Privacy Notice

Effective date: September 21, 2026

recruitAbility (“us” or “we”) understands that your privacy is important to you. recruitAbility may process your personal data in our capacity as data controller. We are committed to respecting your privacy and protecting your personal data, which is any information capable of identifying you as an individual. This Privacy Notice describes how we handle and protect personal data in connection with recruitAbility’s recruiting processes and programs, and how our internal business systems handle data from connected third-party services, including QuickBooks Online.

Scope

This Privacy Notice applies to the personal data of job applicants, potential candidates for employment, client contacts, and participants in our recruiting programs and events. It does not apply to our employees or contractors, or to other personal data that recruitAbility collects for other purposes, except as described in the section “Internal systems and QuickBooks Online” below.

As used in this Privacy Notice, “personal data” means information that identifies job applicants and potential candidates for employment with us, whether submitted as part of an online application or through other channels.

We will process your personal data in accordance with this Privacy Notice unless such processing conflicts with the requirements of applicable law, in which case applicable law will prevail.

By submitting your personal data to us, you acknowledge that:

• You have read and understood this Privacy Notice and agree to the use of your personal data as set out here.
• You are not required to provide any requested information to us, but failing to do so may mean we cannot continue your candidacy for the job for which you have applied.
• Your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted related information of an adverse nature. Providing inaccurate information may make you ineligible for employment.

Personal data we collect

The types of personal data we request from you, and the ways we process it, are determined by the requirements of the country in which the position is located, not the country in which you reside. If you apply to more than one location, or the role is available in more than one country, the requirements of all of those countries apply.

We usually collect personal data directly from you when you apply for a role with us, such as your name, address, contact information, work and educational history, achievements, and test results. We may also collect personal data about you from third parties, such as professional recruiting firms, your references, prior employers, recruitAbility employees with whom you have interviewed, and employment background check providers, to the extent permitted by applicable law.

Sensitive personal data is a subset of personal data and includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, and other categories as prescribed by law. We do not seek to obtain and will not collect such data about a candidate unless permitted by applicable law (for example, US equal opportunity monitoring).

Use of your personal data

We collect and use your personal data for legitimate human resources and business management reasons, including:

• identifying and evaluating candidates for potential employment, as well as for future roles that may become available;
• recordkeeping in relation to recruiting and hiring;
• ensuring compliance with legal requirements, including diversity and inclusion requirements and practices;
• conducting criminal history checks as permitted by applicable law;
• protecting our legal rights to the extent authorized or permitted by law; and
• emergency situations where the health or safety of one or more individuals may be endangered.

We may also analyze your personal data, or aggregated or pseudonymized data, to improve our recruitment and hiring process and our ability to attract successful candidates.

We process your personal data for these purposes when we have your consent; when necessary to enter into an employment contract with you; when necessary to comply with a legal obligation; or when necessary for our legitimate interests as an employer.

Data retention

If you accept an offer of employment with us, personal data collected during your pre-employment period becomes part of your personnel records and is retained in accordance with applicable country requirements. If we do not employ you, we may continue to retain and use your personal data for a period of time (which may vary by country) for system administration, to consider you for potential future roles, and to perform research. Thereafter, we retain a minimum amount of personal data to record your recruiting activity with us.

Internal systems and QuickBooks Online

recruitAbility operates an internal business application, rAOS, used only by recruitAbility employees and authorized contractors to run our recruiting, staffing, and finance operations. rAOS is not offered to the public.

rAOS connects to recruitAbility’s own QuickBooks Online account to read customer records and to create and update customers and invoices on recruitAbility’s behalf. It accesses only recruitAbility’s own accounting data and does not access any other QuickBooks Online company.

rAOS is hosted on Microsoft Azure in the United States. QuickBooks Online connection credentials are stored encrypted and are used solely for the functions described above. Access to rAOS requires a recruitAbility Microsoft 365 account, and access to finance functions is restricted by role.

We do not sell, rent, or share data obtained through QuickBooks Online with any third party, other than the service providers that host the application and as required by law.

A recruitAbility administrator can disconnect rAOS from QuickBooks Online at any time, either from within rAOS or from the QuickBooks Online “Connected apps” page. Disconnecting revokes the stored connection credentials.

SMS/text message communications

When you provide your mobile number and consent to receive text messages, recruitAbility may contact you by SMS regarding job opportunities, your application status, interview scheduling, and related recruiting communications.

Message frequency varies. Message and data rates may apply. You may opt out at any time by replying STOP to any message. Reply HELP for assistance, or contact us at sales@therecruitability.com or (512) 744-9073.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Sharing with subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Consent to receive text messages is not a condition of applying for or being considered for any position.

SMS messaging terms

By providing your mobile number and opting in, you consent to receive text messages from recruitAbility regarding job opportunities, application status, interview scheduling, and related recruiting communications.

Message frequency varies based on your application activity and ongoing conversations with our recruiters.

Message and data rates may apply. recruitAbility is not responsible for charges from your mobile carrier.

To opt out, reply STOP to any message. You will receive a single confirmation and no further messages. To rejoin, reply START. For help, reply HELP or contact sales@therecruitability.com.

Carriers are not liable for delayed or undelivered messages.

Supported carriers include AT&T, Verizon Wireless, T-Mobile, Sprint, Boost, U.S. Cellular, MetroPCS, and others. Carrier support may change without notice.

Security

We have implemented generally accepted standards of technical and operational security to protect personal data from loss, misuse, alteration, or destruction. Only authorized personnel of recruitAbility and of our third-party service providers have access to personal data, and they are required to treat this information as confidential. Despite these precautions, we cannot guarantee that unauthorized persons will not obtain access to your personal data.

Your rights

We take reasonable steps to keep your personal data accurate, complete, and up to date for the purposes for which it is collected and used. We have also implemented measures designed to ensure that our processing of your personal data complies with this Privacy Notice and applicable law.

You may have the right to request access to the personal data we have collected about you in order to review, modify, or request deletion of that data. You may have the right to request a copy of your personal data and to have inaccuracies corrected. You may also request that we cease processing your personal data (for example, if you withdraw from our recruiting process), although we may need to retain certain personal data where required or permitted under applicable law.

To help protect your privacy and security, we will take reasonable steps to verify your identity before granting access to your personal data. We will make reasonable attempts to promptly investigate, comply with, or otherwise respond to your requests as required by applicable law. Depending on the circumstances, we may not be permitted to provide access to personal data or otherwise fully comply with your request; for example, where producing your information may reveal the identity of someone else. We reserve the right to charge an appropriate fee for complying with your request where allowed by applicable law, and to deny requests that, in our discretion, are unfounded, excessive, or otherwise unacceptable under applicable law.

Where granted by applicable law, you may have the right to lodge a complaint with a competent data protection authority.

We do not make recruiting or hiring decisions based solely on automated decision-making.

Cookies and other tracking technologies

We may use first-party and third-party cookies, web beacons, pixels, clear gifs, and similar technologies (collectively, “Cookies and Other Tracking Technologies”) to identify you and your interests, to remember your preferences, and to track your use of our websites. We also use these technologies to control access to certain content on our websites, to protect the websites, and to process requests you make of us.

Contact

If you have any questions about this Privacy Notice, please contact us at:

recruitAbility 300 E Highland Mall Blvd, Suite 110 Austin, TX 78752 512-744-9073 sales@therecruitability.com

recruitAbility reserves the right to modify this Privacy Notice. We will post any changes on this page. Please check this page regularly to stay up to date.