Privacy Policy
Before publishing: five items in square brackets still need filling in — the legal entity name, company number, registered office, ICO registration number, and the privacy contact email. Payment provider, hosting, sub-processors and retention periods are all done. Delete this paragraph once the rest are filled in. This is a working draft, not legal advice; have it checked before it goes live.
Last updated: 30 August 2026
Who we are
RecruiterWP is a WordPress plugin for recruitment agencies, operated by 25Digital, registered office at 25Digital, 2nd Floor, Northgate House, Upper Borough Walls, Bath, BA1 1RG. In this policy, “we”, “us” and “our” mean 25Digital.
We are the data controller for the personal data described in this policy. You can reach us about anything here at [email protected] or through our contact page.
Two different roles, and why it matters
RecruiterWP does two separate things, and data protection law treats them differently.
- This website, and your subscription. When you browse recruiterwp.com, buy a plan, or email us, we decide how your data is handled. We are the controller, and this policy explains what we do.
- The job board running on your own site. When the plugin syncs vacancies from your ATS and takes applications from candidates, that data lives on your WordPress installation and flows to your ATS. You are the controller for it. We are a processor, and only to the limited extent described in Data on your job board below.
In short: candidate data does not come to us. It goes from your ATS to your website and back again.
What we collect, and why
When you buy a subscription
To sell you a licence and keep it running we collect your name, email address, billing address and the details of what you bought. Payments are handled by Stripe, who process your card details directly on their own systems. We never see or store your full card number. We keep a record of each order, its receipt, your licence keys and which sites they are activated on, and the status and renewal date of your subscription.
Our lawful basis is performance of a contract — we cannot supply a licensed plugin without it — and, for the accounting records, legal obligation.
When you contact us
Our contact form collects the details you type into it — typically your name, email address, the company you work for, the system you run, and your message — together with the time it was sent. We use it to answer you and to keep a record of the conversation. Our lawful basis is legitimate interests: replying to someone who has asked us a question.
When you use your account
Your account holds your licence keys and the sites they are activated on, your subscription and next billing date, your order history and receipts, your plugin downloads, and the billing details that appear on those receipts. When a site checks its licence with us, we record the site address and the time of the check, so we can enforce the licence terms and help you when something stops working.
When you simply visit
Our server and our network provider keep short-lived logs containing your IP address, browser user agent, the pages you requested and any errors. These exist to keep the site online and to block abuse. Our lawful basis is legitimate interests in the security and availability of the service.
We do not run Google Analytics, advertising pixels or any third-party tracking on this website.
Cookies
We only set cookies that the site needs in order to work:
- Session and login cookies, set by WordPress, so you stay signed in to your account.
- Cart and checkout cookies, set by our store software, so your purchase survives the trip to the payment page.
- Security cookies, set by our network provider, to tell real visitors from automated abuse.
Because these are strictly necessary to deliver a service you have asked for, they do not require consent. We set no analytics or advertising cookies. You can block or delete cookies in your browser, but the checkout and your account will not work without them.
Who else handles your data
We keep the list of suppliers short, and we only use ones that are contractually bound to protect your data and to act on our instructions.
| Who | What they do |
|---|---|
| Stripe | Takes payments and manages recurring billing |
| Cloudways | Manages the hosting for this website and its database |
| DigitalOcean | Provides the underlying server, located in London |
| Cloudflare | Serves the site and filters malicious traffic |
| Amazon Web Services (SES) | Delivers receipts, licence emails and our replies to you |
We do not sell your personal data, and we do not share it for anyone else’s marketing. We will disclose it if the law requires us to, or to establish or defend a legal claim.
Where your data is held
Our website and database are hosted on servers in London, United Kingdom, managed by Cloudways on DigitalOcean infrastructure.
Several of the suppliers above are headquartered in the United States, and some process or support data outside the UK even where the servers themselves are here. Where personal data is transferred out of the UK, we rely on the UK Government’s adequacy regulations, or on the International Data Transfer Agreement or the UK Addendum to the Standard Contractual Clauses, so your data keeps the protection it has under UK law.
How long we keep it
| What | How long |
|---|---|
| Order and payment records | 7 years, as HMRC requires |
| Your account and licence keys | While your subscription is active, then 12 months |
| Contact form enquiries | 24 months after our last reply |
| Server and security logs | 12 months |
Keeping it safe
The site runs over HTTPS, sits behind a firewall that filters malicious traffic, and is backed up regularly. Access to customer records is limited to the people who need it to run the business. No system is perfect, but if a breach ever affected your rights we would tell you and the ICO within the time the law allows.
Changes to this policy
If we change how we handle your data we will update this page and change the date at the top. Where the change is significant, we will email active subscribers rather than rely on you noticing.