Your information. Handled responsibly.

Effective: 16 October 2026

1. Who we are

Illuvio Solutions provides recruitment software and related services. For personal information we collect for our own business purposes, Illuvio Solutions acts as the responsible party. Where a customer uses Illuvio to manage candidates and recruitment, that customer may be the responsible party and Illuvio may process information on its behalf as an operator.

2. Information we collect

Depending on how you interact with us, we may collect names, contact details, company and role information, demo enquiries, account and authentication information, recruitment and candidate information, CVs and supporting documents, application history, communications, interview and workflow records, technical/security logs, and information you choose to provide to us.

3. How we use personal information

We process personal information only for legitimate and defined purposes, including responding to enquiries and demo requests, providing and securing the Illuvio service, managing accounts and subscriptions, supporting recruitment workflows, communicating about applications, improving service reliability, preventing abuse, complying with legal obligations and establishing or defending legal rights.

4. Recruitment and candidate information

Illuvio is designed to support recruitment decisions, not replace human judgement. Customers may use the platform to store candidate profiles, CVs, applications, assessments, notes, communications and matching information. Where automated analysis or matching is used, it is intended as decision support for authorised recruitment users. Candidates should contact the organisation responsible for the vacancy where their request concerns that organisation’s recruitment records.

5. Sharing and service providers

We do not sell personal information. Information may be shared with authorised customer users and with service providers that help us operate hosting, email, communications, payment, security, support and related infrastructure, where necessary and subject to appropriate safeguards. We may also disclose information where required by law or to protect legal rights and system security.

6. Cross-border processing

Some service providers may process information outside South Africa. Where cross-border processing occurs, we take reasonable steps to ensure that appropriate legal and contractual safeguards apply in accordance with applicable data-protection requirements.

7. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, contractual and operational requirements, legitimate record-keeping needs, or applicable law. Customer-controlled recruitment records may be subject to the customer’s own retention settings and policies. Information that is no longer required should be securely deleted or de-identified where appropriate.

8. Security

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. These measures include access controls, encrypted connections, restricted administrative access, security monitoring, backups and infrastructure hardening. No internet-connected service can guarantee absolute security.

9. Your rights

Subject to applicable law, you may ask whether we hold personal information about you, request access to or correction of that information, object to certain processing, request deletion where legally appropriate, or withdraw consent where processing relies on consent. We may need to verify your identity before acting on a request.

10. Cookies and technical data

Our services may use essential cookies and similar technologies required for authentication, security and core functionality. We may also process IP addresses, browser information and request logs for security, troubleshooting and service operation. If optional analytics or marketing technologies are introduced, this policy and any required consent controls should be updated accordingly.

11. Children

Illuvio is not intended for use by children acting independently. Customers are responsible for ensuring that any recruitment-related processing involving children is lawful and that required consent or authorisation is obtained.

12. Changes to this policy

We may update this Privacy Policy as our services, providers or legal obligations change. The effective date at the top of this page indicates the latest published version.

13. Privacy requests and complaints

For privacy questions or requests relating directly to Illuvio Solutions, please use our Contact page and state that your message is a privacy request. If your request concerns a vacancy or candidate record controlled by one of our customers, contact that organisation first. You also have the right to approach South Africa’s Information Regulator where applicable.