Privacy policy
Last updated 6 Nov 2026
On this page
Shortlist.expert helps businesses hire for skilled, visual work. This policy explains what we collect when you use shortlist.expert or read our emails, why we collect it, who can see it and the choices you have.
In short
- We collect what we need to run hiring on Shortlist.expert. Nothing is used for ads, and we don’t sell your data.
- An application is seen only by the team at the company you apply to.
- Google sign-in gives us your name, email address and profile picture. Nothing else from your Google account.
- AI helps businesses write posts. It never reads, scores or ranks applicants.
- You can download your data or delete your account at any time.
1. Who we are
Shortlist.expert (“we”, “us”) runs shortlist.expert and decides how the personal data in this policy is used. Questions and requests about your data go to hello@shortlist.expert.
When a company reviews your application on Shortlist.expert, it also decides how it uses what you sent it. Its own privacy policy covers anything it does outside Shortlist.expert.
2. What we collect
Your account
- Your email address and name.
- A password, only if you choose to set one. We store it hashed, never in plain text.
- Your email preferences.
When you apply
- Contact details: name, email, phone, city, and portfolio and LinkedIn links.
- The work you upload or link, and what your part in it was.
- Your answers to the company’s questions.
- Profile details you add, like your headline, experience, skills, tools, languages, availability, rates and how you like to work.
- Which link or website brought you to the job page.
When you hire
- Your company’s name, website, logo, location and team size.
- Your posts and application forms, and the ratings, notes, statuses and messages your team adds.
- Your teammates’ names and email addresses, and the email addresses of people you invite.
- People you add to your People list yourself: their name, a link, an email address and your note.
When you use the site
- Your IP address and browser, stored with your signed-in session.
- Sign-in attempts, counted to stop abuse.
- Views of each job link, counted per day without identifying you.
- Page views, through Vercel Web Analytics. It uses no cookies, and we drop anything after “?” in the address before it’s sent.
- Server logs (IP address, browser, pages requested and errors), kept by our hosting provider.
- A record of each email we send you: the address, which email it was and whether it was delivered.
From other people
A company may add your name, a link and your email address to its People list, or invite you to its team. If that’s you and you’d like it removed, email hello@shortlist.expert.
3. Google sign-in
You sign in with your Google account, or with a password if you set one. This is how we handle the data Google shares with us.
What we access
- We ask Google only for the basic sign-in permissions:
openid,emailandprofile. - From these we receive your name, email address, whether Google has verified it, a link to your profile picture and your Google account ID.
- We don’t ask for, and can’t see, your Gmail, Drive, Calendar, Contacts or any other Google data.
How we use it
- To create your Shortlist.expert account or sign you in.
- To connect Google to an existing Shortlist.expert account with the same verified email address.
- To fill in your name, which you can change.
- To send you the account and application emails described in this policy.
We don’t use it for anything else.
How we store and share it
- We store it in our database with your account. Google also returns sign-in tokens, which we keep with your account and never use to reach other Google services.
- We don’t sell Google user data, use it for advertising, or use it to train AI models.
- We share it only with the service providers that run Shortlist.expert (section 7), only to run the service, or when the law requires it.
- People at Shortlist.expert don’t read it, except to keep the service secure, to help when you ask, or to meet a legal duty.
How to remove it
- Delete your Shortlist.expert account and we delete the Google data stored with it.
- You can also remove Shortlist.expert’s access at myaccount.google.com/connections. This stops Google sign-in but keeps your Shortlist.expert account. Delete that from your account page, or email hello@shortlist.expert.
Shortlist.expert’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4. How we use it
- To run Shortlist.expert: accounts, posts, applications, reviews and messages.
- To send the emails you need, like application updates and invites, and the digests you can turn off in settings.
- To keep the service safe: limit sign-in attempts, stop spam applications and look into reports.
- To show companies how their posts are shared, in counts that don’t identify anyone.
- To fix problems and improve the service.
Our reasons
Where the law asks for a reason to use your data, ours are:
- To provide the service you signed up for.
- Our legitimate interests, like security and fixing problems.
- Your consent, for optional things like talent pools, a public profile and optional emails. You can withdraw it at any time.
- When the law requires it.
5. AI
- Hiring teams can use AI to draft and edit posts and application forms. We send what the team gives it, like their description of the work, an attached job description, the post and their chat messages, to an AI model provider and show the team a draft.
- We don’t send applications, applicants’ work or profiles to AI models.
- AI never reads, scores, ranks or rejects applicants. People decide.
- Model providers handle this content under business terms that don’t let them train their models on it.
6. Who sees it
If you apply
- Team members with access to that post see your application: contact details, work and answers.
- Your profile, other applications and everything else stay private. A company sees more only if you join its talent pool or turn on a public profile.
If you hire
- Members of your workspace see posts, applicants, ratings and notes, depending on their access.
- Applicants see your company’s name and logo, the post, and messages your team sends them.
Everyone
- Published posts are public, with the company’s name and logo. They can appear on Google for Jobs and in search results.
Our team
- A small number of people at Shortlist.expert can access data to run the service, help when you ask, look into abuse or meet a legal duty.
When the law requires it
- We share data when the law requires it, or to protect people’s safety or our rights.
- If Shortlist.expert is sold or merged, this policy keeps applying to your data, and we’ll tell you before anything changes.
7. Service providers
These companies process data for us, only to run Shortlist.expert.
- Vercel
- Hosting, private file storage, web analytics and the AI Gateway.
- Neon
- Our database.
- Resend
- Sending email.
- Sign-in with Google.
- Anthropic, OpenAI
- AI drafting of posts. They receive only what the hiring team writes, never applicants’ data.
9. How long we keep it
- Your account and profile: until you delete your account.
- Applications you start but don’t send: deleted after 7 days.
- Sent applications: kept while the company’s workspace exists, as its hiring record. If you delete your account, we withdraw any that are still open and remove your contact details, work and answers. The company keeps only a record that a “Deleted applicant” applied, and any messages you exchanged.
- Workspaces: until the last member deletes their account, or you ask us to delete one. When a member deletes their account, their ratings, notes and messages stay with the workspace without their name.
- Signed-in sessions: 30 days after you last use them. Team invites: 7 days.
- Logs, sign-in attempt counts and email records: only as long as we need them for security and to fix delivery problems.
- Backups: deleted data can stay in backups for a short time before they’re overwritten.
10. Security
- All traffic uses HTTPS, and our database and file storage are encrypted at rest.
- Uploaded work is stored privately and shown only after we check you’re allowed to see it.
- Passwords are hashed, and sign-in attempts are limited.
- Only people who need access to run the service have it.
No system is perfectly secure. If a breach affects your data, we’ll tell you and the authorities as the law requires.
11. Your rights and choices
Depending on where you live, including under India’s Digital Personal Data Protection Act and the EU and UK GDPR, you can:
- See and download your data. Applicants can use Download my data in Profile · Account. Hiring teams can email us.
- Correct it, by editing your profile or account, or by asking us.
- Delete it, with Delete account in Profile · Account or Settings · Your account, or by asking us.
- Withdraw consent: leave a talent pool, turn off your public profile or turn off optional emails. This doesn’t affect what we did before.
- Withdraw an application, from its ⋯ menu in Applications.
- Object to or limit how we use your data, or ask for a copy to take elsewhere.
- Name someone to use these rights for you if you can’t.
- Complain to us, or to your data protection authority, like the Data Protection Board of India.
Email hello@shortlist.expert from the address on your account. We reply within 30 days and may ask you to confirm it’s you.
12. Where it’s stored
Our servers and database are in Singapore. Some providers, like our email and AI providers, process data in other countries, including the United States. When data moves across borders, we rely on our providers’ contracts and safeguards to protect it.
13. Children
Shortlist.expert is for people 18 and over. We don’t knowingly collect data from children. If you think a child has given us data, email us and we’ll delete it.
14. Changes to this policy
If we change this policy, we’ll update the date at the top. For changes that matter, we’ll email you or show a notice in the app before they take effect.
15. Contact
Questions, requests or complaints about your data: hello@shortlist.expert