Security and privacy

Staffing firms trust us with the most personal documents people have: their work history, contact details and right-to-represent forms. This page explains how we protect them.

Your data, your workspace

• Isolated workspaces. Every request is checked on the server against the signed-in person's membership, and every database query is scoped to their workspace.
• Least privilege by role. Owners, admins, HR, team leads and recruiters each see only what their role and access tier allow. Admins can build custom access tiers, and the server enforces them.
• No staff access by default. Knuckler employees cannot see candidate details. A workspace admin can grant time-limited support access, which is logged and can be revoked at any time.
• The customer is the controller. Your firm decides what is collected and why; we process it only to provide the service, under a data processing agreement.

Protection of data

• Encryption in transit (TLS) and at rest. Mailbox credentials and other secrets are sealed again by the application with AES-256-GCM.
• Backups: daily database backups and point-in-time recovery.
• AI use: resumes are built only from the candidate's own profile. Customer data sent to our AI provider is used to produce the output and is not used to train models.
• Secure development: every release passes an automated test suite, including tenant-isolation and permission tests, before it is deployed.

Accountability

• Signed audit log. Sign-ins, invitations, permission changes, exports, erasures and other sensitive actions are recorded. Each entry is signed when written, and each day is sealed into a hash chain and archived to a separate, retention-protected store, so any change or deletion can be detected.
• Access reviews. Workspace admins confirm who has access every quarter, and so do we for our own administrators. Every Knuckler administrator uses multi-factor authentication.
• Incident response. Suspected incidents are logged and tracked to closure. If personal data is affected, we notify affected customers without undue delay so they can meet their own obligations.

Privacy rights, built in

Workspace admins can answer requests from candidates and contacts directly in the product:

• Access and portability: export everything held about a candidate as one file.
• Erasure: delete a candidate's profile, resumes, files, messages and portal access, and receive an erasure certificate. Business records such as submissions are kept without the person's details.
• Restriction: pause all processing of a person's data while keeping it.
• Lawful basis and consent: record why each candidate's data is held and how consent was obtained.
• Request log: track every request against its 30-day deadline.
• Retention: set how long archived candidates, resumes and messages are kept. Notifications, email copies and caches are deleted automatically.

Signed-in users can download their own account data and request account deletion from Settings.

Compliance

We design our controls around the AICPA Trust Services Criteria (SOC 2) and the GDPR, and keep written policies for information security, access control, change management, incident response, business continuity, vendor management and data retention. For our current compliance status, a data processing agreement, or a security questionnaire, contact us through your Knuckler representative or request access.

See the list of subprocessors we use to run the service.

Reporting a vulnerability

If you believe you have found a security issue, please tell us through your Knuckler contact or the request form, marked "Security". Please do not access other customers' data or disrupt the service while testing.