ShortlistsAI ("we," "our," or "us") operates shortlistsai.com and provides AI-powered ATS resume scoring, optimization, and career tools. This Privacy Policy explains how we collect, use, disclose, and protect your personal information.
By using our website, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.
01 Who We Are
ShortlistsAI is an AI-powered platform that helps job seekers and freelancers understand and improve their resume's ATS compatibility. Our platform is accessible at https://shortlistsai.com. For privacy-related questions, contact us at support@shortlistsai.com.
02 Information We Collect
a) Information You Provide Directly- Account Information: name, email address, and (if using email/password login) a securely hashed password.
- Profile Information: phone number and address, if you choose to add them in Account Settings.
- Resume & Job Description Content: text you upload or paste into our ATS Scanner, Live Editor, Cover Letter, and Proposal tools.
- Contact Form Submissions: your name, email, and message when you reach out via our contact form.
- Billing Information: handled directly by Paddle, our payment processor — we do not receive or store your full card details.
- Usage Data: which tools you use and how often, for plan-limit tracking and product improvement.
- Device & Log Data: browser type, IP address (used for free-scan rate limiting), and server access logs.
- Session Cookies: used to keep you logged in — see Section 6.
- Google Sign-In: if you log in with Google, we receive your name, email, and Google account ID.
- Paddle: transaction confirmations and subscription status, not full payment details.
03 How We Use Your Information
- To create and manage your account, and track your plan and usage limits
- To generate your ATS Score, Job Match Score, ShortlistsAI Score, optimized resume text, cover letters, and proposals
- To process payments and manage your subscription via Paddle
- To communicate with you about your account, orders, or support requests
- To detect, prevent, and address abuse, fraud, or security issues
- To improve our tools and product experience
- To comply with legal obligations
We do not sell your personal information or resume content to third parties, and we do not use your resume content to train AI models.
04 AI Processing (OpenAI)
To generate your scores, feedback, optimized resume text, cover letters, and proposals, your resume and job description text is sent to OpenAI's API for processing. This is necessary for the core functionality of our tools.
05 Payments (Paddle)
All payments are processed by Paddle.com, who acts as our Merchant of Record. Paddle collects and processes your payment details directly — we never see or store your full card number. Paddle's own Privacy Policy governs how they handle payment data.
06 Cookies & Sessions
We use a small number of cookies, all functional (not advertising-related):
- Session cookie: keeps you logged in between visits, stored securely via our session store.
- Cookie consent preference: remembers that you've acknowledged our cookie notice.
We do not currently use third-party advertising or tracking cookies on ShortlistsAI.
07 How We Share Your Information
We do not sell, rent, or trade your personal information. We share it only with:
- OpenAI: to process resume/job description text and generate AI output (see Section 4)
- Paddle: to process payments and manage subscriptions (see Section 5)
- MongoDB Atlas: our database provider, which stores your account and resume data securely
- Legal Requirements: if required by law, court order, or valid government request
- Business Transfers: in the event of a merger or acquisition, with notice to you beforehand
08 Data Retention
- Account data is retained while your account is active, and deleted upon account deletion request.
- Resume and job description content is retained to let you access your scan history and re-optimize later, until you delete your account or specific resumes.
- Contact form submissions are retained for up to 12 months for support reference.
- Billing/transaction records are retained as required for accounting and tax purposes.
09 Your Rights & Choices
Depending on your location, you may have rights to access, correct, delete, or export your personal data, and to object to or withdraw consent for certain processing. To exercise any of these rights, contact support@shortlistsai.com — we aim to respond within 30 days. You can also delete individual resumes or your entire account directly from your dashboard.
10 Data Security
- HTTPS encryption for all data transmitted between your browser and our servers
- Passwords are hashed (never stored in plain text)
- Payment data is handled entirely by Paddle, a PCI-compliant payment processor
- Access to production data is restricted to authorized personnel only
No method of transmission over the internet is 100% secure, but we take reasonable, industry-standard measures to protect your information.
11 Children's Privacy
Our services are intended for users aged 16 and over. We do not knowingly collect personal information from children under 13. If you believe a minor has submitted information to us, contact support@shortlistsai.com and we will delete it promptly.
12 Third-Party Links
Our platform may link to third-party sites (e.g. job boards, Upwork, Fiverr). These sites have their own privacy policies, and we are not responsible for their practices.
13 Changes to This Privacy Policy
We may update this Privacy Policy periodically. The "Last Updated" date above reflects the most recent revision. Material changes will be communicated via email or a notice on our platform.
14 Contact Us
We aim to respond to all privacy-related inquiries within 5 business days.