Last updated: October 18, 2026
TaskCapture, Inc., a Delaware corporation, and its affiliates, if any ("the Company," "we," "us", or "our"), collect, store, and process personal data about job applicants whenever we recruit. This notice explains how. We are committed to being open about how we collect and use applicant data, and to meeting our data protection obligations under applicable privacy laws in the United Kingdom (UK), Canada, and the United States (US).
Who This Notice Covers
This Privacy Notice governs how we process your personal information when you apply for a job with us, whether you apply through our website, by email or through a job board. We process your personal information to take steps before entering into a contract with you, for our legitimate interest in recruiting, and with your consent for optional items, as described below.
If you apply through a third-party job site or similar online application partner, we are not responsible for how that third party handles your personal information; its own privacy policy governs that handling. We encourage you to read the privacy policy of any third-party website you use before applying through it.
What We Collect and Why
We collect and process some or all of the information described below so that we can run recruitment, assess and confirm whether candidates are suitable for employment, and decide whom to offer a job.
In particular, we use it to:
Consider your application for the role you applied for.
Consider you for other roles as we fill the Company's job openings.
Keep in touch with you about the recruitment process.
Carry out our obligations and exercise specific rights relating to employment.
Respond to and defend against legal claims.
Information You Give Us
We collect the following directly from you:
What you provide when you apply for a role, whether through our website, by email or through a job board, and at interviews.
In particular, personal details such as your name, email address, address, telephone number, qualifications, experience, employment history and skills. If you are interviewed by video, this may include video recordings.
We do not ask for diversity information, such as ethnic origin, sexual orientation, or religion or belief.
Whether you have a disability for which the Company needs to make reasonable adjustments or provide accommodations during recruitment.
Correspondence: if you contact us, we may keep a record of it.
A record of how you progress through any hiring process we run.
Information From Other Sources
Someone who recommends you as a candidate, whether for a specific opening or for our business more generally, may give us information about you.
At offer stage, and only with your consent, we may collect information from the employment references you give us and from background checks.
Automated Tools and Profiling
We do not use automated screening. People at TaskCapture review every application and make every hiring decision.
Who We Share It With
Service providers. Third-party service providers help us manage and administer recruitment, including the provider that hosts our online application system. They process your information only on our behalf, to provide services to us. Our current service providers are website hosting (Vercel), database (Supabase) and email (MXroute). We may add providers and will update this notice when we do.
Whenever we share your information with these providers, we make sure they use it only in line with our instructions or as otherwise required by law.
Job boards. If you applied through a job board, we may share the status of your application with that job board. As noted above, we are not responsible for how they handle that information once we have shared it.
Background checks. At offer stage, and only with your consent, we may share your personal information with background-check providers. Apart from our service providers listed above and application-status information shared with job boards, we do not share your recruitment information with other third parties.
How We Protect and Keep Your Information
Security
We take the security of your data seriously. Your data is encrypted in transit and at rest through our hosting and database providers, and only staff who need it for recruitment can access it.
Only staff who strictly need access for recruitment purposes will access your information. That means members of the HR and recruitment team, interviewers involved in the process, managers in the business area with the vacancy, and IT staff where access is necessary for their role.
We will notify you and any applicable regulator of a data security breach where legally required.
Where Your Information Is Stored
We store your information in the United States with the service providers listed above. Where the law requires, we use Standard Contractual Clauses, or the UK equivalent, for transfers.
Once your personal information is transferred outside your region, the laws of that foreign jurisdiction may apply to it, including laws that permit or require disclosure to that jurisdiction's government, government agencies, courts and law enforcement.
Retention
We keep your information only for as long as we need it for the purposes we collected it for.
If your application is unsuccessful, the Company will keep your data on file for 12 months after the relevant recruitment process ends. If you agree, we keep it for a further 6 months in case other roles come up. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. See 'Your Rights and Choices' below for how to withdraw consent.
If your application is successful, the personal data gathered during recruitment will move to your Human Resources file and be retained during your employment in accordance with applicable law.
Your Rights and Choices
Access and Correction
If you think the personal information we hold about you is inaccurate or out of date, you can ask us to correct it by writing to us at the details under 'Contact Us' below. You can also write to us to ask for access to, and a copy of, the personal information we hold about you.
Before we respond, we may need to verify your identity or ask for more information. Sometimes our legal obligations prevent us from granting an access or correction request; if that happens, we will tell you why in writing.
Withdrawing Consent
You have no legal obligation to give us your personal information during recruitment. If you choose not to, though, we may be unable to process your application properly, or at all.
To withdraw your consent to the Company keeping your information for longer than 12 months after an unsuccessful application, write to us using the details under 'Contact Us' below.
Depending on where you live, you may withdraw your consent to the collection, use or disclosure of your personal information at any time by contacting us directly. Withdrawing consent will, however, affect our ability to process your application or consider you for a position.
Extra Rights in Some Regions
Where you live may give you further privacy rights, described below. To use them, contact us using the details under 'Contact Us' below.
United States (US)
US residents of certain states have specific additional rights under applicable laws.
California residents have the right to:
Know what personal data we collect, use, share, or sell.
Request the deletion of your personal information.
Opt-out of the sale or sharing of personal data.
Similar rights may apply under state laws in Colorado, Virginia, Connecticut, and Utah.
European Economic Area (EEA) and United Kingdom (UK)
Under the GDPR and UK GDPR, we rely on these legal bases:
Steps before a contract: Assessing your application and, at offer stage, pre-employment checks.
Legitimate Interests: Running recruitment and evaluating candidates.
Consent: For optional items, such as keeping your application for a further 6 months, and references and background checks.
If you are located in the UK or EEA, you have additional rights under the General Data Protection Regulation (GDPR) or UK GDPR:
Deletion and restriction: You may request deletion of, or restrictions on the processing of, your personal information where it is no longer necessary, subject to certain exceptions.
Objection: You may object to the processing of your data where we rely on legitimate interests as the legal basis for processing.
Data portability: You may request a copy of your personal information in a structured, commonly used, and machine-readable format.
Data Protection Officer: While we may not be required to appoint a Data Protection Officer, you can contact us with any data protection inquiries at contact@taskcapture.ai
Complaints: You have the right to lodge a complaint with your local data protection authority if you believe we have violated applicable data protection laws.
Quebec
If you are located in Quebec, you may exercise the following additional rights:
Deletion and restriction: Request deletion of, or restrictions on the processing of, your personal information where it is no longer necessary, subject to certain exceptions.
Data portability: You may request a copy of your personal information in a structured, commonly used, and machine-readable format.
Changes to This Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, or for other operational, legal or regulatory reasons. If we make significant changes, we will update the date at the top of this notice and, where required, let you know in other ways as well (for example, by email).
Contact Us
TaskCapture, Inc., a Delaware corporation
2261 Market Street #4000, San Francisco, CA 94114
Send any questions, comments or requests about this Privacy Notice to contact@taskcapture.ai
Please reach out to us directly if you have any concerns regarding our handling of your information and we will do our best to resolve them. If you believe we have not complied with your data protection rights, you can also complain to the relevant regulatory authority:
UK: Information Commissioner's Office (ICO).
Canada: Office of the Privacy Commissioner of Canada or equivalent provincial regulators in Alberta, Quebec, or British Columbia (as applicable).
US: Applicable state privacy authority.