Privacy Statement

1. Who we are

Lovelio is operated by Lovelio Pty Ltd ACN 701 461 298. We provide an AI-powered recruitment platform used by businesses to manage job postings, candidates, and hiring workflows.

For privacy-related queries, please contact us at hello@lovelio.ai.

2. Scope of this statement

This Privacy Statement applies to:

Platform and developer users - people who register for or use Lovelio, its APIs, integrations, extension, or developer portal.

Candidates and talent-pool members - people who apply through Lovelio, are imported or sourced by a customer, join a talent pool, or otherwise enter a customer's recruitment records.

Other recruitment contacts - client contacts, referees, interviewers, call participants, and people whose details are recorded as part of a recruitment workflow.

Prospective customers - people who request a demo, contact us, or opt into product news.

For customer-controlled recruitment records, the Lovelio customer that collected or uploaded the record normally determines why and how it is used and acts as data controller. Lovelio Pty Ltd processes that data on the customer's behalf as data processor. Queries about a specific application or customer-held record should normally be directed to that customer first.

3. Data we collect

3a. Platform users (businesses and teams)

3b. Job applicants

Customer recruitment data is controlled by the Lovelio customer. We process it on their behalf in our capacity as data processor.

3c. Other contacts and prospective customers

4. How we use personal data

Personal data is used for the following purposes:

• Providing, maintaining, and improving the Lovelio platform.
• Processing payments and administering subscriptions.
• Sending transactional communications, including account verification, sign-in and password recovery messages, recruitment communications, and billing notifications.
• Responding to support requests and enquiries.
• Analysing usage patterns to improve the product, using aggregated or anonymised data where possible.
• Fulfilling our legal and regulatory obligations.

We do not sell personal data to third parties, nor do we use it for advertising or marketing purposes without consent.

5. Legal bases for processing

Depending on your location and the nature of the data, we rely on the following legal bases for processing:

Performance of a contract - to deliver the services you have subscribed to.

Legitimate interests - to improve the platform, prevent fraud, and operate the business securely.

Legal obligation - where processing is required by law, such as the retention of financial records.

Consent - for optional communications such as product updates or marketing correspondence.

Users subject to GDPR or UK GDPR have additional rights. Please refer to our GDPR Statement for further details.

6. Third-party service providers

We engage the following categories of trusted third-party providers to operate Lovelio:

Payment processing - payments are handled by a third-party payment provider. Card details are submitted directly to that provider and are not stored by us.

Email delivery - a third-party provider is used to send transactional communications, including verification, sign-in, password recovery, recruitment, and billing messages.

AI, voice, and communications - providers may process the content needed for CV parsing, embeddings and matching, drafting, transcription, text-to-speech, video calls, email, and WhatsApp features.

Operations and security - hosting, database, caching, background processing, error monitoring, and payment providers process the limited data needed to deliver and secure the service.

We select providers with appropriate security and privacy controls. Where required for the processing, our provider terms include data-protection obligations and international-transfer safeguards.

Our current provider list and the purpose of each provider are published on the Lovelio Sub-Processors page.

7. Slack app and workspace data

When a business installs the Lovelio Slack app, we collect the workspace ID, workspace name, and Slack user IDs of team members who interact with Lovelio. We process messages sent directly to the Lovelio bot and messages posted in the designated Lovelio channel to deliver recruitment workflow functionality. We do not access or store messages outside of these interactions.

Message content may be processed by third-party AI services under data processing agreements. These providers do not use your data to train their models.

When a workspace disconnects the app, Lovelio stops using its workspace access token. Recruitment records or audit information already created through Slack follow the same retention rules as records created through the web app.

8. Add to Lovelio Chrome extension

The Add to Lovelio Chrome extension connects recruitment work in the browser to the user's own Lovelio account. The extension asks for consent before it reads or sends page information.

8a. Information the extension handles

User-invoked capture. When a user clicks the extension or one of its right-click actions, it may read the current page URL, title, visible page content, profile details, job-ad details, and text selected by the user. It uses these details to prefill a candidate, contact, business-development lead, or job draft.

LinkedIn recognition. After the user gives consent, the extension reads visible profile, search-result, and company-page details on LinkedIn. It compares those details with the user's Lovelio account to show known people, client off-limits warnings, candidate fit, company history, and sourcing information. It does not click, type, submit, message, or navigate on the user's behalf.

Authentication. Requests use the user's existing Lovelio browser session. The extension does not read or store passwords, authentication tokens, or session-cookie values.

Local extension storage. The extension stores the user's consent, Lovelio region, active sourcing job, sourcing-panel state, preferences, and short-lived lookup caches in Chrome's local extension storage. It does not use this information for advertising.

8b. How extension information is used and retained

Lovelio uses page information only to provide the extension features described above. Raw page content used for classification, summarisation, matching, or assessment is discarded after that processing. When a user explicitly saves something, Lovelio keeps the resulting recruitment record, extracted fields, professional summary, note, structured candidate sighting, or selected-text job draft in that user's Lovelio account. The normal account retention and deletion rules in this statement then apply.

Unknown LinkedIn profiles may be compared with Lovelio records, but Lovelio does not keep a record of the person from that lookup. Structured sightings are stored only for candidates who already exist in the user's Lovelio account.

8c. Service providers

The extension sends information only to the user's regional Lovelio service over HTTPS. Lovelio's infrastructure providers, including Vercel and Supabase, process the information needed to run and store the service. Anthropic may process page content for classification, professional summaries, matching, and candidate-fit assessments. Deepgram processes audio only when the user chooses Dictate. Google Maps Platform processes location searches entered in the location field. These providers process information for Lovelio under contractual data-protection terms and do not receive it for advertising.

8d. Chrome Web Store Limited Use

Lovelio's use and transfer of information received from Google APIs adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements. Lovelio does not sell extension data, use it for personalised advertising, or allow people to read it except with the user's specific consent, for security, to comply with law, or after aggregation and anonymisation for internal operations.

8e. Google account, Gmail and Google Calendar

A Lovelio user may sign in with Google. Sign-in reads only the Google account's email address and whether it is verified, to find the user's existing Lovelio account. Sign-in never creates an account and never reads mail or calendars.

Separately, a user may connect their own Google Calendar and, in a further step, their own Gmail. Each connection is per user and asked for on its own consent screen. Lovelio stores the resulting Google tokens encrypted in the user's regional database and deletes them when the user disconnects or when Google reports the access revoked.

Google Calendar. Lovelio creates, updates and cancels interviews and appointments on the connected calendar. With two-way sync enabled, Lovelio also imports appointments from that calendar into the user's Lovelio diary, including the title, time, description and attendees. Attendee email addresses link appointments to matching candidate and client contact records within the agency. One-way sync only exports Lovelio bookings.

Gmail. With email capture turned on, Lovelio reads mail sent or received by the connected mailbox from the moment capture was switched on, and keeps a message only when a sender or recipient is a candidate or client contact already in that user's agency account. Every other message is discarded straight after that check and is never stored, shown, or used. Older mail is not filed or kept. The one exception is My Email Style: when the user connects their mailbox, or presses Read again on the My Email Style page, Lovelio reads that user's recent Sent folder once, keeps a short, cleaned excerpt (no quoted replies, no signature block) of each email to a candidate or client contact already in the agency account, and writes a plain-English list of that user's writing habits from them. While the user's "Learned from your edits" switch is On, Lovelio also keeps each draft it wrote for that user beside the text the user then sent, so it can learn from the user's changes: once enough drafts have gathered, a model compares that user's drafts with what the user sent and adds the changes the user keeps making to that user's own habit list. Those excerpts and saved drafts are deleted when the user disconnects their mailbox, turns email capture off, or turns the switch Off. Those excerpts, saved drafts and the habit list belong to that one user, are used only for the drafts Lovelio writes for that user, and are never shared with colleagues, pooled across users or accounts, or used to train any model. Lovelio also sends mail the user writes in Lovelio through the connected Gmail, so it appears in Gmail's Sent folder. Lovelio never modifies, moves, labels or deletes anything in Gmail. Kept messages become part of the agency's recruitment record, visible to colleagues who can already see that candidate or client, and follow the account retention and deletion rules in this statement. Attachments are recorded by name and size only.

Lovelio'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. Lovelio uses Google user data only to provide the features described here. Lovelio does not sell it, use it for advertising, or use it to train generalised artificial intelligence or machine learning models. People at Lovelio do not read it except with the user's specific consent, for security purposes, to comply with law, or after aggregation and anonymisation for internal operations.

8f. Zoom

A Lovelio user may connect their own Zoom account in Settings > Calls. The connection is per user and asked for on Zoom's own consent screen. Lovelio reads the Zoom user ID, account ID and email address once, to know which Zoom account is connected, and stores them with the Zoom tokens, encrypted, in the user's regional database.

Lovelio uses the connection for one thing: it creates, moves and deletes Zoom meetings for the interviews and calls the user books in Lovelio, and keeps the meeting ID and join link with that booking. The connection is not used to record. When recording is on, Lovelio's notetaker joins Zoom meetings the agency runs as a named participant, the same way it joins Google Meet and Microsoft Teams, whether or not anyone has connected Zoom. The recording, transcript and write-up become part of the agency's recruitment record and follow the retention and deletion rules in this statement.

When the user disconnects in Lovelio, Lovelio revokes its Zoom access and deletes the stored tokens and Zoom profile. When the user removes Lovelio from their Zoom account, Zoom tells Lovelio and Lovelio deletes the same data. Either way Lovelio stops making Zoom meetings for that user. Lovelio does not sell Zoom data, use it for advertising, or use it to train artificial intelligence models.

8g. Microsoft Outlook and Microsoft Teams

A Lovelio user may sign in with Microsoft. Sign-in reads only the Microsoft account's email address and whether it is verified, to find the user's existing Lovelio account. Sign-in never creates an account and never reads mail or calendars.

Separately, a user may connect their own Outlook mailbox and calendar from Settings > Integrations. The connection is per user, never per organisation, and asked for on Microsoft's own consent screen. Lovelio asks for delegated Microsoft Graph permission to the connecting user's own mailbox only: it never asks for access to shared mailboxes, other users' mailboxes, OneDrive, SharePoint, contacts or Teams chats. Lovelio stores the resulting Microsoft tokens encrypted (AES-256-GCM) in the user's regional database and deletes them when the user disconnects or when the agency account is deleted. A Microsoft 365 administrator can also block or revoke the connection in Microsoft Entra at any time.

The connection does four things, and only these four:

Calendar. Lovelio creates, updates and cancels interview and appointment events on the connected calendar. It reads the user's free and busy times to offer interview slots. With two-way sync enabled, it also imports appointments into the user's Lovelio diary, including the title, time, description and attendees, and links them to matching candidate and client contact records in the agency account.

Email capture. With email capture turned on, Lovelio reads mail sent or received by the connected mailbox from the moment capture was switched on, and keeps a message only when a sender or recipient is a candidate or client contact already in that user's agency account. Every other message is discarded straight after that check and is never stored, shown, or used. Older mail is not filed or kept. Kept messages become part of the agency's recruitment record, visible to colleagues who can already see that candidate or client, and follow the account retention and deletion rules in this statement. Attachments are recorded by name and size only.

Sending. Lovelio sends mail the user writes in Lovelio through the connected mailbox, so it appears in the user's Outlook Sent folder. Lovelio never moves, labels or deletes anything else in the mailbox.

My Email Style. The same My Email Style rules described for Gmail in section 8e apply to a connected Outlook mailbox: a short, cleaned excerpt of each sent email to a candidate or client contact already in the agency account, kept for that one user, never shared across users or accounts, never used to train any model, and deleted when the user disconnects, turns capture off or turns the learning switch Off.

Microsoft Teams. Lovelio has no Teams connection and asks for no Teams permission. Where an interview event on an Outlook calendar carries a Teams meeting link, Lovelio keeps the join link with the booking. When recording is on, Lovelio's notetaker joins the Teams meeting as a named participant, the same way it joins Zoom and Google Meet. The recording, transcript and write-up become part of the agency's recruitment record and follow the retention and deletion rules in this statement.

Lovelio does not sell Microsoft user data, use it for advertising, or use it to train artificial intelligence models. People at Lovelio do not read it except with the user's specific consent, for security purposes, to comply with law, or after aggregation and anonymisation for internal operations.

9. Cookies

We currently use cookies and similar local storage that are necessary to maintain authenticated sessions, route an account to the correct region, retain user choices, and protect the service. Disabling these technologies may prevent parts of Lovelio from working.

If we introduce non-essential analytics or advertising cookies, we will request any consent required by applicable law before placing them and provide a way to change that choice.

10. Data retention and deletion

Personal data is retained for the duration of your account and for such period thereafter as may be required to fulfil outstanding obligations or comply with legal requirements. Financial and transactional records are retained for the period required by applicable tax legislation.

Employers using Lovelio are responsible for managing the retention of applicant data within their own accounts in accordance with applicable law. The agency decides which records stay, and can delete a record at any time.

Recordings. Call and interview recordings are deleted automatically 24 months after they are made. Transcripts and write-ups follow the lifecycle of the candidate or client record they belong to.

Connected mailboxes and calendars. Disconnecting a Google, Microsoft, Zoom or other connection deletes the stored tokens, stops any change notifications and deletes that user's My Email Style excerpts straight away. Messages and appointments already kept on a candidate or client record stay on that record under the agency's retention rules until the agency deletes them.

Deleting an account. When an agency account is deleted, Lovelio first ends every connection at the provider (mailboxes and calendars disconnected, notetakers cancelled, recordings deleted at the recording provider, job ads taken down), then removes the account's stored files and database records in the background. Lovelio support can start this only after the account is suspended and the owner has confirmed it.

Backups and change history. The regional databases keep point-in-time backups for 7 days, and a short change history of record edits for 30 days, so that accidental damage can be undone. Deleted data leaves these copies when they expire.

11. International data transfers

The customer's primary recruitment database and stored files are hosted in the region selected at signup: Sydney, London, or the United States. Limited account-routing records are kept centrally so sign-in can reach the correct region. Billing, security logs, support, and the service providers needed for a chosen feature may also process data outside the selected hosting region.

Where personal data is transferred internationally, we ensure that appropriate safeguards are in place - including Standard Contractual Clauses where applicable - to protect your data in accordance with relevant privacy legislation.

12. Your rights

Depending on your jurisdiction, you may have the right to:

Access the personal data we hold about you.

Rectify inaccurate or incomplete data.

Erasure of your personal data, subject to applicable legal obligations.

Restrict or object to certain processing activities.

Data portability - to receive your data in a structured, machine-readable format.

Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at hello@lovelio.ai. We will respond within 30 days of receipt of your request.

13. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include:

Encryption. All traffic uses HTTPS. Stored sign-in tokens for connected services, and the signing secrets for webhooks, are encrypted with AES-256-GCM, with keys that can be rotated without losing data. Passwords, API keys, sign-in links and emailed codes are stored only as one-way hashes.

Access. Sign-in uses a password, passkey, emailed code or single sign-on through Google or Microsoft. Role-based permissions control what each person sees, every record is checked against the user's agency before it is read or changed, and the database enforces the same wall a second time with row-level security. Lovelio staff access to the platform is protected by a second factor.

Separation. Each customer's primary data sits in the regional database chosen at signup (Sydney, London or the United States), and no agency can see another agency's records.

Logging and audit. Lovelio records who did what on each candidate, client and job record. AI recommendations are logged next to the human decision that followed, including when the person overrode the AI. Lovelio support can open an agency account only through a time-limited session (two hours), and the agency's administrators see every support session, who opened it, how long it lasted and how many records changed, under Settings > Support access, and can end an open one.

Whilst no system can guarantee absolute security, we regularly review and update our security practices. In the event that you believe your account has been compromised, please contact us immediately at hello@lovelio.ai.

14. Amendments

This Privacy Statement may be updated from time to time to reflect changes in our practices or applicable law. The date of the most recent revision is displayed at the top of this page. Where changes are material, we will provide notice by email or via an in-platform notification prior to the changes taking effect.

15. Contact

For privacy-related queries or to exercise your rights, please contact:

Lovelio Pty Ltd

ACN 701 461 298

Email: hello@lovelio.ai