ScoutX is operated by [[PLACEHOLDER: registered legal entity name]] (registration number [[PLACEHOLDER: company registration number]]), of [[PLACEHOLDER: registered physical address]] ("ScoutX", "we", "us").
Our Information Officer is [[PLACEHOLDER: Information Officer full name]], reachable at [[PLACEHOLDER: Information Officer email address]].
The Protection of Personal Information Act 4 of 2013 ("POPIA") distinguishes between a responsible party (who decides why and how personal information is processed) and an operator (who processes it on the responsible party's behalf).
If you are a candidate and want to see, correct or delete your information, the fastest route is the agency that holds your profile. You may also contact us (section 11) and we will pass your request to the right agency.
| Who | Information | Source |
|---|---|---|
| Candidates | Name, email, phone, job title, location, industry, skills, years of experience, salary expectations, notice period, work authorisation, remote-work preference, document types and expiry dates, pipeline stage per job, screening-interview transcripts and assessments, and messages sent to you through the platform. Optionally, employment-equity details (race, gender, disability) that the candidate or agency chooses to record. | The agency, or the candidate through the candidate portal |
| Agency staff | Name, work email, role, hashed password, and an audit trail of actions taken in the platform. | The user, or their agency administrator |
| Website visitors | Whatever you type into the contact or demo form. These forms open your own email application with a pre-filled message; nothing is sent to our servers until you send that email. | You |
| Everyone | Technical data needed to run the service, such as IP address in server and security logs. | Your browser |
Special personal information. Employment-equity fields (race, gender, disability) are special personal information under POPIA. They are only recorded where the candidate or the agency provides them, and are used for the agency's employment-equity reporting rather than for matching or ranking candidates.
We do not sell personal information and we do not use candidate information for advertising.
ScoutX uses AI models from Anthropic to help recruiters. Features include drafting job adverts, summarising and parsing CVs, suggesting screening questions, producing a structured assessment of a screening interview, and drafting outreach emails.
If you object to AI processing of your information, tell the agency that holds your profile, or contact us.
We use a small number of service providers to operate ScoutX:
Other than these providers, we only disclose information where the law requires it or with your consent. Within an agency, information is visible only to that agency's users; agencies cannot see each other's data.
The platform database is hosted by Railway in [[PLACEHOLDER: hosting region]]. Anthropic and Resend process information in other countries, including the United States. Where personal information leaves South Africa, we rely on the provider's contractual commitments to protect it to a standard comparable to POPIA (section 72 of POPIA).
Retention periods are the platform defaults and can be adjusted. Erasure by an agency or on request happens immediately and also scrubs copies held in campaign emails and login records.
We protect information with encrypted connections, hashed passwords, role-based access, per-agency data separation, signed session cookies, rate limiting, and an audit trail of changes. No system is perfectly secure. If a breach affecting personal information occurs, we will notify the affected agencies, the Information Regulator and, where required, the individuals concerned, as POPIA requires.
We use one essential cookie (scoutx_session) to keep you signed in, and your browser's local storage for interface preferences. We do not use advertising or analytics cookies.
Under POPIA you may ask to:
Contact our Information Officer at [[PLACEHOLDER: Information Officer email address]]. The Information Regulator can be reached at [email protected] or inforegulator.org.za.
ScoutX is a business tool and is not intended for people under 18.
We will update this policy when our practices change and show the date at the top. For material changes we will notify agency administrators.