and the immutable audit log entries generated by them.
• Integration data: records synced from connected systems such as applicant tracking systems, plus encrypted credentials and connection metadata.
• Technical data: IP address, device and browser information, timestamps, and error/diagnostic logs.

We do not intentionally collect special-category data. Customers should not upload health, biometric, or criminal-record data into free-text fields unless a lawful basis and a separate agreement are in place.

• To provide the Platform: missions, forecasting, candidate pipelines, and messaging.
• To run autonomous agent workflows within the automation policies a customer has configured.
• To maintain security, prevent abuse, and produce an immutable audit trail of every agent action.
• To support customers, resolve incidents, and improve reliability and performance.
• To send service communications and, where permitted, product updates you can opt out of.

• Contract: providing the Platform to account holders.
• Legitimate interests: securing the service, preventing fraud, improving features, and business-to-business marketing to professional contacts.
• Consent: optional cookies/analytics and, where required, candidate outreach via SMS or WhatsApp.
• Legal obligation: tax, accounting, and lawful requests from authorities.

The Platform uses AI models to forecast hiring outcomes, draft outreach, and recommend actions. Actions that are classified as sensitive — budget increases, reactivating dormant contacts, scheduling exceptions — are held in an approval queue for a human reviewer unless the customer has explicitly enabled autonomous execution for that action type.

No hiring rejection is made solely by an automated system without a human decision-maker. Candidates can request human review of any outcome through the hiring employer, and every agent decision is recorded in the audit log with the inputs used.

Prompts and content sent to model providers are not used to train third-party foundation models.

Where a customer enables messaging channels, phone numbers are shared with our telephony provider solely to deliver messages. Customers are responsible for having a lawful basis and any required consent for contacting candidates, for honouring opt-outs (such as STOP replies), and for respecting local quiet-hours rules. Message content and delivery status are retained for audit and troubleshooting.

We share data only with service providers acting under contract:

• Cloud hosting, database, authentication, and storage infrastructure.
• AI model providers used to generate recommendations and drafts.
• Telephony providers for SMS and WhatsApp delivery.
• Applicant tracking systems and other tools a customer explicitly connects.
• Error-monitoring and product-analytics tooling.

We do not sell personal data and do not share it for cross-context behavioural advertising. Data may also be disclosed where legally required or as part of a merger or acquisition, with notice to affected customers.

Data may be processed outside the EEA/UK by our providers. Where that happens, transfers rely on the European Commission's Standard Contractual Clauses (with the UK Addendum where applicable) together with supplementary technical measures such as encryption in transit and at rest.

• Candidate records: for the period configured by the customer, and deleted on their instruction.
• Audit log entries: retained for the life of the workspace to preserve an immutable record of agent actions.
• Account and billing records: up to 7 years where required by law.
• Technical logs: typically 30–90 days.

Every workspace is tenant-isolated with row-level security enforced in the database. Integration credentials are encrypted with AES-256-GCM and are never returned to the browser. Access is role-based (admin, recruiter), all traffic is encrypted in transit, and sensitive agent actions are logged with actor, inputs, and outcome. No system is perfectly secure; report suspected issues to security@wortol.com.

Subject to local law, you can request access, correction, deletion, restriction, portability, and object to processing based on legitimate interests. You may also withdraw consent at any time.

Candidates should contact the employer that holds their data; we will forward requests we receive to the relevant customer and assist them in responding. EEA/UK residents may lodge a complaint with their local supervisory authority.

We use strictly necessary cookies for authentication and session integrity, and optional analytics cookies to understand product usage. You can block non-essential cookies through your browser or our cookie controls without losing core functionality.

The Platform is not intended for anyone under 16, and we do not knowingly collect their data.

We will post material changes here and notify workspace admins in advance where the change is significant. Questions or requests: privacy@wortol.com.