Privacy policy

1. Who We Are

Magnate Software Ltd (“Magnate”, “we”, “us”, or “our”) provides software that helps recruiters and hiring teams automate interview scheduling and related email communication.

We act as a data controller for information relating to our users, and as a data processor for candidate data processed on behalf of our users.

If you have any questions about this Privacy Policy or our data practices, you can contact us at:
Email: hello@magnatesoftware.com

2. Information We Collect

2.1 Information About Users (Recruiters / Customers)

We collect and process the following information about users:

• Email address and basic account information

• OAuth access tokens for Google and/or Microsoft accounts

• Selected email messages provided by the user for product configuration and personalization

• Calendar access permissions to schedule, modify, or manage interviews on the user’s behalf

Email data used for onboarding or personalization is:

• explicitly selected by the user

• encrypted

• used only to support the functionality of the product

2.2 Information About Candidates

When users use Magnate to schedule interviews, we may process limited candidate data, even if the candidate does not interact directly with Magnate.

This includes:

• Candidate name

• Candidate email address

• Job title or role (where available)

Candidate CVs may be processed to extract limited metadata, but CV content is not stored. Any additional personal information contained within a CV (such as health, visa, or demographic data) is not retained or processed by Magnate.

3. How We Collect Information

We collect information through:

• OAuth authentication (Google, Microsoft)

• APIs and webhooks

• User-initiated workflows (such as triggering an interview scheduling flow)

• Automated responses received after a user initiates communication with a candidate

We do not collect data passively or without user initiation.

4. How We Use Information

We use personal data strictly to operate and improve the Magnate service, including to:

• Coordinate and schedule interviews

• Parse and extract availability and scheduling details

• Generate and send automated email responses to candidates

• Maintain account security and system integrity

• Personalize automated communications based on user-provided examples

We do not collect or process personal data for advertising or unrelated marketing purposes.

5. Automated Decision-Making

Magnate uses automated systems to send email replies to candidates as part of interview scheduling workflows. These responses are generated automatically and are not reviewed by a human before sending. Users acknowledge and accept this functionality when enabling automated workflows.

6. Use of Artificial Intelligence

Magnate uses large language models (LLMs) provided by a third-party provider to:

• Parse emails and messages

• Extract structured scheduling information

• Generate automated email responses

Only the data necessary to perform these tasks is sent to the AI provider. Third-party AI providers do not retain, store, or use this data for training their own models.

Users may optionally provide example messages they have previously sent to personalize automated responses. These examples are used solely to improve output quality for that user.

7. Data Storage and Security

• All data is stored on encrypted servers hosted within the European Union

• Data is encrypted both in transit and at rest

• Access to production systems is restricted to authorized personnel only

Currently, access to production data is limited to a small number of engineers for operational purposes.

8. Data Retention

Personal data is retained for as long as necessary to provide the service.

At present:

• User and workflow data is retained indefinitely unless deleted

• Users may request deletion of their data at any time

If Magnate ceases operations or abandons a project, all stored personal data will be deleted.

9. Data Deletion and User Rights

Under applicable data protection laws, users have the right to:

• Access their personal data

• Request correction of inaccurate data

• Request deletion of their data

• Object to or restrict certain processing

Deletion requests can be fulfilled fully upon request.

Candidates wishing to exercise their rights should contact the recruiter or organization that used Magnate to process their data.

10. Sharing of Data

We do not sell personal data.

We may share data only with:

• Infrastructure and cloud service providers

• AI service providers used solely to operate the service

All such providers are engaged under appropriate data protection obligations.

11. International Data Transfers

All primary data storage occurs within the European Union. Where limited data processing by third-party services occurs outside the EU, appropriate safeguards are in place.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated” date.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact:
hello@magnatesoftware.com