Privacy Policy

This Privacy Policy explains how Shortlist ("Shortlist", "we", "us") collects, uses, shares, and protects your information when you use our resume and cover-letter builder at shortlist.ink and related services (the "Service"). By using the Service, you agree to the practices described here.

1. Information We Collect

We collect the following categories of information:

• Account information. When you sign up, our authentication provider (Clerk) collects your name, email address, password or social-login identifier, and profile photo where provided.
• Resume and cover-letter content. Everything you enter into or upload to the builder: your full name, email, phone number, location, links, professional summary, and your employment, education, leadership, project, and skills history, along with any cover letters you create.
• Job descriptions. Text you paste in to have your resume scanned or optimized against a specific role.
• Contact messages. If you use our contact form, we collect your name, email, the category of your message, and its contents.
• Subscription and usage data. Your plan status, and counters for features such as AI reviews, job scans, and exports, used to enforce free-tier limits and provide your history.
• Payment information. Payments are handled by our third-party payment processor. We do not receive or store your full card details; we store only your subscription status and a membership identifier.
• Technical and device data. IP address, browser and device information, and diagnostic/error data, used for security, abuse prevention, and reliability.

2. How We Use Your Information

• To provide and operate the Service, including saving your resumes and cover letters and syncing them across your devices.
• To generate AI-assisted resume optimizations, cover letters, and ATS analysis at your request.
• To process your subscription, payments, and entitlements.
• To send you service-related and, where you have not opted out, occasional product emails (see Section 6).
• To respond to your contact-form messages and support requests.
• To secure the Service, enforce usage limits, prevent abuse, and debug errors.

3. AI Processing of Your Content

When you use an AI feature (optimization, cover-letter generation, or ATS review), the relevant resume and job-description text is sent to our AI providers, Google (Gemini) and/or OpenAI, solely to produce your result. Under their API terms, content submitted through these interfaces is not used to train their publicly shared models. We do not use your resume content to train models of our own.

4. How We Share Information

We do not sell your personal data. We share it only with service providers ("subprocessors") who process it on our behalf to run the Service:

• Clerk — authentication and account management.
• Convex — database storage of your resumes, cover letters, and history.
• Vercel — application hosting and content delivery.
• Google (Gemini) and OpenAI — AI generation and analysis of the content you submit.
• Whop — subscription checkout and payment processing.
• Resend — delivery of transactional and product emails.
• Arcjet — security, rate limiting, and bot detection (processes IP address).
• Sentry — error monitoring and diagnostics.
• PostHog — privacy-respecting product analytics.

We may also disclose information where required by law, to protect our rights, or in connection with a merger, acquisition, or sale of assets.

5. Cookies and Local Storage

We use cookies and browser local storage to keep you signed in, remember your preferences, and store a local copy of your work so the app is fast and works across sessions. Analytics and security providers may set their own cookies. You can control cookies through your browser settings, though some features may not work without them.

6. Email Communications

We send transactional emails (such as account and onboarding messages) and, unless you opt out, occasional product emails. Every marketing email includes an unsubscribe link, and you can opt out at any time; we will still send essential service messages.

7. Data Retention

We keep your account and content for as long as your account is active. If you delete a resume, cover letter, or your account, we delete the associated content from our active systems, subject to short-lived backups and any records we must retain to meet legal or accounting obligations.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, or destruction, including encryption in transit and access controls at our providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights and Choices

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can:

• Access and edit your resumes, cover letters, and profile directly in your dashboard.
• Delete individual resumes or cover letters, or request full account deletion.
• Unsubscribe from product emails using the link in any such email.
• Contact us to exercise any of these rights (see Section 12).

10. International Data Transfers

Our providers may process and store your information in countries other than your own, including the United States. Where required, we rely on appropriate safeguards for these transfers.

11. Children's Privacy

The Service is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us and we will delete it.

12. Contact Us

For any questions, requests, or concerns about this Privacy Policy or your data, please reach us through our contact page or at privacy@shortlist.ink.