Refchecks

Privacy Policy

Last updated: January 20, 2026

1. Introduction

Refchecks ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our reference checking platform.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, and password when you create an account.
  • Organization Information: Company name and domain when you create or join an organization.
  • Reference Data: Information about candidates, referees, and reference responses submitted through our platform.

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, and actions taken within the platform.
  • Device Information: IP address, browser type, and operating system.
  • Cookies: We use cookies for authentication and to remember your preferences.

3. How We Use Your Information

We use your information to:

  • Provide and maintain our reference checking service
  • Process and manage reference requests
  • Communicate with you about your account and our services
  • Improve and optimize our platform
  • Detect and prevent fraud
  • Comply with legal obligations

4. Data Sharing

We may share your information with:

  • Within Organizations: Information is shared with authorized users within your organization.
  • Service Providers: Third-party vendors who help us operate our platform (e.g., hosting, email delivery).
  • Legal Requirements: When required by law or to protect our rights.

We do not sell your personal information to third parties.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Reference data may be retained in anonymized form for fraud detection purposes even after account deletion.

6. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the right to:

  • Access: Request a copy of your personal data.
  • Rectification: Correct inaccurate personal data.
  • Erasure: Request deletion of your personal data (right to be forgotten).
  • Portability: Receive your data in a machine-readable format.
  • Objection: Object to processing of your personal data.

To exercise these rights, visit your account settings or contact us at privacy@refchecks.com.

7. Data Security

We implement appropriate technical and organizational measures to protect your data, including encryption in transit and at rest, access controls, and regular security assessments.

8. International Transfers

Your data may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers.

9. Children's Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at:

  • Email: privacy@refchecks.com
  • Data Protection Officer: dpo@refchecks.com