Privacy Notice
Last updated: October 2026
Introduction
Marxel (“we”, “us”, “our”) operates a CV screening platform that helps businesses review candidate CVs against role-specific criteria. This privacy notice explains how we collect, use, store, and protect personal data when you use our services.
We are committed to protecting your privacy and handling your data in an open and transparent manner. This notice explains how we support UK GDPR, EU GDPR, and applicable data protection law obligations when providing the service.
Who This Notice Applies To
This notice applies to:
- Customers: Businesses and individuals who use Marxel to manage recruitment
- Candidates: Individuals whose personal data is uploaded by our customers or who apply through a Marxel-hosted Vacancy
- Website visitors: Individuals who visit our website
Data We Collect
Customer Data
When you sign up for Marxel, we collect:
| Data Type | Purpose | Lawful Basis |
|---|---|---|
| Name and email address | Account creation and communication | Contract performance |
| Company name | Account setup | Contract performance |
| Billing information | Payment processing | Contract performance |
| First-party product usage events | Service delivery, support, and improvement | Legitimate interest |
| PostHog analytics and session replay | Product analytics and support; account email links signed-in activity to your user | Legitimate interest |
When you use the authenticated application, we record limited first-party product usage events such as account creation, login, job creation, CV upload completion, processing status, and results viewing. These records contain event names, limited counts or status values, and internal job references; they do not contain CV content, email addresses, IP addresses, browser identifiers, or free-form text. This server-side recording does not set or read analytics cookies.
Separately, PostHog records signed-in application analytics and session replays. PostHog receives your account email to link that activity to your signed-in user. Replays may include visible interface content and form values across the signed-in application and admin workspace, including candidate profiles, CV previews, Application details, member information, and values shown in integration settings. Password fields are masked while their values are hidden; a value may appear in replay if you reveal it as visible text. Public Hosted-Vacancy Application and sign-in pages are outside replay scope. You can limit this tracking using the browser controls described in the Cookies section below.
Candidate Data
Our customers upload candidate data to Marxel. This may include:
| Data Type | Purpose | Lawful Basis |
|---|---|---|
| Name and contact details | Recruitment management | Legitimate interest of our customer |
| CV/resume content | Recruitment assessment | Legitimate interest of our customer |
| Employment history | Recruitment assessment | Legitimate interest of our customer |
| Education history | Recruitment assessment | Legitimate interest of our customer |
| Interview notes and assessments | Recruitment decisions | Legitimate interest of our customer |
| Communication history | Recruitment management | Legitimate interest of our customer |
Applications through hosted Vacancies
If you apply through a Vacancy hosted by Marxel, you can sign in with a one-time email code and create a reusable Candidate Profile without a password. We store the CV and profile details you provide, including any private salary preferences. Your saved Profile is not shared with an employer until you submit an Application. When you submit, we send the CV, core profile, and only the additional personal details and salary disclosure you choose to share to the employer named on that Vacancy. We keep a snapshot of the information and choices used for each Application; later Profile edits do not change an earlier Application.
The employer is responsible for its recruitment decisions. Contact that employer about how it uses your submitted Application. Contact Marxel about your reusable Profile, account, or a request to access, correct, export, or delete data held by Marxel.
Important: For recruiter-managed candidate data, our customers are the data controllers and Marxel acts as a processor on their behalf. If you apply directly through a hosted Vacancy, the employer is responsible for recruitment decisions and Marxel provides the hosted application and Profile service. Contact us at hello@marxel.co and we will direct your request appropriately.
Connected Email and Calendar Accounts
A team member can connect a Google or Microsoft account to Marxel and choose what Marxel may use: Candidate Mail, their calendar, or both. Connecting is optional and requires separate authorisation from signing in. We use a connected account only for the features described here.
Candidate Mail
- Reading mail (Microsoft only). The initial import uses the date range the member chooses; ongoing sync retrieves subsequent mail. We read message headers to find correspondence with Candidates in their organisation. We retrieve and store a message's body only when it matches a Candidate or belongs to a thread already linked to one. Stored messages include sender and recipients, subject, date, plain-text body and attachment details (name, type and size). Other messages are not stored. We do not store attachment bytes or raw mailbox payloads.
- Sending mail. When a member sends a Candidate email from Marxel, we send it from their connected mailbox, and the sent message appears on the Candidate profile. A connected Gmail account is used only to send: Marxel doesn't read its mailbox, so Candidate replies stay in Gmail.
- Who can see stored mail. The connecting member controls their mailbox connection and sending authority. Other members of their organisation who can access a linked Candidate can see the whole stored thread, including messages about another Screening Job or other participants.
Calendar
- Busy and free times. We read when the member is busy to warn about clashes and suggest free times for interviews. We don't read the titles, attendees, locations or descriptions of their events, and we don't store busy times: they are used for the request and discarded.
- Interview events. When a recruiter records, changes or cancels an interview with the member, we create, update or delete one event on the member's own calendar. The event title is "Interview: {Candidate name} · {role}", and the description holds only a link to the Candidate in Marxel and the video join link. It never includes a CV, score, evaluation or Screening Bucket. We later re-read only events Marxel created, to tell the recruiter if the member has moved or deleted one. The event sits in the member's own calendar, so anyone who can see that calendar can see it.
What we store and for how long
- The connected account's email address, the permissions the member granted, and encrypted access and refresh tokens.
- Submitted messages, saved drafts and batch previews, and their approval and sending history.
- For calendar events Marxel created, the provider's event identifier and version, and the interview's status.
- Disconnecting deletes the tokens, and for Google accounts we also ask Google to revoke Marxel's access. Microsoft has no way for an app to revoke its own access, so for Microsoft accounts we delete the tokens and Marxel can no longer use the account. Disconnecting doesn't erase previously stored mail, cancel booked interviews or remove events already on the calendar. Use Settings → Email accounts to manage the connection. A member can also remove Marxel's access at any time from their Google account settings, or for Microsoft at myapps.microsoft.com (work or school accounts) or account.live.com/consent/Manage (personal accounts).
- Stored Candidate email and interview records follow the Candidate's retention. When a Candidate is deleted, we delete stored email linked only to them and the calendar events Marxel created for them, where the connection still works. Deleting a Candidate or Screening Job removes its thread links; a shared thread is removed only after its final Candidate link is deleted. Local deletion does not delete messages or attachments in the source mailbox. The retention, organisation deletion and backup limitations below apply, including the current limit on automatic retention deletion.
For this processing, our customer is the controller of Candidate data and Marxel acts as its processor. We don't send connected mailbox or calendar data to our AI providers.
Google API Services User Data Policy
Marxel's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- We use Google user data only to provide and improve the user-facing Candidate Mail and calendar features described above.
- We don't transfer Google user data to others except as needed to provide or improve those features with the user's consent, for necessary security purposes, to comply with law, or as part of a merger, acquisition or sale of assets with the user's explicit prior consent.
- We don't use Google user data to serve ads.
- We don't allow our staff to read Google user data unless the user has agreed for specific messages, it is needed for security purposes such as investigating abuse, it is needed to comply with law, or it is aggregated and anonymised for internal operations.
- We don't use Google user data to develop, improve or train generalised AI or machine-learning models.
Website Visitor Data
When you visit our website, we collect:
| Data Type | Purpose | Lawful Basis |
|---|---|---|
| IP address | Security and analytics | Legitimate interest |
| Browser and device information | Service optimisation | Legitimate interest |
| Pages visited | Analytics and improvement | Legitimate interest |
How We Use Your Data
We use personal data to:
- Provide and maintain our services
- Process payments and manage subscriptions
- Send service-related communications
- Provide customer support
- Improve our services
- Comply with legal obligations
- Detect and prevent fraud
We do not sell your personal data to third parties.
AI Features
Anthropic is our primary provider for CV parsing, screening, and other AI features. OpenAI generates text embeddings for candidate search and retrieval. Google's Gemini API is enabled as a backup for supported tasks when the primary provider is unavailable or declines a request. Depending on the feature, the following data is sent to these providers:
- CV text content — for parsing structured candidate information (skills, experience, education)
- CV text and job criteria — for evaluating candidates against the role criteria and assigning a screening bucket
- CV text, applicant-submitted profile details, answers to application questions the employer marked to be read by AI, and the job criteria — for screening Applications made through hosted Vacancies
- Job description text — for synthesising evaluation criteria
- Candidate names, CV text, evaluation summaries, and search queries — sent to OpenAI to generate text embeddings for candidate search and retrieval
- Scanned CV images — where a CV is a scanned document that cannot be read as text, the PDF page images are sent to an AI provider's vision model for text extraction. This means the raw document image (not just extracted text) transits that provider's servers.
We do not use your data to train any Marxel-owned AI models. Under their commercial API terms, our AI providers do not use data submitted via their APIs to train their models by default. Each AI provider is a sub-processor bound by data processing terms consistent with this notice.
If you apply through a hosted Vacancy, CV profile drafting is optional. Only when you choose that option do we send CV content to our AI providers to prepare a structured draft for you to review and edit. This draft is not a hiring decision and is not submitted to the employer unless you choose to submit your Application.
Automated decision-making: AI-generated scores and screening buckets are tools to assist human decision-making. All hiring decisions remain with the Controller (the organisation using Marxel). Candidates have the right to request human review of any automated assessment — contact the organisation that collected your information, or us at hello@marxel.co.
Customers can opt out of AI features by contacting us at hello@marxel.co.
Data Sharing and Third Parties
We share data with service providers who process data on our behalf. Current authorised sub-processors are:
| Sub-processor | Purpose | Location | Data Processed |
|---|---|---|---|
| Vercel Inc. | Application hosting and delivery | United States / global infrastructure | Application traffic, logs, and customer data in transit |
| Railway Corporation | Application database hosting | European Union (application database); United States (provider) | Application database records and customer data at rest |
| UploadThing | Legacy CV file storage and file uploads where configured | United States / global infrastructure | Uploaded files, filenames, file URLs, and file metadata |
| Google LLC (Google Cloud) | Private CV file storage and background CV processing | Selected Google Cloud infrastructure regions | Uploaded CV files, filenames, extracted text, and candidate data processed by background workers |
| Inngest Inc. | Workflow orchestration for CV processing and background jobs | United States | Workflow event payloads and step results, including candidate identifiers, file references, recruitment data, and processing metadata |
| OpenAI, L.L.C. | Text embeddings for candidate search and retrieval | United States | Candidate names, CV text, evaluation summaries, and search queries submitted for embeddings |
| Anthropic, PBC | Primary AI provider for CV parsing, OCR, screening, assistants, and other AI features | United States | Candidate data submitted to AI features |
| Google LLC (Gemini API) | Enabled backup AI provider for supported tasks when the primary provider is unavailable or declines a request | United States / global infrastructure | Candidate data submitted to AI features during fallback |
| Sentry | Error monitoring and performance monitoring | United States / European Union | Error events, diagnostics, and operational metadata |
| Resend Inc. | Transactional email delivery | United States | Email addresses, names, and email content |
| Stripe Inc. | Payment processing and subscription management | United States / global infrastructure | Billing data and subscription metadata, not CV content |
| PostHog Inc. | Authenticated-application analytics and session replay linked to account email | United States / European Union | Account email, usage events, product analytics metadata, and session replay recordings of visible product and user-entered text in the authenticated application |
| Google LLC | Google OAuth authentication, public-page and app analytics, Google Ads conversion measurement, and optional sending from a connected Gmail account | United States / global infrastructure | OAuth profile data, email addresses, IP addresses, analytics events, and (for connected Gmail accounts) the content of messages Marxel sends. Marxel does not read Gmail mailboxes |
| Microsoft Corporation | Microsoft Entra ID OAuth sign-in and optional Outlook mailbox reading and sending through Microsoft Graph | United States / global infrastructure | OAuth profile data, email addresses, IP addresses, and (for connected Outlook mailboxes) participant addresses, message metadata, plain-text bodies, attachment metadata, and sent-message content. Marxel stores provider links where supplied, not attachment bytes |
| Upstash, Inc. | Redis-backed caching and rate limiting when configured | United States / selected infrastructure region | Cache keys, cached AI outputs, and rate-limit metadata |
| Crisp IM SAS | Website live chat support when configured | European Union | Chat messages, email addresses provided in chat, IP addresses, and browser metadata |
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International Data Transfers
Your data may be transferred to and processed in countries outside the UK and European Economic Area (EEA), including the United States.
When we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- UK International Data Transfer Agreement where applicable
- Adequacy decisions where available
You can request a copy of the relevant safeguards by contacting us at hello@marxel.co.
Data Retention
We retain personal data for the following periods:
| Data Type | Retention Period |
|---|---|
| Customer account data | Duration of account plus 2 years |
| Recruiter-managed Candidate data | Approved policy: 365 days after the last meaningful recruitment activity by default. Recruitment workflow records may be retained for up to 730 days. Active recruitment can extend the applicable lifecycle only through a reviewed 90-day exception, capped at 730 days from the original activity anchor. Individual deletion is handled in active systems unless a Legal Hold or binding legal/contractual requirement applies. Deleting an individual user login does not delete organization-owned candidate data. |
| Candidate Profiles and hosted Applications | A specific retention schedule is being finalized under the Accountable Applications policy. We do not state a new retention duration until that schedule has been approved. Contact Marxel to exercise your rights over a Profile or Application. |
| Cached AI processing results | Known local entries are purged when a candidate is deleted and may expire sooner under configured TTLs. Content-addressed and provider-side caches have separate controls; no blanket seven-day deletion period is promised. |
| Billing and transaction records | 7 years (legal requirement) |
| Website analytics | 26 months |
| Product usage events | Duration of the account; deleted with the account |
Customers can delete individual candidates directly through the Marxel dashboard. Deletion removes associated records from active systems and schedules known CV-file and cache cleanup, with retry for temporary failures. Deleting data from Marxel does not delete records held in your ATS; customers must use their ATS provider's deletion controls. Backup and provider copies may persist, and we do not publish a fixed backup period or promise per-record deletion from backups. Our approved policy provides a 30-calendar-day read-only grace period for organization deletion. Legal Holds take precedence, and approved active-recruitment exceptions can pause final deletion through a reviewed 90-day exception capped at 730 days from the original activity anchor. The daily candidate retention sweep currently runs in dry-run mode: it identifies expired records without automatically deleting them. Automatic candidate deletion has not yet been enabled.
Your Rights
Under UK and EU data protection law, you have the following rights:
Right of Access
You can request a copy of the personal data we hold about you.
Right to Rectification
You can request that we correct inaccurate or incomplete personal data.
Right to Erasure
You can request deletion of your personal data. Customers can delete recruiter-managed Candidate records through the Marxel dashboard, which removes active records and schedules known external file and cache cleanup with automatic retry. If you created a Profile or submitted an Application through a hosted Vacancy, contact Marxel and the employer named on that Vacancy; we will coordinate the request and remove or redact data from active systems as required, subject to a legal hold or binding legal/contractual requirement. Known CV files are queued for cleanup. Remote ATS records and backup/provider copies remain subject to their separate controls. The Profile/Application retention schedule is still being finalized and no new duration is promised here.
Right to Restrict Processing
You can request that we restrict how we process your personal data.
Right to Data Portability
You can request a copy of your data in a structured, machine-readable format.
Right to Object
You can object to our processing of your personal data based on legitimate interests.
Rights Related to Automated Decision-Making
Marxel uses AI to assist in screening and scoring CVs. AI-generated scores and bucket assignments support, but do not replace, human judgement — all hiring decisions remain with the organisation using Marxel. You have the right not to be subject to decisions based solely on automated processing that significantly affect you, and may request human review of any AI-generated assessment by contacting the organisation that uploaded your data.
Right to Withdraw Consent
Where we rely on consent, you can withdraw it at any time.
To exercise any of these rights, contact us at hello@marxel.co.
We will respond to your request within 30 days. There is no fee for making a request, unless your request is clearly unfounded or excessive.
For candidates: If your data was uploaded by one of our customers, please contact that organisation directly to exercise your rights. You can also contact us and we will help direct your request.
Cookies
We use cookies and similar technologies on our website.
Essential Cookies
Required for the website to function. Cannot be disabled.
Analytics Cookies
Analytics and advertising cookies help us understand how visitors find and use our website and signed-in application. We use:
- PostHog — Signed-in application product analytics and session replay, including visible text and form values. For signed-in users, PostHog receives the account email as a person property to associate analytics and replay with that user. Hosted-Vacancy Application and sign-in forms are excluded from replay.
- Google Analytics — Public-page and signed-in application analytics, including page views, referrers, and conversion-intent link clicks
- Google Ads — Measuring sign-ups and purchases that follow our adverts
- Crisp — Website chat support
We also record campaign parameters (such as UTM tags) and the comparison pages you visited before signing up, and link that attribution to your organisation's account and first paid subscription.
Server-Side Product Usage Records
Separately from browser analytics, signed-in application activity may create limited first-party product usage records for service delivery, support, and improvement. These server-side records do not set or read optional analytics cookies and are described in the Data We Collect section above.
These cookies load when you visit our website. You can block or delete them through your browser settings (see aboutcookies.org), or opt out of marketing-page analytics from our Cookie Policy. See the Cookie Policy for the full list of cookies.
Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption of data in transit (TLS)
- Provider-managed encryption at rest where supported by our infrastructure providers
- Application-level encryption of connected mailbox, calendar and ATS credentials
- Access controls and authentication
- Automated dependency vulnerability checks
Children's Data
Our services are not directed at children under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately at hello@marxel.co.
Changes to This Notice
We may update this privacy notice from time to time. We will notify you of significant changes by:
- Posting a notice on our website
- Sending an email to registered customers
We encourage you to review this notice periodically.
Complaints
If you have concerns about how we handle your personal data, please contact us first at hello@marxel.co.
You also have the right to lodge a complaint with a supervisory authority:
EU: You may contact your local data protection authority.
Contact Us
For any questions about this privacy notice or our data practices:
Email: hello@marxel.co
Data Protection Contact: hello@marxel.co
Summary
| What | Details |
|---|---|
| Who we are | Marxel, United Kingdom |
| What we collect | Customer data, recruiter-managed candidate data, Candidate Profiles and hosted Applications, website data |
| Why we collect it | Service delivery, legal compliance, improvement |
| Who we share with | Service providers listed above |
| How long we keep it | Under the approved policy, recruiter-managed Candidate data is retained for 365 days after the last meaningful activity by default; recruitment workflow records may be retained for up to 730 days. Active recruitment can extend the applicable lifecycle only through a reviewed 90-day exception, capped at 730 days from the original activity anchor, subject to the approved Legal Hold rules. A separate Profile/Application schedule is being finalized and no new duration is stated yet. |
| Your rights | Access, rectification, erasure, portability, objection |
| How to contact us | hello@marxel.co |
See also our Terms of Service or contact us with any questions.