AirTA Sites

AirTA Sites Trust Center

Data Handling

What AirTA Sites holds for your agency, where it is kept, how long, how it is deleted and how you take it with you.

Last updated 日本語で読む

In short

  • Candidates' data is yours. We handle it only to run your site, on your instructions.
  • It is stored in Japan, in Tokyo.
  • Applications are deleted automatically when the period you set runs out, and deletions reach every backup within 190 days.
  • Names, email addresses and phone numbers are never sent to the AI.

This summary is a guide to the text below. The text is what applies.

Whose Data It IsLink to this section

1.1 Candidates' data, meaning what candidates send through your site, belongs to your agency. Under Japan's Act on the Protection of Personal Information your agency is the business handling it, and you entrust its handling to us (Terms, Section 14).

1.2 We use it only to provide the service and on your instructions: the Terms, your settings in the admin and your written requests. We never use it for ourselves, sell it, or combine it with data from AirTA or any other agency.

1.3 Your team members' accounts and your billing details are personal data we handle for ourselves, under our Privacy Policy.

What We HoldLink to this section

Site content
Your pages, jobs, team profiles, posts, images and videos.
Applications
What candidates send when they apply: name, contact details, their answers and message, and the CV they attach.
Other candidate contact
Enquiries, job alert sign-ups, site assistant conversations and candidate sign-ins, each only if the visitor uses them.
Your team
Members' names, work email addresses, roles, and a record of who changed what.
Visits
Page views measured by the site itself, without cookies, so no visitor can be identified.

Where It Is KeptLink to this section

3.1 Everything above is stored in Tokyo: the database with Supabase, and files with Vercel, with CVs and raw recordings in a private store that opens only through short-lived signed links.

3.2 A few providers outside Japan receive only what their job needs, listed at airtasites.jp/subprocessors: for example, the AI receives text with contact details removed. Encrypted copies of our backups may be kept outside Japan; no one but us can open them.

How Long It Is KeptLink to this section

4.1 Your agency sets how long applications are kept, any period up to 3 years, with a shorter or longer period for declined and placed candidates if you wish. Until you choose, it is 90 days. The period counts from the application's last change of stage.

4.2 Each night, everything past its period is deleted: applications with their CV files, enquiries and assistant conversations, along with the email and delivery records that referred to them.

4.3 The apply form's privacy notice shows the period from the same setting. Shortening it applies to existing applications after 7 days' warning; lengthening it applies only to new ones, so a candidate is never kept longer than they were told.

  • Applications deleted on your schedule

    Each agency sets how long applications are kept, by outcome, and they are deleted automatically when that time is up. The apply form's privacy notice states the period from the same setting, and a change never lengthens what an applicant was told.

    Live

Deletion and BackupsLink to this section

5.1 Backups are never edited, so something deleted from the service stays in older backup copies until they expire. The oldest copy we keep is 190 days old, so every deletion has reached every backup within 190 days. A backup is only ever used to restore the service, never to bring back data that was deleted on purpose.

  • Deleted data leaves backups within 190 days

    Backups are never edited, so deleted data remains in older copies until they expire. The longest-kept copy is 190 days old, so every deletion has reached every backup by then.

    Live
  • Daily backups, kept up to 190 days

    The database is copied in full every day over a verified encrypted connection. Daily copies are kept 7 days, Monday copies 5 weeks and first-of-month copies 190 days, and each copy is checked to be complete before it is kept.

    Live

Candidates' RequestsLink to this section

6.1 When a candidate asks to see, correct or delete what your agency holds, Settings › Privacy finds everything about them in one place and acts on it.

6.2 If a candidate writes to us instead, we pass the request to you without delay and don't answer it ourselves unless you ask us to.

AI and Candidates' DataLink to this section

7.1 Each AI agent works at a data level your agency chooses for it. Each level adds to the one before it:

Level 0: Public content
Your pages, jobs and team profiles: only what's already public.
Level 1: + Analytics
Cookieless analytics and Search Console. No individual can be identified.
Level 2: + Pipeline counts
Application counts, stages and times. Never names, emails or notes.
Level 3: + Applicant data (no names or contact details)
Career history, skills, languages and the applicant's own message, with names and contact details removed first. Only the Researcher and the Candidate Assistant, and only once the owner allows it. Never names, emails, phones or LinkedIn.

7.2 Contact details are removed on our servers before any text is sent. What the AI receives is not used to train its models, and matching uses embeddings computed on our own servers.

  • Every agent works at a data level you choose

    Agents work on public content, counts or redacted work history, at the level each one is given. Names, email addresses and phone numbers are never sent to the AI.

    Live
  • Applicants' details off until your owner turns them on

    Applicants' work history reaches the AI only for the Researcher and the Candidate Assistant, and only after your owner switches it on and confirms your privacy notice covers it.

    Live
  • Contact details removed before anything reaches the AI

    CVs lose names, contact lines, links, birth years and family details; visitors' messages and survey comments lose emails and phone numbers. This happens on our servers, before the text is sent.

    Live
  • What the AI reads is never used to train it

    The AI is reached through Anthropic's commercial service, whose terms exclude using what we send to train its models. Matching uses embeddings computed on our own servers.

    Live
  • Data levels enforced by database permissions

    Most agents already read through a database role limited to their level. This moves the remaining few onto it too, so the level is a permission and not only a rule in the code.

    Due: Before the first live agency's candidate data

    In progress

Taking Your Data With YouLink to this section

8.1 Your owners can download your content, settings and applications at any time, free, as files that open in Excel with Japanese intact.

8.2 When the agreement ends (Terms, Section 10):

  • you have 30 days to export your content and candidates' data, free, and we help you move your domain
  • we then delete them within a further 30 days, keeping only what the law requires, such as billing records
  • the deletion reaches every backup within 190 days

Today the export covers content, settings and applications. Extending it to every record and file, with a record of the deletion for you, is in progress:

If Something Goes WrongLink to this section

9.1 If candidates' data is leaked, lost or damaged, we tell you within 48 hours and help with your report to the Personal Information Protection Commission and your notices to the people affected. The details are at airtasites.jp/trust/incidents.

You remain responsible for telling candidates how their data is used and for any consent the law requires, including before you send a candidate's details to a client company (Terms, Section 14).