Privacy Policy – Recruitment Room

R E C R U I T M E N T R O O M

Privacy Policy | Recruitment Room
Last Updated: March 2025

At Recruitment Room (“we,” “us,” or “our”), 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:

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 consent).

Automatically Collected Data:

Device/IP address, browser type, and usage patterns.
Cookies and tracking technologies (see Section 6).

2. How We Use Your Information

To Provide Services: Process payroll, recruit talent, and manage compliance.
To Communicate: Send updates, respond to inquiries, and share offers (opt-out available).
To Improve: Analyze trends to enhance platform functionality.
To Comply: Meet legal obligations (tax filings, labor laws).

3. Legal Basis for Processing (GDPR)

If you reside in the EU/UK, we process your data based on:

Contractual Necessity: To fulfill services you request.
Consent: For marketing emails or sensitive data (e.g., background checks).
Legal Obligations: Tax or labor law compliance.

4. Data Sharing

We only share data with:

Service Providers: Payroll processors, cloud hosts, and compliance partners.
Legal Authorities: When required by law (e.g., tax audits).
Affiliates: Recruitment Room Europe and Recruitment Room Americas for regional operations.

We never sell your personal data.

5. Data Security

We safeguard your information through:

Encryption: AES-256 for data transfers and storage.
Access Controls: Role-based permissions for staff.
Audits: Regular security assessments and penetration testing.

6. Cookies & Tracking Technologies

We use cookies to:

Authenticate users and maintain sessions.
Analyze traffic via tools like Google Analytics (opt-out via browser settings).
Deliver targeted ads (opt-out via YourAdChoices).

7. International Data Transfers

Data may be transferred globally, including to the US, EU, and APAC. We ensure compliance via:

Standard Contractual Clauses (SCCs) for EU/UK transfers.
Kenyan Data Protection Act, 2019 for local compliance.

8. Your Rights

Depending on your location, you may:

Access/Correct your data.
Delete or restrict processing.
Withdraw Consent (e.g., opt out of marketing).
Port Data to another provider.

Submit requests via info@recruitmentroom.net. We respond within 30 days.

9. Data Retention

We retain data only as long as necessary:

Clients/Candidates: Until account deletion or 5 years post-contract.
Legal Requirements: Tax records (7+ years as mandated by Kenyan law).

10. Children’s Privacy

Our services are not intended for users under 18. We do not knowingly collect data from minors.

11. Changes to This Policy

We may update this policy periodically. Changes take effect when posted on our website.

12. Contact Us

For questions, requests, or complaints:
Email: info@recruitmentroom.net
Address: Kenya
Data Commissioner of Kenya: Submit complaints via Office of the Data Protection Commissioner (ODPC).

Compliance Statements:

GDPR: EU/UK users have rights under Articles 15–22.
CCPA: California residents can request data disclosure or deletion.
Kenyan Data Protection Act, 2019: Compliant with local regulations.

This policy applies to all Recruitment Room entities, including Recruitment Room Europe and Recruitment Room Americas.