RecrootFlo — Privacy Policy
Last updated: July 1st, 2025
1. Introduction
This Privacy Policy explains how CodeBridge LLC ("RecrootFlo," "we") collects, uses, and shares information when you visit recrootflo.com, use app.recrootflo.com, or receive communications sent through our Platform.
2. Our two roles
- As a controller:for our website visitors, and for the account, billing, and usage data of the recruiting organizations that subscribe to RecrootFlo ("Customers").
- As a processor / service provider: for candidate and prospect data that our Customers source, upload, and generate. In that context, the Customer is the controller and decides why the data is processed; we process it on their behalf under our agreement. If you are a candidate and want to exercise rights over your data, please contact the RecrootFlo Customer (the recruiting organization) that contacted you; we will assist them.
3. Information we collect
Account and billing data (from Customers): name, work email, organization, login credentials (via Amazon Cognito), phone numbers you provision, and payment details (processed by Stripe).
Candidate / prospect data (processed for Customers): business-contact and professional information such as name, email, phone/mobile, job title, employer, location, professional history, and public professional-profile attributes. This may be sourced from data-enrichment providers (e.g., Apollo, Bright Data) or provided directly by the candidate (e.g., licensing details, availability, responses in a booking or chat flow).
Communications data: the content and metadata of messages sent or received through the Platform — email, SMS/text, and voice-call audio recordings and transcripts (stored in Amazon S3), including AI-generated interview scorecards.
Usage and technical data: log data, device/browser information, IP address, and cookies used to operate and secure the Platform.
4. How we use information
To provide, secure, and improve the Platform; authenticate users; source, enrich, score, and route leads; send and receive communications you initiate; schedule and conduct AI-assisted interviews; meter usage and bill; enforce compliance controls (quiet hours, suppression, consent logging); and comply with law.
5. Artificial intelligence and automated processing
The Platform uses AI models (via Amazon Bedrock, currently Anthropic Claude) to power chat and SMS replies, conduct and score voice interviews, and rank candidates against an ideal-candidate model. AI outputs are assistive and probabilistic. They are not a final hiring decision, may contain errors, and should be reviewed by a human. Customers using AI screening are responsible for compliance with automated-employment-decision-tool and anti-discrimination laws (see the Terms).
6. SMS / text messaging
When you consent to receive text messages from a RecrootFlo Customer:
- Message types: recruiting outreach, interview scheduling and confirmations, appointment reminders, and two-way conversational replies.
- Frequency: message frequency varies.
- Cost: message and data rates may apply.
- Opt-out: reply STOP (or STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT) at any time to stop messages; reply HELP for help, or email support@recrootflo.com.
- Consent: you may opt in via a web form with a consent checkbox at
recrootflo.com/opt-in, by replying to a recruiter, or verbally during a recruiter call. Consent is not a condition of applying. - We will not share or sell mobile opt-in or consent data, or the fact of your consent, to any third party or affiliate for their own marketing purposes.
7. Voice calls and recording
Outbound and interview calls placed through the Platform (via VAPI and Telnyx) may be recorded and transcribed for screening and quality purposes. Recording-consent laws vary by state; the Customer is responsible for providing any required notice and obtaining consent.
8. How we share information — sub-processors
We share information with service providers that help us operate the Platform, under contracts requiring appropriate protection:
| Purpose | Provider |
|---|---|
| Cloud hosting, storage, email, AI | Amazon Web Services (Cognito, S3, SES, Bedrock) |
| Voice interviews / calling | VAPI |
| SMS and voice telephony | Telnyx |
| Lead data and enrichment | Apollo, Bright Data |
| Payments and billing | Stripe |
We also share information to comply with law, enforce our Terms, or in a merger or acquisition. We do not sell personal information for money, and we do not share SMS consent data as described in Section 6.
9. Data retention and deletion
We retain Customer Data for the subscription term and as needed to provide the Platform, then delete or de-identify it per our practices and our data processing terms. We honor verified deletion/erasure requests: a lead-erasure removes a contact and its associated events, messages, appointments, chats, and consent records, while retaining a hashed, PII-free suppression record so an opted-out contact stays suppressed. Certain records are retained where required by law.
10. Your rights and choices
Depending on your location (e.g., under CCPA/CPRA, GDPR/UK GDPR, or similar laws), you may have rights to access, correct, delete, port, or restrict processing of your personal information, to opt out of certain sharing, and to be free from unlawful discrimination for exercising these rights. To exercise them, contact privacy@recrootflo.com. If you are a candidate, the recruiting organization that contacted you is the controller; we will route or support your request. You can opt out of messages at any time via STOP (SMS), unsubscribe links (email), or by contacting us.
11. Security
We use technical and organizational safeguards including encryption in transit, encryption at rest for sensitive tokens (session and telephony credentials), tenant isolation, access controls, security headers, and webhook verification. No system is perfectly secure.
12. International data transfers
We operate in the United States. If you access the Platform from outside the U.S., your information may be transferred to and processed in the U.S. under appropriate safeguards.
13. Children's privacy
The Platform is for business use and is not directed to children under 18, and we do not knowingly collect their data.
14. Third-party links
Our pages may link to third-party sites we do not control; their privacy practices are their own.
15. Changes to this policy
We may update this policy; the "Last updated" date reflects the latest version. Material changes will be communicated as required.
16. Contact
CodeBridge LLC, United States
Privacy: privacy@recrootflo.com · Support: support@recrootflo.com