Last Updated: May 31, 2025
1. Introduction
Welcome to CV Shortlister (the "Service"), provided by LydiaSoft LLC ("Company," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website cvshortlister.com and use our Service. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use the Service.
This Privacy Policy applies to all information collected through our Service and any related services, sales, marketing, or events. All data, including for "Solo Recruiter" plans, is scoped to an Institution, as defined in our Terms of Use.
2. Information We Collect
We may collect information about you in a variety of ways. The information we may collect via the Service includes:
2.1. Information You Provide to Us
- Account Information: When you register for an account, we may collect personal information such as your name, email address, username, password, and other contact or identifying information you choose to provide. Your Institution's name will also be collected.
- Job Descriptions: Information you provide when creating job descriptions, such as job titles, descriptions, requirements, location, department, and associated skills.
- Resumes and Candidate Data: When you upload resumes, we collect the information contained within them. This may include personal data of job applicants such as names, contact details (email, phone), employment history, education, skills, and any other information included in the resume. We store both the original file and a text version, and may also store parsed data from the resume.
- Application Data: Information related to a candidate's application for a specific job, including application date, status, matching score, and any recruiter notes.
- Payment Information: If you subscribe to our paid tiers, we may collect payment information necessary to process your transactions, such as your credit card number and billing address. This information is typically processed by third-party payment processors.
- Communications: If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.
2.2. Information We Collect Automatically
- Log and Usage Data: Like most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Service and record it in log files. This log data may include the Internet Protocol (IP) address, browser type and settings, the date and time the Service was used, information about browser configuration and plugins, language preferences, and cookie data.
- Device Information: We may collect information about your computer or mobile device, such as your operating system, device identifier, and browser type.
- Cookies and Similar Tracking Technologies: We use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy (if applicable, or you may detail it here).
3. How We Use Your Information
We use the information we collect in various ways, including to:
- Provide, operate, and maintain our Service;
- Process and manage your account, subscriptions, and transactions;
- Enable you to upload job descriptions and resumes for processing and matching;
- Facilitate the creation of an institutional resume pool and link resumes to specific job applications;
- Calculate and display matching scores between resumes and job descriptions;
- Improve, personalize, and expand our Service;
- Understand and analyze how you use our Service;
- Develop new products, services, features, and functionality;
- Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the Service, and for marketing and promotional purposes (with your consent, where required by law);
- Send you emails and other communications;
- Find and prevent fraud and abuse;
- Ensure security and protect our rights and property;
- Comply with legal obligations and enforce our Terms of Use.
4. How We Share Your Information
We may share the information we have collected about you in certain situations. Your information may be disclosed as follows:
- Within Your Institution: Information you upload, such as job descriptions and resumes, will be accessible to other authorized users within your Institution as part of the shared job description pool and resume pool.
- With Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. Examples include: payment processing, data analysis, email delivery, hosting services (including shared or dedicated servers based on your subscription tier), customer service, and marketing assistance. We will only share the information necessary for them to perform these services and require them to protect this information.
- By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation.
- Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- With Your Consent: We may disclose your personal information for any other purpose with your consent.
5. Data Storage, Security, and Retention
- Data Security: We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
- Data Storage: Your information is stored on servers located in the United States of America. Depending on your subscription tier (e.g., "Enterprise"), your data may be stored on a dedicated server environment.
- Data Retention: We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, or as needed to provide you the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Resumes within the institutional pool will be retained according to your Institution's policies and our service terms.
6. Your Data Protection Rights
Depending on your location and applicable data protection laws (e.g., GDPR in Europe, CCPA in California), you may have certain rights regarding your personal information. These may include the right to:
- Access the personal information we hold about you.
- Request that we correct any inaccurate personal information.
- Request that we delete your personal information.
- Object to the processing of your personal information.
- Request the restriction of processing your personal information.
- Request portability of your personal information.
- Withdraw consent at any time (where processing is based on consent).
To exercise these rights, please contact us using the contact details provided below. We will respond to your request in accordanceance with applicable law. Please note that we may need to verify your identity before processing your request. If you are an individual whose resume has been uploaded to our Service by one of our institutional users, please direct your rights requests to that Institution.
7. International Data Transfers
Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. If you are located outside United States of America and choose to provide information to us, please note that we transfer the data, including personal data, to the United States of America and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
8. Children's Privacy
Our Service is not intended for use by children under the age of 16 (or a higher age threshold if required by applicable law), and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information from our files as soon as possible.
9. Cookies and Tracking Technologies
We may use cookies, web beacons, tracking pixels, and other tracking technologies on the Service to help customize the Service and improve your experience. For more information on how we use cookies, please refer to our Cookie Policy.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us.