Privacy and data

Greenhouse Jobs for WordPress runs on your WordPress site and keeps its data in your database. It talks to up to four outside services.

Greenhouse

• It reads the jobs published on your public Greenhouse job board, your board’s office list, each job’s application questions and the pay ranges Greenhouse publishes, from boards-api.greenhouse.io, or from boards.eu.greenhouse.io for a board in Greenhouse’s EU data centre. No key needed. Each request names the plugin and your site’s address.
• With a Job Board API key, it sends each application to Greenhouse on that job, uploaded files included. Applications go to the board’s own data centre: a board in Greenhouse’s EU data centre receives them at boards.eu.greenhouse.io, so applicant data for an EU board is not sent to the US endpoint. Paste the full job-boards.eu.greenhouse.io address to make that certain: for a bare token, the plugin asks Greenhouse on save, and if that check can’t reach Greenhouse, applications go to the US endpoint until it succeeds. The settings page warns while that is the case.
• If the visitor reached your site through a Greenhouse tracking link (?gh_src=), the link’s source code goes with the application, so Greenhouse credits the right source.
• On a job whose form has an education section, the school search sends what the applicant types (two characters or more) from your server to Greenhouse’s school list, through the REST route /wp-json/ghjb/v1/education/schools. Matches are cached for an hour, or a day on a site with a persistent object cache; nothing about the applicant is stored.
• EEOC and demographic answers, when a job asks for them, are sent to Greenhouse and nowhere else. They are never stored on your site: not in the submission log, the application emails or the personal data export.
• It never reads your candidates or existing applications.

Your captcha provider, if you set one

• With Cloudflare Turnstile or Google reCAPTCHA set up (both its site key and secret key saved), the application form loads that provider’s script in the visitor’s browser.
• On submit, the plugin sends the captcha token and the visitor’s IP address to the provider to verify it.

Google, if you turn on Google Indexing

• It is off by default and sends nothing until you save a Google Cloud service account key. Test connection then signs in with that key and sends your home page address.
• With notifications switched on, the plugin sends the address of each job page that is published, changed or closed, and of every published job when you click Submit all published jobs.
• No visitor or applicant data goes to Google this way.

The w4dev.com license and update server

This applies once licensing is switched on and the Greenhouse → License screen appears. The plugin contacts https://w4dev.com/wp-json/wp-repo/v3/ hourly, and when the plugin is activated, deactivated or updated, to check your license and deliver updates. It sends:

• your license key and site URL
• your site’s language and its WordPress, PHP, database and web server versions
• the plugin version and whether it is active
• the site admin email address and the first administrator’s display name
• the number of active jobs, the application mode, whether the sitemap and schema are on, and which captcha provider is set

What stays on your site

• Settings and imported jobs, in your WordPress database. The Job Board API key and any Google service account key are stored there too and never shown again.
• The submission log, on by default: your last 100 application attempts, each with the job, the result, the applicant’s name and email and a shortened IP address. Application answers and files are not stored.
• Log controls: only administrators can see the log. Switch it off under Greenhouse → Settings → Features or clear it under Greenhouse → Submissions. WordPress’s personal data export and erase tools include it.
• WP Logs: if the WP Logs plugin is active, each attempt is also written there, without the name or email.
• Uploaded files are never kept. The plugin holds a temporary copy, under a random name in a folder closed to web access on Apache, while the application is sent to Greenhouse, and deletes it straight after. A copy an interrupted request leaves behind is deleted by the next upload once it is an hour old. Files never reach the media library.
• A hashed IP address (for IPv6, of its /64 network) counts application attempts for the rate limit. Each count covers a 10-minute window and is deleted by the first attempt made 20 minutes or more after that window opened. School searches that reach Greenhouse are counted the same way, in one-minute windows that expire on their own.
• The ghjb_gh_src cookie is set only when a visitor arrives through a Greenhouse tracking link (?gh_src=). It holds that link’s source code, nothing personal, for 30 days, and is sent with an application made in that time.
• Application emails are off by default. When on, your site sends them through its own mail setup. The hiring team alert carries the job and the applicant’s name, email and phone number if given; the confirmation goes to the applicant. Files and answers are never attached.
• Job page views, on by default: one number per job. View counting stores no IP address and sets no cookie. To skip repeat views, the plugin keeps a short hash of IP address, browser and job for one hour, plus an hourly count per hashed IP. The visitor’s browser notes the view in session storage until the tab closes. Switch it off under Greenhouse → Settings → Job views.

Deleting the plugin removes its settings, the saved keys, caches, the log, rate-limit counters, scheduled tasks, job terms, its temporary upload folder and each job’s view and application counts. Imported job posts stay unless define( 'GHJB_UNINSTALL_DELETE_JOBS', true ); is in wp-config.php before you delete the plugin.

The share links (Job Sharing block or [ghjb_job_sharing]) are plain links: no LinkedIn, X or Facebook script loads on your site. For your own privacy policy, the plugin suggests text under Settings → Privacy → Policy Guide, covering only the features you have on.

For w4dev.com and this website, see the w4dev privacy policy.