Privacy, Security, and Trust
FlexFiles supports sensitive document work through separated access models, controlled intake patterns, and auditable operational flows.
Trust model
- Guest uploads are separated from internal workspace permissions.
- Hiring decisions and candidate status changes remain auditable.
- Workspace roles help keep internal access narrower than public links or guest intake.
- Shared AI outputs can be distributed without exposing the full underlying workspace.
Public tool privacy language
- The public tools experience emphasizes secure processing and low-friction privacy messaging directly on the tools catalog and tool pages.
- This is meant to reassure one-off users before they upload files, especially when they are not yet operating inside a workspace.
Privacy guidance
Use purpose-specific folders, links, and jobs so sensitive documents are not mixed with unrelated content.
The more important the workflow, the more the product structure should mirror the business purpose. That is what makes access review, data hygiene, and auditability workable over time.
Recommended safety patterns
- Use guest upload links for bounded external intake.
- Use shared chats for bounded external distribution of AI findings.
- Keep internal collaboration inside clearly owned folders.
- Avoid mixing sensitive and non-sensitive workflows in the same folder path when governance matters.
Where this shows up across the product
Security and trust are not confined to a policy page. They show up as concrete product behavior: password-protected guest upload links and shared chats, per-link and per-IP upload caps, audit-preserving candidate lifecycle states in hiring, and a public tools experience that processes files without requiring an account.
When evaluating FlexFiles for a sensitive workflow, look at how a specific feature behaves under these constraints rather than relying only on general policy language.
- Guest Upload Links: password protection, expiry dates, and per-IP caps on external intake.
- Hiring Suite: discarded and withdrawn candidates stay auditable instead of being silently deleted.
- PDF Editor and tool pages: file processing is scoped to the task without requiring workspace-wide access.
Security and trust questions
Do guest upload links give external users access to my workspace?
No. Guest upload links are intake-only endpoints. External users can submit files through the public page, but they never gain access to the internal workspace, other folders, or other submissions.
Are files processed on the public tool pages stored permanently?
Public tool processing is designed around the immediate task. If you want a result to persist with version history and access control, save it into a workspace folder rather than relying on a one-off browser download.
How does FlexFiles keep hiring decisions auditable?
Candidate status changes, including rejections, withdrawals, and discards, are preserved rather than deleted, so recruiters and admins can review the decision history later even though those candidates are excluded from default ranking views.
Keep exploring
Create secure guest upload links to collect documents from clients, applicants, or partners without granting workspace access.
Understand share links, permissions, activity visibility, and collaboration concepts in FlexFiles.
Understand login, signup, account settings, and the main access-related flows in FlexFiles.
Understand the FlexFiles PDF editor, editing model, and the main document modification workflows.
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