Privacy Policy
Last updated: July 18, 2026
This policy covers all three RegionHQ products: Recruiting Pipeline, FAME Tracker, and Activity Tracker. It's written in plain English. Short version: we collect what the products need to work, we use it only to run the service, and we never sell it.
1. What we collect
Account information. An email address and password to sign in (or access codes, where the product uses them).
Business data you enter. Each product stores the data you and your team put into it:
- Recruiting Pipeline — candidate names and contact details, interview notes, and pipeline status. This is data the customer controls: you decide who goes in and what's recorded.
- FAME Tracker — team member names, email addresses, and performance data entered by the region.
- Activity Tracker — the metrics and activity entries you choose to log.
2. Where it's processed
Your data is processed on cloud infrastructure and by a small set of service providers we use to run the products:
- Stripe handles all payments. Card details go directly to Stripe — we never see your card numbers.
- Your own mailbox sends Recruiting Pipeline's emails. Automated reminders and follow-ups go out through the mailbox you connect, not through a RegionHQ email server.
- An AI provider (Anthropic's Claude) powers Recruiting Pipeline's Ask Copilot feature. When you ask Copilot a question, a snapshot of your own pipeline data is sent to the AI provider to generate the answer. It is used only to answer your question.
- Hosting and database providers store and serve the application data.
3. How we use it
We use your data for one thing: providing the service. That's it.
- We never sell your data.
- We never use your data for advertising.
4. Retention and deletion
We keep your data while your subscription is active so the products can work. If you want your data deleted, email tristan.gaines2@gmail.com and we'll remove it.
5. Security
We'll be straightforward here rather than impressive-sounding: connections to the apps are encrypted in transit (HTTPS). We're a small independent operation and don't claim enterprise compliance certifications — if your organization has specific security requirements, email us and ask before subscribing.
6. Your responsibility for data you enter
For candidate and team data, you — the customer — are the controller of that information. You decide what goes into the products, and you're responsible for having a lawful basis to store it and to contact the people it belongs to. We process it on your behalf to run the service.
7. Contact
Privacy questions, deletion requests, or anything else: tristan.gaines2@gmail.com.
If anything in this policy is unclear, contact support — we'd rather explain it plainly than leave you guessing.