PRIVACY POLICY
Effective Date: July 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 our services.
1. Who This Policy Applies To
This policy applies to:
Candidates – individuals whose resumes or applications are submitted to our platform, either directly by the candidate or by a hiring manager on their behalf.
Hiring Managers – individuals with accounts on our platform who review candidate profiles, manage job postings, and in some cases, upload candidate resumes for evaluation.
By submitting an application through our platform, you acknowledge that you have read and understood this Privacy Policy and consent to your application being reviewed and assessed using AI technology.
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 our services.
2. Information We Collect
2.1 From Candidates (Direct or via Hiring Manager Upload)
When your resume or application is submitted to our platform—either by you or a hiring manager—we collect:
Contact information (name, email address, phone number, mailing address)
Resume and supporting documents (including employment history, education, skills, certifications)
Any additional information included in your application materials
Note: If a hiring manager uploads your information, they are responsible for ensuring they have obtained your consent to do so.
2.2 From Hiring Managers
When you create an account, we collect:
Contact information (name, email address, phone number)
Account login credentials
Activity logs related to reviewing candidates, uploading resumes, and managing job postings
2.3 Automatically Collected Data (Both User Types)
When you interact with our platform, we may automatically collect:
Device and browser information
IP address
Usage data (pages visited, actions taken, timestamps)
3. How We Use Your Information
We use your information to:
Provide and operate our hiring platform
Match candidates to job descriptions based on criteria provided by hiring managers
Allow hiring managers to review, rank, and manage candidates
Process resumes uploaded by hiring managers for evaluation
Communicate with you regarding your account, application, or hiring activities
Send optional marketing communications (with opt-in consent and the ability to opt out at any time)
Improve and develop our services
Comply with legal obligations
4. AI-Powered Assessment
When candidates apply through our platform, their application materials may be reviewed and assessed by AI technology. This may include automated ranking, scoring, or matching against job criteria.
Our AI assessments are intended to assist hiring managers in identifying potential matches.
Hiring decisions are not made by AI. Final decisions are always made by hiring managers or their organizations.
5. How We Share Your Information
We do not sell your personal information. We may share your data only in the following cases:
With hiring managers – Candidate application materials are shared only with the hiring manager or company for the specific role applied to or uploaded for.
With candidates – Candidate contact information is only shared with the hiring manager for the position they applied to or were submitted for.
With service providers – We may use third-party vendors (e.g., cloud hosting, analytics, email delivery) who process data on our behalf under strict confidentiality agreements.
For legal compliance – We may disclose information if required by law or to protect our rights and the safety of users.
6. International Data Transfers
We operate globally and may process or store your information outside your country of residence, including in Canada, the United States, or other jurisdictions where our service providers are located.
When we transfer personal information internationally, we take appropriate safeguards to ensure it remains protected, including compliance with applicable data protection laws such as GDPR.
7. Data Retention
We retain candidate application data (including resumes uploaded by hiring managers) and hiring manager account data indefinitely unless you request deletion, we are required by law to remove it, or it becomes operationally impractical for us to continue storing it.
This allows us to:
Maintain historical records of hiring activity,
Improve our AI models and services, and
Provide candidates with a consistent experience if they apply for multiple roles.
You may request deletion of your data at any time by contacting us at hello@weshortlist.com.
8. Data Security
We use industry-standard technical and organizational measures to protect your personal information from unauthorized access, use, or disclosure.
9. Your Rights
Depending on your location, you may have rights to:
Access, update, or delete your personal information
Withdraw consent where processing is based on consent
Request a copy of your personal data in a portable format
Lodge a complaint with your local data protection authority
9.1 Automated Decisions
Candidates have the right not to be subject to decisions based solely on automated processing. Our AI assessments are advisory only and do not replace human hiring decisions.
To exercise your rights, please contact us at hello@weshortlist.com.
10. Children’s Privacy
Our services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting the updated policy on our site.
12. Contact Us
If you have questions or concerns about this Privacy Policy or our practices, contact us at:
Common Ground Social Network Inc., trading as WeShortlist
3106-128 W Cordova Street
Vancouver, BC V6B 0E6
Email: hello@weshortlist.com