Privacy Policy
for Companies
Effective Date: July 7, 2025
Bestemploy Trade OÜ (“we”, “us”, “our”), the operator of RecruitWell AI, is committed to protecting the privacy of companies, organizations, and their users (“You”, “Your”) who utilize our recruitment and candidate assessment services. This Privacy Policy explains how we collect, use, process, store, and protect personal data in connection with your use of our platform, in compliance with applicable laws, including the GDPR.
1. Data Controller & Contact Information
1.1 Registered Address
Pärnu mnt 148, 11317 Tallinn, Estonia
1.2 Email
privacy@recruitwell.ai
2. Scope of This Privacy Policy
2.1
This policy applies to all data collected from:
2.2 Corporate Users
Corporate users accessing the RecruitWell AI dashboard and services.
2.3 Candidates
Candidates who are registered or assessed via RecruitWell AI (If you are a candidate, please refer to our separate Candidate Privacy Notice).
3. Types of Personal Data Collected
3.1 Identification & Company Data
Company name, legal representative name, business address, VAT number, email, phone number, account credentials.
3.2 Candidate Personal Data (on your behalf)
Names, contact details, CVs, employment history, assessment responses, video interview recordings and transcripts, recruitment-related communications.
3.3 Usage Data
IP address, login timestamps, activity logs, device/browser info, feature usage.
3.4 Technical & Cookies
Device identifiers, cookies, analytics identifiers, error and performance metrics.
4. How We Collect Data
4.1 Directly from You
Data you provide during sign-up, billing, service use, or support.
4.2 Via the Service
Automatically generated data (e.g., logs, usage statistics).
4.3 From Third-Parties
Only if you authorize candidate sourcing from external partners (e.g., job boards).
5. Purposes & Legal Bases for Processing
5.1 Provision & management of service
Legal Basis: Performance of contract. Data: All collected data.
5.2 Corporate account management
Legal Basis: Contract fulfillment. Data: Company data, account data.
5.3 Billing & Invoicing
Legal Basis: Contract fulfillment, legal compliance. Data: Company & financial data.
5.4 Customer support
Legal Basis: Legitimate interest. Data: Contact details, usage logs.
5.5 Security & compliance
Legal Basis: Legitimate interest, legal compliance. Data: Usage, technical data.
5.6 Marketing (optional)
Legal Basis: Consent or legitimate interest. Data: Business email.
6. Data Sharing & Transfer
6.1 Service Providers
We use trusted third-party service providers (sub-processors) to deliver the service, who are bound by strict data protection agreements.
6.2 Legal Requirements
Data may be disclosed if required by law or to protect rights and safety.
6.3 Business Transfers
Data may transfer during mergers, acquisitions, or restructuring—remaining subject to privacy protection.
7. International Data Transfers
7.1
Data transfers outside the European Economic Area (EEA) are secured using standard contractual clauses approved by the European Commission.
8. Data Retention
8.1 Candidate data
Kept for up to two years after the relevant recruitment process concludes, unless otherwise agreed or legally required.
8.2 Usage logs & technical data
Retained for up to 2 years for analytics, security, and compliance.
9. Your Rights Under GDPR
9.1 Summary of Rights
As a data subject, you have the right to: request access to your personal data, rectify inaccuracies, erase data ('right to be forgotten'), restrict or object to processing, and withdraw consent (if applicable).
9.2 Exercising Rights
To exercise any of these, contact privacy@recruitwell.ai. We will respond within one month, extendable by two months if needed.
9.3 Filing a Complaint
You may also lodge a complaint with Estonia's Data Protection Inspectorate (www.aki.ee).
10. Security Measures
10.1
We implement industry-standard technical and organizational measures such as encryption (in transit and at rest), access controls, multi-factor authentication, continuous monitoring, and employee training to protect personal data.
11. Cookies & Tracking Technologies
11.1
We use functional cookies for session management, analytics cookies for usage metrics, and optional marketing cookies (with your consent). You can manage preferences via your browser or our cookie banner.
12. Third-Party Links
12.1
Our platform may contain links to external sites. We are not responsible for the content or privacy practices of these sites. Review each third-party's privacy policy separately.
13. Policy Updates
13.1
We may update this Privacy Policy as needed (e.g., new features, legal changes). Updates will be posted on this page with a revised date. Continued use after updates indicates acceptance.
14. Contact Us
14.1
For questions, data requests, or privacy concerns, contact us at: privacy@recruitwell.ai. Bestemploy Trade OÜ, Pärnu mnt 148, 11317 Tallinn, Estonia.
