Privacy Policy
Effective April 28, 2026
Scout is a service operated by Vantum Works LLC ("Vantum", "we", "us"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. If you have questions, contact us at privacy@vantumworks.io.
Who this policy applies to
This policy covers two groups of people whose information passes through Scout:
- 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 do not have Scout accounts. Their information enters Scout because a recruiter is using the service to assist with their screening conversation.
Information we collect
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 that transcript (such as a profile of your background, fit assessment for the role, and notes for the recruiter).
- Information the recruiter has chosen to provide about you, such as your name, the role you are being considered for, and any documents the recruiter has uploaded (such as a resume you sent them).
Your recruiter is responsible for telling you that the call is being recorded and for obtaining your consent as required by the laws that apply to your conversation. Scout does not contact candidates directly; the recruiter is your point of contact for the screening and for any questions about how your information is being used.
How we use information
- To provide the Scout service to recruiters and to 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.
We do not sell personal information. We do not use the contents of your screenings (audio, transcripts, candidate information, or recruiter notes) to train general-purpose AI models, and our service providers are contractually prohibited from doing so with data we send them.
How we share information
We share information with a small number of service providers ("subprocessors") that help us operate Scout. These 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.
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.
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
- 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
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
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 are 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
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 will not discriminate against you for exercising these rights.
Children
Scout is a workplace tool not intended for individuals under 18. We do not knowingly collect information from anyone under 18.
International users
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 the service, 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
We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date above and, for material changes, take reasonable steps to notify recruiters (for example, by email or in-product notice).
Contact us
Vantum Works LLC
Covina, California, USA
Email: privacy@vantumworks.io