Screendocs

Privacy Policy & Data Protection

Last updated: August 2026

1. Scope & Global Compliance Commitment

Screendocs ("we", "us", or "our") is committed to protecting the privacy, confidentiality, and integrity of personal data processed across our AI-powered candidate screening platform. We adhere to internationally recognized data protection principles, including the European Union and United Kingdom General Data Protection Regulation (EU/UK GDPR), the Kenya Data Protection Act, 2019, the California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA), and global recruitment privacy standards.

2. Roles: Data Controller vs. Data Processor

To provide clarity under global data privacy regulations:

  • Hiring Organizations / Employers (Data Controllers): When recruiters or hiring teams upload candidate resumes, create job postings, or collect job applications, the hiring organization determines the purpose and legal basis for candidate data collection.
  • Screendocs (Data Processor): Screendocs processes candidate resume data strictly on behalf of and according to the instructions of the hiring organization to provide AI evaluations, extraction, and candidate management tools.
  • Direct Users & Job Seekers: For user accounts, billing, and the direct B2C CV Coach service, Screendocs acts as the Data Controller.

3. Information We Collect & Process

We collect and process the following categories of information:

  • Account & Billing Information: User names, corporate email addresses, encrypted password hashes, and secure payment processor tokens (we do not store raw credit card or bank account numbers).
  • Candidate Application Data: Full name, contact information, work history, education, skills, career achievements, and resume documents (PDF, DOCX) uploaded by applicants or recruiters.
  • Screening & Evaluation Data: Automated scorecards, qualification matches, detected strengths, red flags, career timeline analyses, and interview recommendations generated via our screening sub-processors.
  • Technical Telemetry: IP addresses, session cookies, rate-limiting tokens, error logs, and performance metrics.

4. Candidate Data Retention & Automated Lifecycle Schedule

In strict adherence to the international principle of storage limitation (data must not be retained longer than necessary for recruitment purposes), Screendocs enforces a transparent 3-tier automated lifecycle:

Stage 1: Bulk ZIP Upload Archives — Immediate Deletion

Raw compressed archive files (.zip) uploaded in bulk are automatically permanently deleted from cloud storage immediately once individual candidate documents are extracted.

Stage 2: Original Binary Resume Files (PDF/DOCX) — 180-Day Retention

Original resume files (PDF and Word documents) are securely retained in encrypted cloud storage for 180 days (6 months) from the upload date to facilitate active interview screening, after which they are automatically purged.

Stage 3: Candidate Records & AI Evaluations — 365-Day Retention

Structured candidate scorecards, extracted work history, timeline analyses, and recruiter notes are retained in your workspace for 365 days (1 year) from candidate ingestion, after which applicant personal data is permanently deleted in accordance with global recruitment data protection standards.

5. Security & Infrastructure Safeguards

We implement comprehensive technical and organizational measures (TOMs) to safeguard personal data:

  • Encryption: All data in transit is encrypted using TLS/HTTPS. All files and database instances are encrypted at rest using industry-standard encryption standards.
  • Tenant Isolation: Workspaces enforce strict logical multi-tenant database isolation.
  • Screening Privacy: Resume text submitted for automated screening is processed ephemerally by our sub-processors and is not used to train any third-party AI models.
  • Sub-Processors: We partner with SOC2/ISO27001-certified infrastructure providers for cloud hosting, database and object storage, automated document screening, PCI-DSS Level 1 payment processing, and transactional email delivery. A current list of sub-processors is available on request at privacy@screendocs.net.

6. Data Subject Rights

Regardless of your geographical location, candidates and users enjoy comprehensive rights over their personal data:

  • Right to Access & Portability: Request a copy of all personal data held about you.
  • Right to Rectification: Request correction of inaccurate or incomplete information.
  • Right to Erasure ("Right to be Forgotten"): Request the immediate deletion of your candidate profile or account data prior to the 180/365-day lifecycle schedule.
  • Right to Restriction & Objection: Object to or restrict specific processing operations.

To exercise any of these rights, contact your prospective employer directly (as Data Controller) or email our Data Protection team at privacy@screendocs.net.

7. Contact Information

For privacy inquiries, regulatory notices, or data subject requests, please contact:

Screendocs Data Protection Office
Email: privacy@screendocs.net