Privacy Policy

Last updated: 23 July 2026

Who we are

SearchOS is recruitment software for search firms, operated from Australia. This policy covers the SearchOS web application, the SearchOS for LinkedIn browser extension, and our public website. Questions: tom@search-os.io.

What we store

• Your account: name, work email, and your firm's workspace settings.
• Your CRM data: the candidates, contacts, companies, vacancies, notes, files and messages your firm puts into SearchOS. This data belongs to your firm; we process it only to run the product for you.
• Connected accounts: if you connect email, calendar or data providers, we store the credentials needed to sync on your behalf, encrypted. We never see or store your passwords for those services; connections use each provider's own authorisation flow or API keys you generate.
• Usage metering: counts of AI actions and data-provider lookups per workspace, used for fair-use limits and billing. Not sold, not shared.

The browser extension

The SearchOS for LinkedIn extension reads the LinkedIn profile page you are viewing, in your own browser session, to show whether that person is already in your CRM and to let you add or update them. It does not automate any actions on LinkedIn, does not connect to your LinkedIn account, and sends data only to your own SearchOS workspace, authenticated by an API key you create. Its only browser permission is local storage for its settings.

Google user data

If you connect a Google account, SearchOS requests only the access it needs to run your desk: reading and organising your mail so conversations appear against the right candidate or client record, sending mail you compose or approve, and creating calendar events for interviews you schedule. We never delete your mail, and we never read a mailbox that has not been connected deliberately by its owner.

SearchOS's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

• Google user data is used only to provide and improve the features you see in SearchOS.
• We do not sell, rent or share Google user data, and we never use it for advertising.
• We do not use Google user data to train generalised AI or machine-learning models. AI features process your data only to produce a result for you, in your workspace.
• No human at SearchOS reads your Google user data, except where you have given explicit permission (for example, if you ask us to help with a support issue), where it is necessary for security or to comply with the law, or where the data has been aggregated and anonymised.
• You can disconnect a Google account at any time in Settings → Integrations. Doing so revokes our access immediately and deletes the stored credentials.

AI processing

SearchOS uses large language models (Anthropic Claude) to draft messages, screen applications, code records and summarise calls. Content is sent to the model provider only to perform the feature you used and is not used to train their models under our commercial terms. Call recording features require consent capture before a recording starts.

Where data lives

Production data is hosted with SOC 2-audited infrastructure providers, with database and file storage placed in Australia where available. Each firm's workspace is fully isolated from every other firm's.

Your rights

You can export your firm's records at any time, and request deletion of your workspace, and we delete it fully and confirm when done. Individuals whose data is held by a firm using SearchOS should contact that firm, which controls the data; we assist firms in meeting access and correction requests under the Australian Privacy Principles and comparable laws.

Changes

If this policy changes materially we'll notify workspace owners by email before the change takes effect.