Privacy Policy

Who this policy applies to

In short:Two groups of people pass through Scout: the recruiters who use it, and the candidates they speak with.

Recruiters — the customers who sign up for Scout, conduct intake screens, and receive the resulting outputs. Recruiters are our direct users and have a contractual relationship with us through the Terms of Service.
Candidates — the individuals being interviewed by a recruiter using Scout. Candidates are not Scout users and don’t have Scout accounts. Their information enters Scout because a recruiter is using the service to assist with their screening conversation.

Information we collect

In short:From recruiters: the data needed to run the product. From candidates: only what passes through a recruiter's screening.

From recruiters

Account information. Name, email address, profile photo, and authentication identifiers (provided by you or by the identity provider you sign in with).
Workspace content. Job descriptions, role titles, company names, recruiter notes, candidate names you enter, and any documents (resumes, cover letters, etc.) you upload.
Recordings and transcripts. Audio captured from your device microphone during a screening, and the transcript and structured outputs derived from that audio.
Usage and operational data. Logs of actions taken in the product, counts of screenings created, billing events, and basic device and browser information needed to operate the service securely.
Billing information. Payment details are handled by our payment processor; we receive transaction metadata (plan, amount, status) but not your full card number.

From candidates

When a recruiter uses Scout during a call with you, Scout may capture and process the following:

Audio of the call (your voice and the recruiter’s voice).
A written transcript of the conversation and structured summaries derived from it — a profile of your background, factual coverage of which role topics were discussed, and notes for the recruiter.
Information the recruiter has chosen to provide about you, such as your name, the role you’re being considered for, and any documents the recruiter has uploaded (such as a resume you sent them).

From website visitors (advertising and analytics)

On our public marketing website — the pages you see before signing in — we use advertising and analytics tools to understand how visitors find Scout and to measure the ads we run. This includes the Reddit advertising pixel and Reddit’s server-side Conversions API. Through these we collect:

The marketing pages you visit, your IP address, and basic device and browser information, via advertising/measurement cookies set in your browser.
A signal sent from our servers to Reddit when a new Scout account is created, so we can measure which ads led to sign-ups. This signal is tied to the new account’s sign-up, not to candidates.

These advertising tools run only on our public marketing pages and at account sign-up. They are not used inside the signed-in product or during candidate screening conversations. You can limit this tracking through your browser’s cookie controls, a tracker/ad blocker, or Reddit’s ad-personalization settings; see also your choices and rights below for jurisdiction-specific options.

How we use information

In short:To run Scout, support customers, prevent abuse, and meet our legal duties. Not for AI training. Not for sale.

To provide the Scout service to recruiters and generate the outputs they request.
To operate, secure, support, and improve the service.
To process payments, manage subscriptions, and prevent fraud and abuse.
To comply with legal obligations and enforce our Terms.

How we share information

In short:A small set of subprocessors run the service. We share only what they need; they can't reuse it.

We share information with a small number of service providers (“subprocessors”) that help us operate Scout. They fall into the following categories:

Cloud hosting and infrastructure providers.
Database, authentication, and storage providers.
Speech-to-text providers used to transcribe recorded audio.
AI language model providers used to generate summaries and analyses.
Payment processing providers.
Email delivery providers (for sign-in links and operational notifications).
Error monitoring, logging, and analytics providers used to keep the service reliable.
Advertising and conversion-measurement providers, used only on our public marketing site to measure the ads we run.

Each subprocessor is bound by terms requiring them to protect the data we share, use it only to provide their service to us, and not retain it for their own purposes.

Current subprocessors

The specific service providers we currently use are:

Anthropic — AI language models that generate summaries and analyses from screening and application content.
Deepgram — speech-to-text transcription of recorded audio.
Cartesia and Vapi — text-to-speech and voice-call infrastructure for AI-conducted intake conversations.
Recall.ai — meeting-bot capture when Scout joins a video meeting to take notes.
Cloudflare — storage of uploaded files and recorded audio.
Supabase — database and authentication.
Vercel — application hosting.
Brevo — transactional email (sign-in links, candidate confirmations, and operational notifications).
Stripe — payment processing for recruiter subscriptions.
Reddit — advertising measurement (ad performance and sign-up conversion tracking for ads we run), used only on our public marketing site.

We may add or change subprocessors as the service evolves; when we do, we’ll update this list.

Other situations where we may share

We may also share information when required by law (such as in response to a valid legal request), to protect the rights, property, or safety of users or others, or in connection with a merger, acquisition, financing, or sale of business assets — in which case we will continue to honor the commitments in this policy or notify you of any changes.

How long we keep information

In short:Recordings auto-delete after 90 days. Transcripts stay until a recruiter deletes them or closes their account.

Audio recordings. Retained for a limited operational period after a screening is completed (currently up to 90 days), then automatically deleted from our storage. Recruiters can delete recordings sooner.
Transcripts and structured outputs. Retained in the recruiter’s workspace until the recruiter deletes them, the screening is moved to trash and purged, or the recruiter’s account is closed.
Account and billing records. Retained for as long as the account is active and for a reasonable period afterward to comply with tax, accounting, and legal obligations.
Operational logs. Retained for a short window for security, debugging, and abuse prevention, then aged out.

Security

In short:Encryption in transit and at rest, limited access to production, audit logging.

We protect data in transit with industry-standard encryption (HTTPS/TLS) and at rest within our service providers’ infrastructure. Access to production data is limited to authorized personnel and is logged.

No system is perfectly secure, but we work to apply reasonable, current safeguards appropriate to the sensitivity of the information we handle.

Your choices and rights

In short:Recruiters can edit, delete, export, and close. Candidates should start with the recruiter, then us.

Recruiters

You can access and edit your workspace content at any time from inside Scout. You can delete individual screenings, empty your trash, export your data, or close your account by contacting us at privacy@vantumworks.io. Closing your account will result in the deletion of your workspace content within a reasonable period, except where we’re required to retain certain records.

Candidates

Because Scout is operated on behalf of the recruiter you spoke with, the most direct way to ask about, correct, or delete information about you is to contact that recruiter. You may also write to us at privacy@vantumworks.io and we will work with the recruiter to honor reasonable requests, subject to verification of your identity and the recruiter’s legitimate business interest in retaining the records of their own screening.

Jurisdiction-specific rights (CCPA / GDPR and others)

Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA/CPRA) or the EU/UK General Data Protection Regulation (GDPR), including rights to know, access, delete, correct, restrict, or port your personal information, and to object to certain processing.

To exercise these rights, contact us at privacy@vantumworks.io. We won’t discriminate against you for exercising them.

Children

In short:Scout is for adults. We don't knowingly collect information from anyone under 18.

Scout is a workplace tool not intended for individuals under 18. We don’t knowingly collect information from anyone under 18.

International users

In short:Scout is run from the United States. Data may be processed there and in other countries.

Scout is operated from the United States, and our service providers may store and process information in the United States and other countries. By using the service — or speaking with a recruiter who is using it — you understand that your information may be transferred to and processed in jurisdictions whose data protection laws may differ from those of your home country.

Changes to this policy

In short:We may update this policy. We'll bump the date and notify recruiters of material changes.

We may update this Privacy Policy from time to time. When we do, we’ll revise the Effective Date above and, for material changes, take reasonable steps to notify recruiters — for example, by email or in-product notice.