Privacy Policy
Last Updated: January 2024
At Recruitment Room, your privacy is paramount. This policy explains how we collect, use, and protect your data when you use our services, including RR Recruit, RR Global Payroll, Contractor Management, RR Agent of Record, and related platforms. By accessing our services, you agree to the terms outlined below.
1 Information We Collect
We collect data to deliver and improve our services. The information we collect depends on how you interact with our platform.
From Businesses (Clients)
- Company name, contact details, and billing information
- Employee/contractor data (names, roles, payroll details)
- Recruitment needs (job descriptions, hiring locations)
From Candidates/Contractors
- Personal identifiers (name, email, phone number)
- Professional details (resume, work history, certifications)
- Background checks (with your explicit consent)
Automatically Collected Data
- Device and IP address, browser type, and operating system
- Usage patterns and interaction with our platform
- Cookies and tracking technologies (see Section 6)
2 How We Use Your Information
We use your information to provide, maintain, and improve our services in the following ways:
- To Provide Services: Process payroll, recruit talent, manage compliance, and facilitate employment relationships
- To Communicate: Send service updates, respond to inquiries, and share relevant offers (opt-out available)
- To Improve: Analyze trends and user behavior to enhance platform functionality and user experience
- To Comply: Meet legal obligations including tax filings, labor laws, and regulatory requirements
- To Protect: Detect and prevent fraud, security threats, and ensure platform integrity
3 Legal Basis for Processing (GDPR)
If you reside in the EU/UK, we process your personal data based on the following legal grounds:
- Contractual Necessity: To fulfill services you request and maintain our relationship with you
- Consent: For marketing communications or processing sensitive data (e.g., background checks)
- Legal Obligations: To comply with tax, labor law, and other regulatory requirements
- Legitimate Interests: To improve our services, prevent fraud, and ensure platform security
You can withdraw consent at any time by contacting us. This will not affect the lawfulness of processing based on consent before withdrawal.
5 Data Security
We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, and destruction.
- Encryption: AES-256 encryption for data transfers and storage, ensuring your information remains secure
- Access Controls: Role-based permissions and multi-factor authentication for staff access
- Regular Audits: Ongoing security assessments, penetration testing, and vulnerability scans
- Secure Infrastructure: Data centers with physical security, redundancy, and disaster recovery protocols
- Employee Training: Regular security awareness training for all team members
While we implement robust security measures, no system is 100% secure. We encourage you to use strong passwords and report any suspicious activity immediately.
7 International Data Transfers
As a global platform, your data may be transferred to and processed in countries outside your jurisdiction, including the United States, European Union, and Asia-Pacific regions.
Our Safeguards
- Standard Contractual Clauses (SCCs): For EU/UK data transfers, we use EU-approved SCCs
- Data Protection Agreements: Binding agreements with all data processors and partners
- Local Compliance: Adherence to Kenya Data Protection Act, 2019 for regional operations
- Adequacy Decisions: We prioritize transfers to countries with adequate data protection standards
8 Your Rights
Depending on your location, you have various rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate or incomplete information
- Deletion: Request deletion of your personal data (subject to legal obligations)
- Restriction: Limit how we process your data in certain circumstances
- Portability: Receive your data in a structured, machine-readable format
- Objection: Object to processing based on legitimate interests or for direct marketing
- Withdraw Consent: Revoke consent for data processing at any time
To exercise any of these rights, contact us at info@recruitmentroom.net. We will respond within 30 days.
9 Data Retention
We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy or as required by law.
Retention Periods
- Active Accounts: Data retained while your account is active and for reasonable backup purposes
- Closed Accounts: Most data deleted within 30 days of account closure
- Candidates/Clients: Up to 5 years post-contract to fulfill legal and business obligations
- Tax and Payroll Records: 7+ years as mandated by Kenyan law and international standards
- Legal Hold: Extended retention when required for legal proceedings or investigations
10 Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
If we become aware that we have collected data from a child without parental consent, we will take immediate steps to delete that information.
11 Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:
- Posting the updated policy on our website with a new "Last Updated" date
- Sending an email notification to registered users
- Displaying a prominent notice on our platform
We encourage you to review this policy regularly to stay informed about how we protect your information. Continued use of our services after changes constitutes acceptance of the updated policy.
12 Contact Us
For questions, requests, complaints, or to exercise your data rights, please contact us:
- Email: info@recruitmentroom.net
- Location: Kenya
- Response Time: We aim to respond to all inquiries within 30 days
File a Complaint
If you believe your privacy rights have been violated, you have the right to file a complaint with:
- Kenya: Office of the Data Protection Commissioner (ODPC) - www.odpc.go.ke
- EU/UK: Your local data protection authority
Compliance Statements
- GDPR: EU/UK users have rights under Articles 15-22 of the General Data Protection Regulation
- CCPA: California residents can request data disclosure, deletion, and opt-out of data sales
- Kenya Data Protection Act, 2019: Fully compliant with local data protection regulations
This policy applies to all Recruitment Room entities, including Recruitment Room Europe and Recruitment Room Americas, ensuring consistent data protection standards globally.
Have Privacy Questions?
Our data protection team is here to help. We're committed to transparency and protecting your privacy rights.
Contact Privacy TeamBy using our platform, you agree to this Privacy Policy and our Terms and Conditions.
