Data handling
AI Connector for JobAdder reads and writes JobAdder through the JobAdder API as your JobAdder user. It sees only what your user can see, and it does not keep copies of your records.
What the tools return
Results go to the AI app you connected and are handled under your agreement with its provider (Anthropic for Claude, OpenAI for ChatGPT). Text written in JobAdder, such as notes and resumes, is marked as quoted content so the AI app does not treat it as instructions.
| Group | Tools | Returns |
|---|---|---|
| Search and fetch | search, fetch | Short results (type, name or title, status, role, company, location, last update) and one-record dossiers. Search snippets leave out email addresses and phone numbers. |
| Records | get_record, search_candidates, search_jobs, search_applications, search_placements, search_companies, search_contacts, search_opportunities, list_job_ads, get_job_pipeline | Compact record summaries: names, statuses, owners, dates, contact details needed for recruiting work, and links to the records. Placement pay and fee details only on request. |
| Resumes | get_candidate_resume | Text extracted from a candidate's resume, formatted resume or cover letter, cut to a size limit. |
| Activity | list_notes, list_agenda, get_recent_changes, find_stale_records | Notes, interviews, calendar events and tasks, and lists of recently changed or inactive records. |
| Insights | get_pipeline_summary, get_daily_briefing | Counts and short lists for a period or a day (jobs, interviews, placements, tasks, applications). |
| Reference data | get_jobadder_context, lookup_reference_data, list_folders | Your JobAdder user and account, statuses, users, categories, locations and similar lists, and folders. |
| Changes | add_note, create_* and update_* tools, set_status, schedule_event, create_task, update_task, add_candidates_to_job, add_to_folder | Confirmation of the change with the record id and link. Only available when you allow changes and your administrator has not locked the connector. No tool deletes or removes anything in JobAdder. |
| Automations | list_automations, preview_automation, create_automation, update_automation, run_automation_now | Your automations, their schedules, destinations (masked) and recent runs, and report previews. Automations are deleted in the dashboard, not from chat. |
| API access | describe_jobadder_api, jobadder_api_get | Descriptions of JobAdder API read (GET) operations, and raw read-only API responses with sensitive fields removed. An administrator can turn the raw API tool off. |
Fields withheld by default
Dates of birth, emergency contacts and phone numbers, social profile links, additional email addresses, application screening answers, and custom fields are not returned unless a JobAdder administrator of your account allows sensitive fields or lists the custom fields to share, in the dashboard's admin settings.
What we store
| Data | Details | Kept for |
|---|---|---|
| Your JobAdder identity | JobAdder user id, name, email address, account name, time zone and whether you are a JobAdder administrator. | Until you delete your data or the connection is removed. |
| JobAdder tokens | The access and refresh tokens JobAdder issues for your connection, encrypted with AES-256-GCM. | Until you delete your data; replaced on every refresh. |
| AI app authorizations | Which AI app you connected, the permissions you approved, and hashes of the tokens issued to it. | Until revoked or expired, then 30 days. |
| Dashboard sessions | A hash of the session cookie. | 12 hours. |
| Automations and destinations | Automation settings; destination email addresses and Slack webhook URLs, encrypted and shown masked. | Until you delete them or your data. |
| Automation run previews | A short preview of each report, so you can see what was sent. | 7 days. |
| Automation run records | Status, timings, error codes and request counts for each run (no report content after 7 days). | 90 days. |
| JobAdder webhook events | Event ids and the ids of the records involved, used to trigger alerts once. No record content. | 7 days. |
| Audit log | Who used which tool or setting and when, the outcome, record ids, names of changed fields and a keyed hash of the arguments. No record content or values. | 12 months. |
| Error records | Failed tool calls, sign-ins and website CVs: the tool, sign-in step or intake, our error code, the HTTP status, the request id, and your account, user and AI app ids (for a website CV, the account and the intake only). No arguments, messages, form text or record content. | 30 days. |
| Website CV intakes | For an organization that connects its website's CV form: the intake's name and settings, its secret (encrypted), the JobAdder user it acts as, and, when AI summaries of CVs are on, who at the organization approved them and when. | Until an operator deletes it, or your JobAdder account's last user deletes their data. |
| Website CV submissions | For each CV a website sends: the candidate's name as entered on the form, the JobAdder record ids, the steps completed and any error codes, and a keyed hash of the form and file. Follow-up answers are kept encrypted only while the CV is being added. Never the CV, its text, the candidate's email address or phone number, or an AI summary. | 30 days. |
| Short-lived caches | Reference lists such as statuses and users, kept briefly to reduce JobAdder requests. | Up to 6 hours. |
We do not store your chats, candidate records, resumes or notes. Automation emails and Slack messages are sent through our email provider or Slack and are not kept beyond the 7-day preview.
AI summaries in automations
When an automation uses an AI summary (only if the service has it configured, your administrator allows it and the automation asks for it), the report content is sent to Anthropic's API to write the summary. Under Anthropic's commercial terms, API data is not used to train models. Without AI summaries, no automation content leaves our service except to your destinations.
Website CVs
If your organization connects its website's CV form, each CV goes from the website through the service to your JobAdder account, as the JobAdder user the intake acts as. The file is checked to be a PDF or Word document of at most 4 MB, and Word files with macros are refused, but it is not scanned for malware. A CV whose email address matches a candidate already in JobAdder is added to that record without changing its details, with a note saying that the sender was not verified.
AI summaries of website CVs are off by default. Only our operators can turn them on for a website, after your organization approves it in writing and confirms that the privacy notice on its CV form covers it, and only CVs sent after the candidate agreed to that notice are summarised, once each and only once the candidate is found or added in JobAdder. The CV and the candidate's name, role and availability then go to Anthropic's API; a PDF is first read separately, with limits on memory and time. The summary becomes a note labelled as AI-extracted and advisory, never a change to the candidate's details, and we do not keep it.
Waitlist
If you join the waitlist on our website, we keep your name and email address and, if you give them, your company, role, team size and AI assistant. We use them only to decide when to invite you and to contact you about access. We delete them 12 months after your last sign-up, or sooner if you ask at support@example.com. We do not share them or use them for advertising, and we do not keep your IP address with them.
Deleting your data
In the dashboard, open Account and choose Disconnect and delete my data. This immediately:
- revokes every AI app's access, so their tokens stop working;
- deletes your automations, their runs and your destinations;
- deletes your dashboard sessions, your JobAdder connection and tokens, and your user record;
- turns off any website CV intake that acts as you; an operator can give it to a colleague or delete it;
- deletes your JobAdder account's settings, webhook registration, usage counters and website CV intakes when you were its last connected user.
Audit log entries are kept until they are 12 months old, and error records until they are 30 days old, and then deleted. Also remove the connector in your AI app's settings. To delete data for a whole JobAdder account, or for help, email support@example.com.
See also the privacy policy, security and subprocessors.