RecrutFloFAQ
Frequently asked questions.
Everything about how RecrutFlo works, how candidate data is handled, and how billing works.
Product
- Is RecrutFlo an ATS?
- No. RecrutFlo sits between your recruitment mailbox and whichever system you use next. It organizes CV emails into a searchable candidate database - it doesn't run hiring pipelines, interview scheduling or offer management like an applicant tracking system does.
- Which mailbox providers are supported?
- Gmail, Microsoft 365 / Outlook, and any other provider that supports standard IMAP.
- Which CV file formats are supported?
- PDF, DOC and DOCX attachments are parsed automatically. If an attachment can't be parsed, the candidate record still gets created from the email content, and processing continues rather than failing.
- How accurate is CV extraction?
- Extraction pulls objective fields such as contact details, experience, skills, languages, location, salary expectations and availability, but CVs vary widely in format and quality. Every record stays a draft until a recruiter reviews it - RecrutFlo doesn't guarantee extracted data is complete or fully accurate.
- Does RecrutFlo make hiring decisions?
- No. RecrutFlo does the repetitive work of organizing candidate data - the recruiter makes every real decision, from review to who gets contacted.
Security & data
- Is my candidate data isolated from other companies?
- Yes. Every workspace is isolated by tenant, and supported administrative and recruitment changes are recorded in an audit trail.
- Do you sell or share candidate data?
- No. RecrutFlo never sells candidate records and only shares data with documented service providers needed to operate the service.
- Is RecrutFlo GDPR-compliant?
- RecrutFlo is designed around EU data protection principles - purpose limitation, data minimisation, accuracy review, storage limitation, security and accountability. See the Privacy Policy and Data Processing Overview for the full detail.
Billing
- Is VAT included?
- Yes. The paid plan prices shown on the pricing page include VAT, and payments are processed securely by Stripe.
- Can I change plans later?
- Yes, upgrade or downgrade at any time from your billing settings. Upgrades take effect immediately; downgrades are scheduled and take effect at the start of your next billing cycle, so you keep your current plan's capacity for the rest of the period you already paid for.
- What happens if I go over my plan's limits?
- You get a clear warning before you hit a limit. You can add extra processing runs as a one-off add-on, or upgrade to a higher plan.
- Do you store my card details?
- No. All payments are processed by Stripe - RecrutFlo never stores your card or bank details.
- What are processing add-ons?
- One-off top-ups of extra CV processing runs for occasional busy periods, available on any active paid plan. They're used only after your plan's included capacity is exhausted, and expire at the end of the current billing cycle.
Getting started
- Is there a free trial?
- The Free plan is free for as long as you need it for a small recruiting inbox - no credit card required, no trial expiry.
- Can I add teammates to my workspace?
- Yes, up to the user limit included in your plan.
- How long does setup take?
- Connecting a mailbox takes a few minutes. There's no implementation project or onboarding call required to get started.
Still have a question?
Send us a message and we'll get back to you, or try RecrutFlo with a real mailbox on the Free plan - no card required.