1. Who is who
This agreement is between the company that uses Provitude’s hiring tools (“you”, the controller) and Provitude (“we”, the processor). It applies to personal data about candidates, prospects, referees and your team that you add to, or receive through, your hiring workspace (“candidate data”). It forms part of our Terms of use and applies from the first time you use the workspace.
2. What we process and why
- Purpose: to let you recruit — manage applicants and people you source, communicate with them, schedule interviews, collect feedback and report on your hiring.
- People: job applicants, people you add or import, and your hiring team members.
- Data: names, contact details, profile information, applications and assessment results shared with you, notes, tags, scorecards, messages, interview times and pipeline history.
- Duration: while you use the workspace, then deletion as described in section 7.
3. Your instructions
We process candidate data only to provide the workspace and as you instruct through it (for example adding, emailing, exporting or deleting people), unless the law requires otherwise — in which case we tell you first where we legally can. You are responsible for having a lawful basis for the data you add, for telling people how you use it, and for the content of the messages you send.
4. Confidentiality and access
Your workspace is private to your company. Only people you invite can access it, with the role you choose, and you can remove them at any time. Provitude staff have no screen for viewing workspace contents and access them only when needed to keep the service running, investigate abuse or comply with the law; everyone at Provitude is bound by confidentiality.
5. Security
- Notes, scorecard comments, files and the text of emails are encrypted at rest with a key unique to your company, which is itself encrypted with a master key kept outside the database. Details that must be searchable or shown to candidates (such as names, email addresses, task titles, ratings and messages delivered to applicants inside Provitude) are protected by access controls, without this extra per-company layer.
- All traffic uses HTTPS. Private links (interview booking, invitations) are random and only their hashes are stored.
- Every teammate’s access to candidate records is logged, and the owner and admins can see the log.
- The database is backed up daily to private, encrypted storage.
6. Sub-processors
We use these providers to run the service: Amazon Web Services (hosting, storage and backups, United States) and Amazon Simple Email Service (email delivery). When enabled, messages are screened for scams by an AI moderation provider (Anthropic); it never judges candidates. We will give notice of new sub-processors on this page, and you may object. Where data leaves the UK or EEA, we rely on the European Commission’s standard contractual clauses or an equivalent safeguard.
7. Deletion and return
You can export your candidate database as CSV and delete any person at any time. You can set a retention period after which inactive people are deleted automatically. If you close your account, we delete your workspace within 30 days and remove it from backups within a further 35 days, unless the law requires us to keep it.
8. Helping you
We will help you respond to people exercising their rights (for example access or deletion requests), with security, and with data-protection impact assessments where reasonable. We will tell you without undue delay, and within 48 hours of becoming aware, of any personal-data breach affecting your workspace, with the information you need to meet your obligations.
9. Audits
On reasonable request we will provide the information needed to show that we meet these terms. Any on-site audit needs 30 days’ notice, must respect other customers’ confidentiality, and is at your cost.
10. Contact
Questions about this agreement or data protection: hello@provitude.com.