Privacy Policy

RecruiterLess is hiring software for Australian and New Zealand businesses. It helps a hiring manager run a hiring process — writing the job ad, scoring and ranking applicants, scheduling interviews, running candidate-approved reference checks, and preparing offers — and lets candidates be considered for roles and receive free skills feedback on their CV.

We handle personal information in two distinct roles:

• As the operator of our own business. When you visit our website, create an account, or contact us, we handle your information for our own purposes. This policy governs that handling.
• On behalf of a hiring organisation. When a business uses RecruiterLess to hire, candidate information is collected for that business’s hiring process. That business decides which roles to run and who to hire, and has its own privacy obligations to the candidates. We process that information to provide the Service to the business, and in line with this policy.

The information we collect depends on how you use the Service.

If you are a hiring manager or other business user, we collect: your name and work email address; your organisation’s details (such as company name and business number); records of the roles, job ads, scorecards, interview notes and offers you create in the Service; billing and payment information (processed by our payment provider — see section 6); and records of your use of the Service.

If you are a candidate, we may collect: your name, email address, phone number and location; your CV or résumé and the information in it (work history, education, skills, qualifications, licences); a profile summary and headline; your salary expectations and availability; your answers to a role’s screening questions, including questions about your right to work; cover letters; your application status and history; interview transcripts or notes, where a hiring manager provides them to the Service; the referees you nominate and your approval choices for them; and, if you use our free CV skills analysis tool, the CV you upload and the analysis we generate from it.

If you are a referee, we collect: your name and contact details, your relationship to the candidate, and the reference information you choose to provide.

Automatically, from anyone who uses the Service, we collect technical information such as IP address, browser and device information, and log and error data, and we use essential cookies (see our Cookie Policy).

We ask you not to give us sensitive information (such as health, racial or ethnic origin, religious beliefs, or similar) unless it is genuinely necessary, and our AI does not use sensitive or protected attributes to score or rank candidates.

We collect personal information: directly from you, when you create an account, complete a form, upload a CV, apply to a role, nominate referees, or contact us; from a hiring organisation, for example when a hiring manager adds a candidate or provides interview notes; from referees, when they respond to a reference request you have approved; and automatically, through your use of the website and platform.

Where it is reasonable and practicable, we collect personal information directly from the individual it is about. Where we collect information about you from someone else (for example, reference information about a candidate from a referee), we take reasonable steps to ensure you are aware of the collection.

We use personal information to:

• provide and operate the Service — including writing and publishing job ads, extracting structured information from CVs, scoring and ranking applicants, scheduling interviews, running reference checks, and preparing offers;
• run our talent pool and role-matching features, where a candidate has chosen to take part;
• provide our free CV skills analysis tool;
• create and manage accounts, and authenticate users;
• process payments and manage billing for paying customers;
• communicate with you about the Service, including service and transactional messages;
• keep the Service secure, prevent fraud and misuse, and maintain audit records;
• improve the Service, including testing and improving our features;
• comply with our legal obligations and respond to lawful requests.

We only use personal information for the purposes for which it was collected, for directly related purposes you would reasonably expect, or as otherwise permitted or required by law.

RecruiterLess uses artificial intelligence (AI) to assist hiring. Specifically, AI is used to: extract structured details from a CV; score and rank candidates against the criteria a hiring manager sets for a role; generate the career feedback in our free CV skills analysis tool; summarise reference responses; and help draft job ads and interview questions.

The AI assists; it does not make decisions about people. RecruiterLess does not hire, reject, or shortlist anyone automatically. Every consequential decision in a hiring process — who to interview, who to make an offer to, and who to hire — is made by a human hiring manager at the hiring organisation. AI output is decision support: a ranking and an explanation that a person reviews and can override.

Our scoring is designed to be explainable (each score carries a reason and supporting evidence) and to assess capability across different career paths rather than relying only on job titles or credentials. AI output can still contain errors. If you are a candidate and you would like to understand how your information was used, request access to the information we hold about you, or ask for it to be reviewed or corrected, please contact us using the details in section 13.

We do not sell personal information. We disclose it only as described here:

• To the hiring organisation. Candidate information collected through a role is disclosed to the business running that role, so it can assess and contact candidates.
• To referees. When a candidate approves a reference check, the relevant referee is contacted and told they have been nominated by the candidate.
• To our service providers. We use trusted third parties to run the Service (see section 7).
• As required or permitted by law. For example, to respond to a lawful request from a regulator, court or law-enforcement body.
• In a business transfer. If our business is restructured, sold or transferred, personal information may be disclosed as part of that transaction, subject to appropriate protections.

We use the following service providers to operate the Service. Some of them store or process personal information outside Australia, which means using the Service involves disclosure of personal information overseas (APP 8).

The candidate database itself is hosted in Australia. We take reasonable steps to ensure our overseas service providers handle personal information consistently with this policy and applicable privacy law. We keep this list current; please contact us if you would like the most recent version.

Reference checks on RecruiterLess are controlled by the candidate. A candidate nominates their own referees and, for each one, chooses whether the referee may be contacted now, only after a formal offer is made, or not at all. No referee is contacted unless the candidate has explicitly approved it. We record the candidate’s consent when they submit their referees.

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include encryption of data in transit, access controls and audit logging, sign-in by one-time email link rather than stored passwords, and the use of reputable infrastructure providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We comply with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth). If we become aware of a data breach that is likely to result in serious harm to affected individuals, we will assess it and, where required, notify the Office of the Australian Information Commissioner (OAIC) and the affected individuals. For New Zealand, we will notify the Office of the New Zealand Privacy Commissioner and affected individuals where a notifiable privacy breach occurs.

We keep personal information only for as long as it is needed for the purposes described in this policy, or as required by law. Account and candidate information is generally kept while the relevant account or hiring relationship is active. When personal information is no longer needed, we take reasonable steps to destroy it or de-identify it. A candidate may ask us to delete their information at any time (see section 12).

You have the right to ask for access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out of date, incomplete or misleading.

If you are a candidate with a RecruiterLess account, you can review and edit much of your profile information directly in the Service. You can also ask us to provide a copy of the personal information we hold about you, or to delete it. We will respond to access, correction and deletion requests within a reasonable time. We may need to verify your identity first, and in limited circumstances permitted by law we may decline a request — if we do, we will explain why.

To make a request, contact us using the details in section 13.

If you have a question about this policy, want to exercise a privacy right, or wish to make a complaint about how we have handled personal information, please contact us:

Email: hello@recruiterless.io
Postal: Tapper Advisory Pty Ltd, Melbourne, Victoria, Australia

We will acknowledge your complaint and aim to resolve it within a reasonable time. If you are not satisfied with our response, you can complain to:

• Australia — the Office of the Australian Information Commissioner (OAIC), oaic.gov.au.
• New Zealand — the Office of the New Zealand Privacy Commissioner, privacy.org.nz.

We may update this policy from time to time. The current version is always available on our website, with the effective date shown at the top. Where changes are significant, we will take reasonable steps to let affected users know.