Privacy on Recruit 360 Jobs
Last updated
Recruit 360 Jobs lists vacancies placed by South African recruitment agencies that use Recruit 360. This page says what we do with information about you. It is written to be read, not to cover us. Recruit 360 Jobs is for people of 18 and over.
Who we are
Recruit 360 runs this job board and holds your job-seeker account. For that account we are the responsible party under POPIA — the decisions about it are ours and you deal with us about them. That is different from an agency's own careers page: there, the agency is the responsible party and we only process on its behalf.
What we keep
Only what the service needs: your name, email address and cell number; the CV you upload and the profile our software reads out of it (job titles, employers, dates, skills, education); the searches you save and the alerts you turn on; and the jobs you save and apply to. We keep ordinary technical logs — the page requested, the time, the network address — for security and to keep the service running.
You can browse and search without an account, and we do not build a profile of you before you make one.
If you only gave us an email address
You can ask to hear about new jobs for a search without making a profile. We email a code to the address first, so that only the person reading that inbox can switch the alert on. After that we keep the address, the search itself, when the address was confirmed, when we last wrote to you, and the network address the code was confirmed from — that last one is our record that you asked. Nothing else, and no profile: you are not in any agency’s search, and nobody can look you up.
Every one of those emails carries “Stop emails for this search” and “Stop all job alerts”. Stopping one deletes that search; stopping all deletes the address and everything saved with it. Five searches is the limit on an address without a profile, and an address we have not written to for twelve months is deleted. If you later make a profile with the same address, the searches move onto it.
Job alerts from an agency’s careers page
An agency’s own careers page or website may also offer to email you when it posts a job that matches a search, by email address alone. We email that address a confirmation first, and nothing is sent until you confirm; an address that does not confirm within seven days is deleted. After that we keep the address, the search, which site it came from and when we last wrote to you, for that agency’s jobs only, until you unsubscribe from the link at the foot of any of those emails.
Who can see you
The agencies you apply to or register with. They receive your full details and your CV, and they hold their own copy of it from that moment.
This is the rule for everybody else, and it is what you agreed to when you registered:
Your profile is also shown to other recruitment agencies and employers on Recruit 360 Jobs, and those with authorised access to the board can see your full details so they can contact you about a job. We email you the first time one opens your details, with its name on it. You can limit your profile to the agencies you applied to or registered with, or take it out of searches altogether, at any time in your account.
Until an agency has authorised access to your details, what it finds is a profile without your name, contact details or CV: a job title, an area, years of experience, sectors, skills, a salary band and a notice period — never your email address, your cellphone number, the employers you have worked for or a line of your CV text, which identifies a person on its own. That is how the board works today; if it changes, this notice changes first. An agency that opens your details is named to you in the email we send the first time it does, and you choose on your profile page between “Everyone” and “Only those I applied to or registered with” — or take yourself out of agency searches altogether.
Who else handles it
Running this board takes a few specialist services, and some of them are outside South Africa.
When our software reads your CV, the text of that CV goes to a language-model service in the United States, which reads it and hands back the details. When you type a sentence into the search box, that sentence goes to the same kind of service so we can work out what you mean — on its own, with nothing attached that says who you are. And the words on your profile are turned into a numeric fingerprint by a service in the United States, so that a search can find you by what you do rather than by the exact words you used.
The United States has no general data-protection law like POPIA, so what protects your information there is our agreement with each service rather than that country’s law. Those agreements say the service does not train its own systems on what we send, and does not keep it once the request is answered. Everything else — your account, your CV file, your applications, your saved searches — is stored in South Africa.
And if you accept cookies, Google Analytics measures how the site is used, also from the United States — that one is described under Cookies below, and it is the only one you can switch off.
If we ever add a service that handles your information differently, we will say so here before we do.
What happens when you apply
Applying sends your profile and your CV to that agency. From that moment the agency holds its own copy, under its own privacy terms, and you deal with the agency about that copy — how long it keeps it, what it contacts you about, and how to ask it to delete you. We tell you which agency each application went to on your applications page, so you always know who has what.
How long we keep it
Your account and everything in it stays until you delete it. Deleting your account removes your profile, your CV, your saved jobs and your saved searches from Recruit 360 Jobs. It does not reach into the agencies you already applied to — that copy is theirs, and you ask them directly.
We do not give your information to advertisers or marketing companies. The only people who can see your details are the recruitment agencies and employers described above. Access to the board is a service agencies and employers subscribe to with Recruit 360, so that they can contact you about a job.
What you can do about an agency that has your details
Every agency that has your details is listed on Agencies and my details in your account, with how they came to have them and when. Three things you can do there, and what each one does:
Withdraw an application. Tells that agency you are no longer a candidate for that role. Your application history stays on your account, so you can still see who received your CV and when. It does not delete the copy they took when you applied.
Withdraw your consent from an agency. Their consent record for you is marked withdrawn, they go on their own do-not-contact list, and their compliance process picks the record up. You can also withdraw your consent from the whole board, which stops any agency finding you here at all. It does not delete what they hold. That copy became theirs under their own privacy terms the moment they received it.
Ask an agency to delete what it holds. Raises a deletion request on that agency's own POPIA register, which their compliance team has to answer, and withdraws your consent at the same time. Their administrators are told the moment you ask. We cannot delete it for them, and the law lets them keep placement and fee records — what they may keep, they keep.
Some agencies hold a monthly subscription to the whole database with Recruit 360 instead of opening profiles one at a time. They see the same profiles, and you are still emailed the first time one of them opens your details — with their name on it. There are limits on how many profiles anyone may open in an hour and in a day, and bulk copying is not allowed under their agreement with us.
Your rights
See it. “Download my data” on your profile page gives you one file with everything: your details, the profile we read out of your CV, every application and which agency received it, your saved jobs and searches, your consent record and the log of changes you made. Your CV file itself is the Download button beside it.
Correct it. Your first names, surname, cellphone, town, province and everything under “About you” are yours to edit on your profile page. Your email address changes the same way, with a code sent to the new address first. Your work history, education and languages start out as what we read from your CV, and you edit them directly on the same page. Replacing your CV reads the new one into the parts you have not edited yourself; anything you corrected by hand stays as you left it.
Delete it. One confirmation on your profile page removes your profile, your CV, your saved jobs and your saved searches. As it closes, we email you the list of agencies that received your CV, because each of those copies is theirs and only they can delete it. Two things stay, and nothing personal is in either: a record that an account with that address existed and was deleted, and the bare list of which agency received a CV on which date — that is what lets us answer the one question a deleted account still needs answered, and it is also the list we email you as the account closes.
You can also turn every alert off from any alert email, or from your alerts page. If “Email me new matches” is on, we also compare new adverts against the job title, the province and the pay on your profile and, at most once a day, email you the ones that fit. Each one names the role, the agency advertising it, where it is and what it pays. That comparison is done against our own records, using the fingerprint described above. Switch it off on your profile page, or from the link at the foot of the email. If you think we have handled your information badly, tell us first — most things are quicker to fix that way. You can also complain to the Information Regulator of South Africa, at [email protected] or [email protected], on 010 023 5200 or 0800 017 160, or through the Regulator's own complaints portal; its offices are at Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
Cookies
Three small files of our own, and none of them advertises anything.
One keeps you signed in — without it nothing on your account works, so it is set the moment you sign in.
One remembers, for 30 days and only if you accept it, which job board sent you here, so the agency you apply to can see where you found the job. Decline it and nothing is stored.
One remembers, for a year, which of those two you chose, so we do not ask you again.
Your choice of the light or dark look is kept by your own browser and never reaches us. If you accept cookies, Google Analytics sets its own cookies to measure how the site is used; Google processes that data in the United States under its data-processing terms. Choose “Only essential” and none of that runs. There are no advertising cookies. You can change your answer at any time from “Cookie settings” at the bottom of the page.
Contact
Questions about this board, or about your account, go to [email protected]. That is also the address to write from if you cannot get into your account, or if something about you needs correcting that your profile page will not let you change.
Recruit 360 is a service of Idealweb (Pty) Ltd (registration 2015/054112/07), 87 Marjoram Avenue, Sinoville, Pretoria, 0129. Our Information Officer under POPIA is Louis Coetzee, reachable at the same address; the full company details are on our privacy policy. The terms cover how the board itself works.