1. Who we are
This Privacy Policy explains how RecLabs Ltd (“RecLabs”, “we”, “us” or “our”) collects, uses and protects personal data when you visit our website at reclabs.ai (our “Site”), sign up to our communications, access our product demonstrations, or are contacted by us as part of our business development.
RecLabs Ltd is a company registered in England and Wales under company number 17327528, whose registered office is at 521 Cambridge Heath Road, London E2 9FS. For the purposes of UK data protection law, RecLabs is the data controller of the personal data described in this policy.
We are registered with the Information Commissioner's Office (ICO) under registration number C1988975.
If you have any questions about this policy or how we handle your data, contact us at legal@reclabs.ai.
2. The law we work to
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR). This policy sets out the “privacy information” we are required to give you under Articles 13 and 14 of the UK GDPR.
3. The personal data we collect
Depending on how you interact with us, we may collect and process the following:
- Newsletter and updates — your email address (and name, where provided) when you subscribe.
- Enquiries — your name, email address, company and the contents of your message when you contact us.
- Product demonstrations (Lars) — any information you submit when accessing a demonstration. Our demonstration environments are intended for synthetic or sample data only, and you should not upload personal data relating to real individuals (see section 7).
- Technical and usage data, including your IP address, device and browser type, operating system, referring pages, the pages you view, and how you interact with our Site.
- This data is collected through cookies and similar tracking technologies, including third-party analytics, advertising and visitor-identification tools (see sections 5 and 6).
- Visitor identification — through a third-party website-visitor identification service (see section 6), we may receive identifying information about visitors to our Site.
- Business development / prospecting — where we identify organisations and professionals who may benefit from our services, we obtain business contact information (such as name, job title, employer, business email address and LinkedIn profile) from public sources and third-party data providers (see section 8).
We do not intentionally collect special category data (such as data about health, ethnicity or beliefs), and we ask that you do not submit it to us.
4. How and why we use your data, and our lawful bases
Under UK GDPR we must have a lawful basis for each use of your personal data. Our uses and bases are:
Where we rely on legitimate interests, we have carried out a balancing assessment to ensure our interests are not overridden by your rights, and you have the right to object (see section 10).
5. Cookies and tracking technologies
Our Site uses cookies and similar technologies. Non-essential cookies — including those used for analytics, advertising and visitor identification — are only set after you have given consent through our cookie banner, and you can change or withdraw your choices at any time. Strictly necessary cookies, which are required for the Site to function, do not require consent.
The non-essential technologies we use include:
- Google Analytics (GA4) — website analytics provided by Google.
- LinkedIn Insight Tag — advertising and conversion measurement provided by LinkedIn.
- RB2B — website-visitor identification (see section 6).
Full details of the specific cookies we use are set out in our Cookie Policy.
6. Website-visitor identification (RB2B)
We use RB2B, a third-party service, to help us understand which organisations and, in some cases, which individuals visit our Site, so that we can follow up where there may be genuine interest in our services.
You should be aware that:
- For visitors identified as being outside the US (including the UK and EU), RB2B provides organisation-level information only and does not identify you as an individual.
- Person-level identification (such as name, LinkedIn profile and business email) is applied by RB2B only to US-based visitors.
- This processing relies on your consent via our cookie banner, together with our legitimate interests.
If you would prefer not to be included in this identification network, you can opt out directly with the provider at app.retention.com/optout, and you can decline the relevant cookies via our banner.
7. Product demonstrations
Where we make demonstration or evaluation access to our products (including Lars) available, those environments are intended for synthetic or sample data only. You must not upload or input personal data relating to real individuals (including candidate data) unless we have expressly agreed this with you in writing. Any data submitted to a demonstration environment is held only for as long as needed to run the demonstration and is then deleted (see section 11).
8. Business development and prospecting
As a B2B business, we identify and contact organisations and professionals — typically at recruitment and staffing agencies — who we believe may benefit from our services. To do this, we process business contact information (name, job title, employer, business email address and LinkedIn profile) obtained from public sources and third-party data providers.
We rely on our legitimate interests in growing our business, and we have assessed that this processing is proportionate and unlikely to override your rights. Where we send business-to-business marketing, we do so in accordance with PECR, and every message includes an easy way to opt out.
Because we do not always collect this data directly from you, you have the right to be told where it came from and to object to our use of it. If you would like us to stop, contact us at legal@reclabs.ai and we will remove your details from our prospecting lists.
9. Who we share your data with
We do not sell your personal data. We share it only with:
- Service providers who process data on our behalf, including our website hosting provider (Netlify), our data storage provider (Supabase, which holds your newsletter sign-up and enquiry data), and our IP-geolocation provider (ipapi.co, used to determine whether to show our cookie banner), together with the analytics, advertising and identification providers named above (Google, LinkedIn and RB2B).
- Prospecting and enrichment providers (Clay and LinkedIn) that help us identify relevant business contacts.
- Professional advisers, regulators and authorities, where required by law or to protect our rights.
All providers who process data on our behalf are bound by contracts requiring them to keep it secure and to use it only as instructed.
10. International transfers
Some of our providers — including Google, LinkedIn, RB2B, Clay and ipapi.co — are based in the United States or process data outside the UK. Where personal data is transferred outside the UK, we ensure an appropriate safeguard is in place, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework where the provider is certified.
11. How long we keep your data
We keep personal data only for as long as we need it:
- Newsletter data — until you unsubscribe or ask us to remove you.
- Enquiries — up to 24 months after our last contact with you.
- Demonstration data — deleted promptly after the demonstration.
- Prospecting data — until you object, or until it is no longer relevant to our business development.
- Analytics and tracking data — retained in line with each provider's settings and our cookie policy.
When we no longer need personal data, we securely delete or anonymise it.
12. How we keep your data secure
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse. However, no transmission over the internet can be guaranteed to be completely secure, and any transmission is at your own risk.
13. Your rights
Under UK data protection law you have the right to: be informed about how we use your data; access a copy of it; have inaccurate data corrected; have your data erased; restrict or object to our processing (including objecting to direct marketing and to processing based on legitimate interests); data portability; and to withdraw consent at any time where we rely on it.
To exercise any of these rights, contact us at legal@reclabs.ai. We will respond within one month.
You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we would appreciate the chance to address your concerns first.
14. Children
Our Site and services are directed at businesses and are not intended for children. We do not knowingly collect personal data relating to children.
15. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows when it was last revised. Where changes are significant, we will take reasonable steps to bring them to your attention.
16. How to contact us
For any questions about this policy or to exercise your rights, please email legal@reclabs.ai.