Privacy Policy

Last updated: June 23, 2026

This document describes TraceRoster's current data practices in plain language. It must be reviewed and approved by qualified legal counsel before being relied upon, and it does not constitute legal advice.

TraceRoster ("TraceRoster," "we," "us," or "our") provides an AI-powered recruiting platform. Candidates create profiles and upload resumes, recruiters and clients search for candidates using natural language, and the Service supports messaging, shortlists, and analytics. This Privacy Policy explains what personal information we collect, how we use and share it, and the rights and choices available to you when you use our website, applications, and related services (collectively, the "Service").

This policy applies to candidates, recruiters, clients, and visitors. If you have any questions, contact us at privacy@traceroster.com.

1. Information we collect

We collect information in the following categories:

Account information: your name, email address, account credentials, role (such as candidate, recruiter, or client), and basic account settings. We require email verification before an account becomes fully usable.
Profile and resume data: the resume files you upload and the information they contain, along with profile details such as skills, work experience, summaries, portfolio or external links, and your discoverability and sharing preferences.
Candidate content: messages, attachments, and other content you submit or send through the Service.
Recruiter and client data: search queries, shortlists, saved candidates, team and workspace activity, and other records created while using recruiting features.
Usage and device data: log data, IP address, browser and device type, pages and features used, and diagnostic information that helps us operate and improve the Service.
Payment information: subscription and transaction details needed to manage billing. Payment card details are collected and processed by our payment processor and are not stored by TraceRoster.
Communications and support: the content of support requests, feedback, and other correspondence you send to us.

2. How we use information

We use personal information to:

Provide, operate, maintain, and secure the Service.
Create and manage candidate profiles and make candidates discoverable to recruiters in line with each candidate's settings.
Power natural-language candidate search, profile summaries, and related features.
Enable messaging, shortlists, analytics, and collaboration between users.
Authenticate users, enforce permissions, and protect against fraud and abuse.
Process payments and manage subscriptions.
Send service-related notices, respond to support requests, and provide onboarding guidance.
Monitor performance, troubleshoot, and improve the Service.
Comply with legal obligations and enforce our terms and policies.

3. Cookies and similar technologies

We use cookies and similar technologies for authentication, preferences, and product analytics. You can control cookies through your browser settings, though some features may not function properly if cookies are disabled. For more detail, see our Cookie Policy.

4. Automated processing and AI

When you upload a resume, automated systems analyze it to extract structured information such as your skills, a summary, and work experience. This processed information is what makes a candidate discoverable when recruiters search using natural language. Automated output can be inaccurate or incomplete, and you should review your profile and correct anything that does not look right.

Candidates remain in control of how this information is used:

You can opt out of recruiter search so your profile is not returned in recruiter results.
Your public profile is shared only through a revocable share link that you control, and you can revoke that link at any time.
You can edit your profile information at any time from your account settings.

5. How we share information

We share personal information in the following ways:

Service providers and sub-processors: we use trusted third parties to host files, process payments, send email, provide analytics, and monitor errors. They may process personal information only on our instructions and to provide their services. A current list is available in our Sub-processors page.
Recruiters and clients:candidate information is made available to recruiters and clients in accordance with each candidate's discoverability and visibility settings.
Legal and safety: we may disclose information when required by law, to respond to lawful requests, or to protect the rights, property, or safety of TraceRoster, our users, or others.
Business transfers: if we are involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this policy.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.

6. Legal bases for processing (EU/UK)

If you are in the European Economic Area or the United Kingdom, we rely on the following legal bases under the GDPR and UK GDPR:

Performance of a contract: to provide the Service you have requested and fulfill our agreement with you.
Legitimate interests: to operate, secure, and improve the Service, prevent abuse, and support our users, where these interests are not overridden by your rights.
Consent: where we ask for your consent, such as for certain analytics or optional features; you can withdraw consent at any time.
Legal obligation: to comply with applicable laws and regulatory requirements.

7. International data transfers

We and our service providers may process and store personal information in countries other than the one in which you reside, including countries that may have different data protection laws. Where personal information is transferred internationally, we take steps to ensure it is protected by appropriate safeguards consistent with applicable law.

8. Data retention

We retain personal information for as long as your account is active and as needed to provide the Service. When you close your account, your profile, resume, and uploaded files are deleted, and information associated with you is deleted or anonymized as described in "Your privacy rights" below. We may retain a limited set of records, such as financial and legal records, for as long as required to meet our legal, accounting, or regulatory obligations.

9. Security

We use administrative, technical, and organizational safeguards designed to protect personal information. These include encryption of data in transit, access controls and role-based authorization, least-privilege internal access, required email verification, time-limited links for file access, rate limiting on sensitive actions, monitoring and logging, and due diligence on the vendors we work with. Payment card data is handled by our payment processor and is not stored by TraceRoster. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. For more detail, see our Security page.

10. Your privacy rights

EU/UK (GDPR and UK GDPR). If you are in the European Economic Area or the United Kingdom, you have the right to:

Access the personal information we hold about you.
Request rectification of inaccurate or incomplete information.
Request erasure of your personal information.
Request restriction of certain processing.
Request portability of information you provided to us.
Object to certain processing based on legitimate interests.
Withdraw consent where processing is based on consent.
Lodge a complaint with your local data protection supervisory authority.

United States (CCPA/CPRA and similar laws). If you are a resident of California or another US state with applicable privacy laws, you may have the right to:

Know what categories of personal information we collect and how we use and disclose it.
Request access to and deletion of your personal information.
Request correction of inaccurate personal information.
Opt out of the sale or sharing of personal information. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

We will not discriminate against you for exercising any of these rights.

11. How to exercise your rights

Many rights can be exercised directly within the Service:

Access and portability: you can request a full export of your personal data from Settings. The export is prepared asynchronously, and when it is ready we email you a secure download link that expires after 3 days.
Rectification: you can edit your profile and account information at any time from Settings.
Erasure:you can permanently close your account from Settings. For security, closure requires your password and typing "DELETE" to confirm. On closure, your profile, resume, and uploaded files are permanently deleted, and you are removed from recruiter search and shortlists. Past conversations remain available to the other participant but are anonymized so that you appear as "Deleted user."

To make any other privacy request, or if you need help, contact us at privacy@traceroster.com. We may need to verify your identity before acting on a request.

12. Children's privacy

The Service is not directed to children, and you must be at least 16 years old to use it. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us at privacy@traceroster.com and we will take appropriate steps to delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through the Service or by other appropriate means and update the "Last updated" date above. Your continued use of the Service after an update becomes effective constitutes acceptance of the revised policy.

14. Contact us

Questions or concerns about this Privacy Policy or our data practices can be sent to privacy@traceroster.com. See also our Terms & Conditions.