Privacy Policy

Effective Date: October 1st, 2025

Common Ground Social Network Inc., trading as WeShortlist (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use any of our products or services, including:

• WeShortlist Hiring Platform – for posting jobs, screening candidates, and managing applications.

• WeShortlist Interview Copilot – for capturing, transcribing, and analyzing interviews to support hiring decisions.

1. Who This Policy Applies To

This policy applies to:

• Candidates – individuals whose resumes, applications, or interviews are submitted through our platform, either directly or by a hiring manager.

• Hiring Managers – individuals or organizations who post roles, review candidates, and manage hiring processes using WeShortlist.

• Interview Participants – candidates, hiring managers, or others whose interviews are recorded or transcribed using the Interview Copilot.

By submitting an application, creating an account, or participating in an interview through WeShortlist, you acknowledge that you have read and understood this Privacy Policy and consent to the use of AI technology to process and analyze your data.

2. Information We Collect

We collect information in connection with your use of our products and services. The type of data collected depends on your role and which WeShortlist features you use.

2.1 Candidate Information

Collected when you apply directly, are referred, or are uploaded by a hiring manager:

• Contact details (name, email, phone number, address)

• Resume, cover letter, and application materials (education, work history, skills)

• Interview recordings, transcripts, and AI-generated summaries (if participating in interviews)

• Answers to assessments or screening questions

• Any additional information you choose to provide

If your information is submitted by a hiring manager, they are responsible for ensuring they have obtained your consent to do so.

2.2 Hiring Manager Information

Collected when you create an account or use WeShortlist to manage hiring:

• Contact details and account credentials

• Job descriptions, role requirements, and evaluation criteria

• Notes, ratings, and feedback on candidates

• Billing and payment information (for paid features)

2.3 Interview Copilot Data

Collected only when the Interview Copilot is active:

• Audio or video recordings of interviews (with prior notice and consent)

• Automatically generated transcripts of interviews

• AI-generated notes, summaries, and recommendations based on the conversation

• Metadata such as meeting time, participants, and duration

2.4 Automatically Collected Data (All Users)

• Device and browser information

• IP address and approximate location

• Usage data (pages visited, features used, timestamps)

3. How We Use Your Information

We use your information to operate, improve, and provide our services, including:

• Delivering and managing WeShortlist’s hiring platform and Interview Copilot

• Evaluating candidates against job requirements and interview scorecards

• Generating AI-driven insights and summaries to support hiring decisions

• Enhancing the accuracy and fairness of our AI models (using anonymized or aggregated data)

• Facilitating communication between candidates and hiring managers

• Providing customer support and troubleshooting

• Sending product updates and optional marketing communications (opt-in only)

• Complying with legal obligations and preventing misuse

4. AI Processing & Interview Analysis

WeShortlist uses artificial intelligence (“AI”) to assist in parts of the hiring process, including resume screening, candidate ranking, and interview summarization.

When AI is used:

• Data is analyzed to create structured summaries, recommendations, or scores aligned with role criteria.

• Hiring decisions are not automated — final decisions remain with the hiring manager or their organization.

• AI insights are generated only for legitimate hiring and evaluation purposes.

• Interview recordings and transcripts are processed securely and accessible only to authorized participants.

5. How We Share Your Information

We do not sell personal data. We may share it only when necessary to provide our services:

• With hiring managers – candidate materials, transcripts, and assessments are shared solely for the relevant job.

• With candidates – feedback or updates may be shared where appropriate.

• With service providers – trusted vendors who support hosting, storage, analytics, transcription, or communications.

• For legal reasons – to comply with law, protect rights, or ensure platform integrity.

All service providers are bound by confidentiality and data protection obligations.

6. International Data Transfers

We operate globally and may store or process data in Canada, the United States, or other jurisdictions where our service providers are located.
We use appropriate safeguards (such as contractual clauses) to ensure your information remains protected in compliance with applicable data protection laws (e.g., GDPR).

7. Data Retention

We retain data indefinitely unless you request deletion or law requires otherwise. This includes application data, hiring manager information, and interview transcripts. Retaining data enables us to:

• Maintain continuity for ongoing or future hiring processes

• Improve our AI systems and product performance using anonymized data

• Support compliance and audit purposes

You may request deletion of your personal data at any time by contacting hello@weshortlist.com.

8. Data Security

We apply industry-standard security controls to protect all personal data, including:

• Encryption of data in transit and at rest

• Access controls and audit logs

• Secure storage of interview recordings and transcripts

• Regular security reviews and incident response protocols

9. Marketing Communications

We may send marketing communications about WeShortlist products only with your consent.
You can opt out at any time by following the unsubscribe instructions in our emails or by contacting us directly.

Transactional messages (e.g., interview confirmations or account notices) are not considered marketing and will still be sent as necessary.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your data

• Request a copy of your information

• Withdraw consent to processing

• Object to AI or automated profiling

• File a complaint with your data protection authority

To exercise these rights, contact hello@weshortlist.com.

Automated Processing

Candidates have the right not to be subject to decisions based solely on automated processing. WeShortlist’s AI assists but does not replace human judgment in hiring.

11. Children’s Privacy

WeShortlist is not intended for individuals under 18. We do not knowingly collect personal information from minors.

12. Changes to This Policy

We may update this Privacy Policy periodically. If we make material changes, we will notify users via email or by posting an updated version on our website.

13. Contact Us

If you have questions or requests about this Privacy Policy or our data practices, contact:

Common Ground Social Network Inc., trading as WeShortlist
3106-128 W Cordova Street
Vancouver, BC V6B 0E6
Email: hello@weshortlist.com