1. Information We Collect
1.1 Information You Provide
When you use Shortlistr, you may provide us with the following information:
- Account Information: Name, email address, company name, and authentication credentials when you create an account
- Job Descriptions: Job titles, responsibilities, requirements, skills, and other hiring criteria you upload or input
- Candidate CVs: Resumes and curriculum vitae uploaded for screening, including candidate names, work history, education, skills, and contact information
- Screening Criteria: Custom criteria you configure, such as preferred companies, industries, tenure thresholds, and experience requirements
- Usage Data: Information about how you interact with the platform, including search queries, chat messages, and feature usage
1.2 Automatically Collected Information
We automatically collect certain information when you use Shortlistr:
- Log Data: IP address, browser type, operating system, referring URLs, and timestamps
- Device Information: Device identifiers, screen resolution, and user agent strings
- Cookies and Tracking: Session cookies, authentication tokens, and analytics cookies (Google Analytics)
- Performance Metrics: API response times, error logs, and system performance data
1.3 Third-Party Integrations
If you connect third-party services (e.g., Google Drive), we may collect:
- Access tokens and refresh tokens for authentication
- File metadata and content from files you explicitly select for import
- Account information from the third-party service provider
2. How We Use Your Information
2.1 Service Delivery
- Process and analyze CVs using AI and machine learning algorithms
- Generate candidate scores, rankings, and feedback based on job descriptions
- Provide chat-based Q&A and semantic search across candidate data
- Calculate career metrics, tenure patterns, and skill assessments
- Store and manage your screening data for current and future sessions
2.2 Platform Improvement
- Analyze usage patterns to improve screening accuracy and algorithm performance
- Monitor system performance and optimize processing speeds
- Identify and fix bugs, errors, and technical issues
- Develop new features and enhance existing functionality
2.3 Communication
- Send you service-related notifications and updates
- Respond to your inquiries, feedback, and support requests
- Provide onboarding assistance and feature announcements
2.4 Security and Compliance
- Detect and prevent fraud, abuse, and security threats
- Enforce our Terms of Service and legal obligations
- Maintain audit logs and comply with regulatory requirements
3. How We Share Your Information
We do not sell your personal information. We may share your information only in the following limited circumstances:
3.1 Service Providers
We work with trusted third-party service providers to operate our platform:
- OpenAI: For AI-powered CV parsing, job description extraction, and feedback generation
- Cloud Infrastructure: Hosting providers for data storage and application servers
- Analytics Services: Google Analytics for usage tracking and performance monitoring
- Email Services: For sending transactional emails and notifications
These providers are contractually obligated to protect your data and use it only for the purposes we specify.
3.2 Legal Obligations
We may disclose your information if required by law, court order, or government regulation, or to protect our rights, property, or safety.
3.3 Business Transfers
If Shortlistr is acquired, merged, or undergoes a business restructuring, your information may be transferred to the new entity, subject to this Privacy Policy.
4. Data Retention
We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:
- Account Data: Retained while your account is active and for a reasonable period after account closure
- CV and Job Data: Retained for the duration of your active screening sessions and for historical reference
- Usage Logs: Retained for up to 90 days for security and debugging purposes
- Analytics Data: Retained in aggregated, anonymised form for platform improvement
You can request deletion of your data at any time by contacting us (see Section 8).
5. Your Data Rights
Depending on your location, you may have the following rights regarding your personal information:
Access and Portability
Request a copy of the personal information we hold about you in a structured, machine-readable format.
Correction
Request correction of inaccurate or incomplete personal information.
Deletion
Request deletion of your personal information, subject to legal obligations and legitimate business interests.
Objection and Restriction
Object to or request restriction of certain processing activities.
Withdraw Consent
Where processing is based on consent, you may withdraw consent at any time.
To exercise these rights, please contact us at the email address provided in Section 8.
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption in transit (HTTPS/TLS) and at rest for sensitive data
- Secure authentication with built-in security features
- Regular security audits and vulnerability assessments
- Access controls and role-based permissions
- Secure cloud infrastructure with data redundancy and backups
However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Cookies and Tracking
Shortlistr uses cookies and similar tracking technologies:
Essential Cookies
Required for authentication, session management, and core functionality. These cannot be disabled.
Analytics Cookies
Google Analytics tracks usage patterns to help us improve the platform. You can opt out using browser settings or Google's opt-out tools.
You can control cookies through your browser settings, but disabling certain cookies may affect platform functionality.
8. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
9. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the "Last updated" date at the top of this page and, where appropriate, through email or in-app notifications. Your continued use of Shortlistr after changes become effective constitutes acceptance of the revised policy.
10. Children's Privacy
Shortlistr is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.