Privacy Policy

Last updated 26 September 2026 · Version 2026-09-26

Moon is a recruiting workspace used by talent teams. This policy explains what we collect, why, and what we do with it — including the specific commitments we make about data we access from your Google Account, from the other accounts you connect, and through the Moon for LinkedIn browser extension. It is written for the people who sign in to Moon, for the candidates whose information Moon holds, and for anyone who opens a Moon page.

1. Who this covers

Three groups of people appear in Moon, and they are treated differently:

• Users — recruiters, sourcers, coordinators, hiring managers and external interviewers at a customer company who sign in to Moon.
• Candidates — people a customer is considering for a role. Candidates do not sign in. Their information is held by Moon on behalf of the customer, who decides what is collected and how long it is kept.
• Visitors — people who open a Moon page without signing in: a candidate share link, a scheduling or booking link, a public job page with an application form, or the client portal. We collect what you type into that page and basic technical logs.

For candidate data, the customer is the data controller and Moon is the processor. If you are a candidate and want your information corrected or deleted, contact the company that approached you, or write to us at services@moon.ac and we will route it to them.

2. Google user data

Moon requests only the Google scopes it needs to schedule interviews. Each one, and exactly what we do with it:

What we store

We store an encrypted OAuth refresh token so Moon can keep working without asking you to sign in repeatedly, plus the identifiers of events Moon itself created. We do not copy the contents of your calendar into our systems.

Limited Use commitment

Moon's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we do not:

• transfer or sell Google user data to third parties for advertising, market research or any similar purpose;
• use Google user data to serve advertisements;
• use Google user data to develop, improve or train generalized AI or machine-learning models;
• allow humans to read Google user data, except where you explicitly ask us to, where it is necessary for security or to comply with the law, or on data that has been aggregated and anonymized.

Revoking access

You can disconnect your calendar inside Moon at any time (Settings → Integrations), or revoke Moon's access directly at myaccount.google.com/permissions. Revoking stops all future access immediately; we delete the stored token.

3. Connected accounts and credentials

A User may connect a work mailbox, a LinkedIn account (including Recruiter and Sales Navigator seats), a WhatsApp account, a phone number and a Google or Microsoft calendar. Moon then reads and sends messages that relate to candidates from those accounts on the User's instruction, and stores the conversation history in the customer's workspace. Each connection is made through our messaging-connectivity provider or the calendar provider, and each can be disconnected in Settings at any time.

Mailbox and WhatsApp

We store the access token or session the provider issues so the connection keeps working, encrypted with a separate key. We read messages that involve candidates in the workspace and store those; we do not copy your whole mailbox or chat history. Disconnecting deletes the stored token and stops all future access.

Phone numbers

If you connect a phone number, calls and SMS placed through Moon are made through telephony and SMS providers. We store the number, call and message logs, and, where the customer has turned it on, recordings and transcripts (section 6). Candidate phone numbers are stored as part of the candidate record.

The LinkedIn session credential

4. Browser extension

The Moon for LinkedIn extension is optional. It runs only on LinkedIn, on the pages of the applicant tracking system your company has connected, on Google Meet and Microsoft Teams, and on app.getmoon.ai — the exact sites are listed in the extension's own permissions when you install it — and collects nothing from any other website. Everything it sends to Moon is tied to your Moon account and your customer's workspace. Exactly what it collects, and when:

The extension never sends, connects, likes or posts through LinkedIn's own interface; when you click Send in the extension the text you reviewed goes to Moon, which sends it from your connected account. The extension does not store your credentials; it uses the Moon session already open in your browser. Each behaviour above is controlled by a setting in the extension. Turning a setting off stops that behaviour. Uninstalling stops all of them.

5. Candidate information from third-party sources

At a customer's request, Moon obtains publicly available professional profile and contact information about candidates — such as job title, employer, work history, and work email or phone number — from professional-contact-data providers. We do this only for people a customer is sourcing or considering for a role, and the customer decides whether to keep it. Candidates can ask the customer, or us, what was collected and to have it deleted (section 1). The customer is responsible for telling candidates where their information came from where the law requires it.

6. Interview recordings, transcripts and AI screening

Where a customer turns these features on, Moon can record and transcribe interviews held over video or phone, place AI-conducted phone or video screening calls, and generate summaries and scorecards from the result. Recording and transcription are done through meeting-recording and transcription providers, and screening calls through telephony providers.

These features run only when the customer has enabled them for a role and has given every participant the notice and obtained the consent that the law requires where they are, including in states and countries that require every party to consent. The customer is responsible for that notice and consent. A recording, transcript or AI summary is part of the candidate record and is kept and deleted on the same terms.

7. Other information we process

• Account information — name, work email, company, role, sign-in activity, and the record of your acceptance of our Terms (date, version, IP address and browser).
• Candidate information — the details a customer's team adds, imports or captures: name, contact details, public professional profile, résumé, interview notes, scorecards, screening answers, and the messages exchanged with that candidate.
• Public Page submissions — what a candidate or client types into an application form, booking page or portal, including files they upload.
• Product usage — logs and diagnostics used to keep the service running, to investigate faults and abuse, and to enforce our Acceptable Use Policy.

8. How we use it

To operate the service the customer has asked for: finding and contacting candidates, scheduling and running interviews, keeping a record of the process, and reporting on it. We also use aggregated, non-identifying data to improve Moon.

Moon uses AI model providers to draft messages, summarise conversations and interviews, write scorecards and score candidates against a role. Customer and candidate content sent to those providers is processed under agreements that prohibit using it to train their general models. Google user data is never sent to them. AI output is a draft or suggestion; people on the customer's team review it and make every hiring decision.

We use a User's contact details to send sign-in links, notifications about their workspace and important notices about the service. We do not send marketing email to candidates, and every notification email we send to anyone outside your company carries a one-click unsubscribe.

Product analytics, session recordings and error monitoring

In the web app we use product-analytics and error-monitoring providers to understand which features are used, to find and fix faults, and to investigate abuse. This includes session recordings of how a User moves through the app (pages, clicks and scrolling), with everything typed into a form masked before it leaves the browser and with no recording on the public candidate-facing pages. Error reports contain the technical context of the fault and the account it happened in. None of this is used for advertising or shared with advertisers. Ask us at services@moon.ac if you want session recording turned off for your workspace.

Cookies

Moon uses cookies and similar browser storage for three things only: keeping you signed in, remembering your preferences (for example your theme and whether you have accepted the Terms), and the analytics described above. We do not use advertising or cross-site tracking cookies. Your browser lets you clear or block cookies; blocking the sign-in cookie means Moon cannot keep you signed in.

Legal bases (EEA, UK and Switzerland)

Where these laws apply, we process Users' data to perform our contract with your company and for our legitimate interests in running, securing and improving the service; we process the LinkedIn session credential on the basis of your consent, which you can withdraw as described in section 3; and we process what the law requires us to keep to meet our legal obligations. Candidate data is processed on the customer's instructions under the customer's own legal basis.

Automated decision-making

Moon's AI drafts, summarises and scores. It does not make decisions with legal or similarly significant effects on a candidate by solely automated means; a person on the customer's team makes every hiring decision.

9. Sub-processors and who we share it with

We do not sell personal information. We share it only with service providers who help us run Moon, each bound by contract to protect it. We describe them here by category:

• cloud hosting and database providers;
• a messaging-connectivity provider, through which Moon connects to email, LinkedIn and WhatsApp accounts and which holds the LinkedIn session credential where a User has enabled it;
• telephony and SMS providers;
• transactional email delivery providers, for sign-in links and notifications;
• meeting-recording and transcription providers, where enabled;
• AI model providers, for drafting, summarising and scoring;
• professional-contact-data providers, for publicly available professional profile and contact information about candidates;
• calendar providers — Google and Microsoft — which you connect directly;
• the applicant tracking system the customer has connected.

A current list of sub-processor categories is available on request at services@moon.ac, and we notify customer administrators of material changes before they take effect. We may also disclose information where the law requires it, to protect the rights and safety of our users and candidates, or as part of a merger or sale of our business, in which case this policy continues to apply.

10. Retention

• Candidate and other customer data is kept while the customer's account is active, and deleted or returned within 30 days after the account ends — sooner if the customer asks. Copies in backups are deleted within 90 days. We keep what the law requires us to keep for as long as it requires.
• User account data is kept while the account exists and deleted on the same basis afterwards.
• Connected-account credentials, including calendar tokens and the LinkedIn session credential, are deleted as soon as the account is disconnected or the extension switch is turned off.
• Extension data held in your browser is removed when you uninstall the extension.

11. Security

Data is encrypted in transit and at rest. Connected-account credentials are encrypted with a separate key and never written to logs. Access is role-based: Users see only their own workspace, and access to production systems is limited to staff who need it. Every action taken on a candidate record is logged. Each customer's data is isolated from every other customer's. If we confirm a security incident that affects your data, we will notify the customer's administrators without undue delay.

12. Your choices

• Disconnect any connected account (mailbox, LinkedIn, WhatsApp, phone, calendar) in Settings → Integrations. Access stops and the stored credential is deleted.
• Turn off extension features in the extension's options: "Keep my LinkedIn connected", thread sync, "Always check every profile", and the interview copilot (which is off unless you turn it on for a call).
• Uninstall the extension from your browser at any time.
• Export your workspace data while the account is active, from within Moon or by asking us.
• Delete — a customer administrator can delete candidate records at any time and can close the account; a User can ask us to delete their account data.

Depending on where you live, you may also have the right to access, correct, export or delete your personal information, or to object to how it is used. Write to services@moon.ac and we will respond within the time your law allows. Candidates: see section 1 — we will pass your request to the company holding your data.

California residents

If you are a California resident, the CCPA/CPRA gives you the right to know what personal information we collect, use and disclose, to correct or delete it, and not to be discriminated against for exercising those rights. In the past twelve months we have collected the categories described in sections 3 to 7 (identifiers, professional and employment information, internet activity in the app, and the content of communications you choose to bring into Moon), for the purposes in section 8, and disclosed them only to the service providers in section 9. We do not sell personal information and we do not share it for cross-context behavioural advertising, and we have not done so in the past twelve months. To exercise a right, email services@moon.ac; we will verify the request and respond within the time the law allows. Where Moon holds your information as a customer's service provider, we will pass the request to that customer. You may use an authorised agent; we will ask for proof of the authorisation.

13. International transfers

Moon is operated from, and hosts data in, the United States, and our providers may process data in other countries. Where we transfer personal data out of the UK, EEA or Switzerland we rely on Standard Contractual Clauses or another approved safeguard.

14. Children

Moon is a workplace tool and is not for anyone under 18. We do not knowingly collect information about anyone under 18; if we learn that we have, we delete it.

15. Changes

If we change this policy in a way that materially affects you, we will update the date and version at the top and notify customer administrators before it takes effect.

16. Contact

Moon Labs Inc.
1990 N California Blvd, 8th Floor
Walnut Creek, CA 94596
United States
services@moon.ac