Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

Security & Data Privacy Guide

Learn how Nova Recruiter secures your accounts, candidate data, and privacy.

Protecting your data is one of our highest priorities.

This guide explains how Nova Recruiter handles your connected accounts, candidate data, and platform security, as well as the privacy measures we have in place to protect both recruiters and candidates.

🛡️ Designed for IT, Security & Compliance teams

Nova Recruiter is built with security and privacy by design, following industry best practices and European regulations.

Security & Compliance

Nova Recruiter is designed to meet the security and compliance requirements of modern recruiting teams.

We currently support:

  • GDPR compliant
  • EU AI Act aligned
  • EU-based cloud infrastructure
  • Encryption in transit and at rest
  • ISO 27001 certification in progress
  •  Data Processing Agreements (DPAs) available upon request

💡 All customer data is stored within secure European cloud infrastructure.

Email integration

Nova connects your Gmail or Microsoft Outlook account using OAuth authentication through Unipile, our secure email integration provider.

Unipile acts as the secure connection layer between your mailbox and Nova Recruiter.

What Unipile does
  • Securely manages the connection to your email account.
  • Sends outreach emails on your behalf.
  • Retrieves replies to outreach messages.
  • Handles authentication without exposing your password to Nova.

🔒 Nova never stores or has access to your email password.

Why does Microsoft show "Full Access"?

When connecting a Microsoft 365 account, Microsoft may display a permission labelled "Full Access".

This wording is defined by Microsoft and is commonly used by professional outreach platforms such as Outreach, Apollo, and Salesloft.

In practice, Nova only uses the connection to:

  • Send outreach emails on your behalf.
  • Retrieve replies to those outreach emails.
  • Synchronize conversations inside Nova Recruiter.

Nova does not browse, process, or store the rest of your inbox.

What Nova stores

Nova stores only the minimum information required to display conversations inside the platform:

✅ Reference to the latest exchanged message.

✅ Short preview of the conversation.

Nova does not permanently store:

  • Your inbox.
  • Your email history.
  • Full email contents.

Email content is retrieved securely only when you open a conversation.

Microsoft work accounts

Some Microsoft 365 corporate accounts require administrator approval before third-party applications can connect.

If your connection is blocked, contact your IT administrator to approve Nova Recruiter's integration.

💡 This is a Microsoft security policy, not a Nova limitation.

LinkedIn integration

Nova connects to LinkedIn using your authenticated browser session.

Your credentials stay private Nova never stores your LinkedIn username or password.

Authentication is managed through your browser session.

Activity protection

Nova includes configurable daily limits and activity schedules designed to keep your outreach within LinkedIn's recommended usage patterns.

You stay in control

Nova only performs actions you've explicitly configured through active Outreach sequences.

These include:

  • Connection requests.
  • LinkedIn messages.
  • Follow-up messages.

Nothing is sent unless you've activated an Outreach sequence.

Candidate data

Nova Recruiter combines multiple trusted sources to provide accurate professional profiles.

Candidate information may come from:

  • Publicly available professional information.
  • Licensed data providers.
  • The Nova Talent community.
  • Proprietary enrichment pipelines.

All data is processed under Legitimate Interest for professional recruiting purposes.

Data freshness

Candidate information is continuously refreshed.

Core profile information—including work experience, education, and skills—is updated weekly or monthly depending on the data source.

Candidate privacy

Candidates may request to opt out of Nova Recruiter at any time.

Opt-out requests are processed immediately and permanently respected across the platform.

All outreach communications clearly identify:

  • Your company.
  • The purpose of the communication.
  • The candidate's ability to opt out.

Infrastructure & security

Nova protects customer data using industry-standard security practices.

These include:

  • 🇪🇺 Secure EU-based infrastructure.
  • 🔐 Encryption at rest and in transit.
  • 🔑 Access controls.
  • 📊 Audit logging.
  • 🚨 Incident response procedures.
  • 📋 Data Processing Agreements available upon request.