Privacy policy

SortTheStack is operated by Leaftail Inc., a company incorporated under the laws of Canada ("we", "us"). This policy explains what personal information we handle, why, who else sees it, how long we keep it, and what you can ask us to do with it. It covers this website (sortthestack.com) and the SortTheStack application.

Two different roles

We handle personal information in two capacities, and the difference matters.

• For our own customers and website visitors, we decide what is collected and why, and we are responsible for it.
• For job applicants, we act for the employer that is hiring. The employer decides which applications are uploaded or collected, what the job requires and what happens to each applicant. We process that information only to provide the service to that employer, and the employer is responsible for it. If you applied for a job, the employer is the right first contact for questions about your application. See If you applied for a job.

What we collect

When you visit this website

• No cookies, no analytics, no advertising trackers. This website sets no cookies and runs no analytics or tracking scripts.
• What you send us through a form. The contact form collects your name, email address and message. The demo request form collects your name, email address, company, and optionally your hiring volume and a message. Both are delivered to our inbox by email.
• The waitlist. If you join it, we email you a link to confirm your address. Only after you confirm is your address added to our mailing list.
• Technical logs. Like any website, the servers that deliver it (Cloudflare) record technical details of each request, such as your IP address, browser type and the page requested, to operate and protect the site.

When you use the SortTheStack application

• Account details: your name, email address, organisation, role on your team, and sign-in details. If you sign in with Google or Microsoft, we receive your name and email address from them, not your password.
• Billing details: payments are handled by Stripe. We receive your billing contact, plan and payment status, but never your full card number.
• Usage records: which features your account uses, and a log of significant actions (for example, data exports and deletion requests), so we can improve the product, support you and investigate problems.
• Sign-in cookies: the application uses cookies to keep you signed in. They are not used for advertising.

Job applicant information, on behalf of employers

When an employer uses SortTheStack, we process the following for each applicant:

• what the applicant submitted, or the employer uploaded: resume, cover letter, name, email address, phone number, LinkedIn profile link and answers to screening questions;
• what the software derives from it: text extracted from the resume, an assessment of the resume against the employer's requirements with the supporting evidence, consistency checks such as overlapping dates, and a search index of the resume text;
• what the employer's team adds: notes, stages, decisions and messages.

The software assesses resumes against the requirements of the job. Our standard application form does not ask for characteristics such as age, sex, race or disability, and the assessment is not designed to use them.

How we use it

• to provide, maintain and secure the service, including screening applications for employers;
• to reply to messages and demo requests, and to send waitlist and product updates you asked for;
• to bill customers and keep financial records;
• to fix problems, prevent abuse and improve the product;
• to meet our legal obligations.

We do not sell personal information, and we do not use it for advertising. We do not use applicant information to train AI models, and we do not show one customer's applicants to another customer.

How AI is used

Resumes are read and assessed using AI models provided by OpenAI, through OpenAI's API. OpenAI states that data sent through its API is not used to train its models unless the customer opts in, which we have not, and that it keeps API data for up to 30 days for abuse monitoring unless the law requires longer.

The assessment helps the employer decide whom to read first. It does not make hiring decisions. An applicant is set aside automatically only by a rule the employer configured, such as a knockout screening question, or by the AI assessment if the employer switches that on for the job; it is off by default. Both are recorded with their reason, and the employer can override them.

Who else sees it

We use these service providers to run SortTheStack. Each sees only what it needs:

These providers may store and process information outside Canada, including in the United States, where it may be accessible to authorities under local law.

We may also disclose information where the law requires it, to protect people or our service from harm, or to a buyer or successor if the business is sold or reorganised, in which case this policy continues to apply to it.

How long we keep it

• Applicant information is kept for as long as the employer's account keeps it. An employer's administrators can delete every applicant older than an age they choose, and can ask us to delete a particular applicant sooner. The employer is responsible for how long it keeps hiring records, which in some places is set by law.
• Customer accounts: an account owner can export the account's data or ask us to delete the account from within the application. We process deletion requests by hand, delete the account's jobs, applicants, files and logs, and the request can be cancelled until then. We keep billing records, because financial records must be kept by law.
• Waitlist and mailing list: until you unsubscribe or ask us to remove you.
• Messages and demo requests: in our email for as long as we need them to deal with your request.

If you applied for a job

Your application belongs to the employer you applied to, and they decide what happens to it. To see, correct or delete it, contact that employer. If you contact us instead, we will pass your request to them, and help them respond.

Your rights

Depending on where you live, you can ask to see the personal information we hold about you, to correct it, or to have it deleted, and you can withdraw your consent to our using it (for example, by unsubscribing from emails). Email us at support@sortthestack.com. We may need to confirm who you are before we act, and we will tell you if the law prevents us from doing what you ask.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada, or to the privacy regulator where you live.

Security

We protect personal information with safeguards suited to its sensitivity, including encrypted connections and access limited to each customer's own team. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify the people affected and the regulator as the law requires. See our security page for more.

Children

SortTheStack is a tool for businesses and is not intended for children. We do not knowingly collect information from anyone under 16 except as part of a job application an employer has received.

Changes to this policy

When we change this policy we will update the date at the top of this page, and tell customers about significant changes by email or in the application before they take effect.

Contact

Questions and requests about privacy go to our privacy officer at support@sortthestack.com. Leaftail Inc. operates SortTheStack.