Welcome to Shortlist.ai ("we," "our," or "us"). We operate the website shortlist.ai and provide AI-powered resume scanning, proposal generation, and professional resume writing services. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website or use our services.
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
Shortlist.ai is an AI-powered career platform combining Certified Professional Resume Writers (CPRWs) with intelligent tools to help job seekers, freelancers, and executives get shortlisted for the roles they actually want. Our platform is accessible at https://shortlist.ai.
For any privacy-related questions or requests, contact us at: hello@shortlist.ai
02 Information We Collect
We collect the following categories of information:
a) Information You Provide Directly- Order Information: When you place an order, we collect your name, email address, and payment details (processed securely via our payment provider — we never store full card numbers).
- Career Information: Work history, education, skills, achievements, and other professional details you provide so our writers can craft your documents.
- ATS Scanner Inputs: Resume text you upload or paste into our ATS Resume Scanner tool.
- Contact Form Submissions: Your name, email address, and message when you reach out through our contact form or email.
- Usage Data: Pages visited, services viewed, time spent on the site, and interactions with our content.
- Device Information: Browser type, operating system, device type, screen resolution, and IP address.
- Log Data: Server logs including access times, referring URLs, and error reports.
- Cookies and Tracking Data: See Section 4 for full details on our cookie usage.
- Payment Processors: Payment information is handled directly by our secure payment processor. We receive only a transaction confirmation — never your full card details.
- Referral Sources: If you arrive from a partner or referral site, we may receive limited information about the referral source.
03 How We Use Your Information
We use the information we collect for the following purposes:
- To process your order and match you with a qualified certified writer
- To deliver completed resume documents and revisions via email
- To communicate with you about order status, revisions, and support
- To provide and improve our ATS Scanner, Proposal Generator, and other tools
- To analyze how visitors use our platform and improve the experience
- To detect, prevent, and address fraud or security issues
- To comply with legal obligations
- To display relevant advertisements through Google AdSense (see Section 5)
- To send occasional career tips or updates, only if you have opted in
We do not use your career information or resume content to train AI models, and we do not share it with third parties for marketing purposes.
04 Cookies & Tracking Technologies
We use cookies and similar tracking technologies to improve your experience. A cookie is a small text file stored on your device by your browser.
Types of cookies we use:- Essential Cookies: Required for the website to function — session cookies, security tokens, and preference memory during a visit.
- Analytics Cookies: Used by Google Analytics to collect anonymized data about how visitors use our platform.
- Advertising Cookies: Used by Google AdSense to display relevant advertisements, which may involve tracking browsing behavior.
- Preference Cookies: Remember your settings and choices, such as cookie consent selections.
05 Google AdSense & Third-Party Advertising
We may display advertisements through Google AdSense, an advertising service provided by Google LLC. These ads help us keep certain tools and resources free for all visitors.
Google AdSense uses cookies and web beacons to serve ads based on prior visits to our website and other websites. Google's use of advertising cookies enables it and its partners to serve ads based on your browsing history.
- Google may use the DoubleClick cookie to serve ads across the web
- Third-party vendors, including Google, may use cookies based on prior site visits
- You can opt out of personalized advertising at google.com/settings/ads
- You may opt out of third-party vendor cookies via aboutads.info
We do not control the content of advertisements served by Google AdSense. For more information, visit Google's Privacy & Terms.
06 Google Analytics
We use Google Analytics to understand how visitors interact with our platform. It collects anonymized information including pages visited, time on site, and referral sources. We do not combine Google Analytics data with personally identifiable information.
You can prevent Google Analytics from recognizing you on return visits by disabling cookies in your browser, or by installing the Google Analytics Opt-out Browser Add-on.
07 How We Share Your Information
We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:
- Assigned Writers: Your career information is shared with the certified writer assigned to your order, solely for writing your documents.
- Service Providers: Trusted third-party providers who assist with hosting, payment processing, and analytics — contractually bound to confidentiality.
- Legal Requirements: We may disclose your information if required by law, court order, or valid government request.
- Business Transfers: In the event of a merger or acquisition, your information may be transferred. We will notify you before your data is transferred and new terms apply.
- Protection of Rights: We may disclose information when necessary to protect the rights, property, or safety of Shortlist.ai, our clients, or others.
08 Data Retention
We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:
- Order and career data is retained for 2 years to support revision requests and re-orders, then deleted upon request.
- Completed resume documents are securely stored for 12 months so you can retrieve them if needed, then permanently deleted unless you request earlier removal.
- ATS Scanner inputs are processed in real time and not stored permanently beyond your active session.
- Analytics data is retained for up to 26 months per Google Analytics default settings.
- Contact form submissions are retained for up to 12 months for support reference purposes.
09 Your Rights & Choices
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct inaccurate or incomplete information.
- Deletion: Request that we delete your personal data ("right to be forgotten").
- Portability: Request your data in a machine-readable format.
- Objection: Object to our processing of your data for certain purposes, including direct marketing.
- Withdraw Consent: Where we rely on consent to process your data, you may withdraw it at any time.
To exercise any of these rights, please contact us at hello@shortlist.ai. We will respond within 30 days.
10 Data Security
We take the security of your personal and career data seriously. The measures we implement include:
- HTTPS encryption for all data transmitted between your browser and our servers
- Secure payment processing — we never store full payment card numbers
- Restricted internal access — only the assigned writer and relevant staff can access your career information
- Regular security reviews of our systems and processes
While we use commercially reasonable security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information to the highest standard.
11 Children's Privacy
Our services are intended for professionals and job seekers 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, please contact us immediately at hello@shortlist.ai and we will delete it promptly.
12 Third-Party Links
Our platform may contain links to third-party sites including job boards, LinkedIn, and career resources. These sites have their own privacy policies and we are not responsible for their practices. We encourage you to review the privacy policy of any external site you visit.
13 Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the "Last Updated" date at the top of this page. If we make material changes that affect how we handle your personal information, we will notify you via email or a prominent notice on our platform.
14 Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please reach out:
We aim to respond to all privacy-related inquiries within 5 business days.