ShortlistWise, Privacy Notice
Version v0.3.0-placeholder · Effective 9 November 2026
This is a placeholder version of this Notice, published for the testing phase of ShortlistWise. It describes our actual practices honestly but has not yet been reviewed by legal counsel. A reviewed version will replace it before commercial launch.
What changed in v0.3.0
Candidates who apply through a link now agree, in one line, that their CV is assessed for the role they applied to and for similar roles the same workspace recruits for. The separate "keep my CV" tick is gone: every such application is kept for similar roles for 24 months from the application and then deleted. Section 2 says what is collected through a link, section 6 how long it is kept, and section 8 how to ask for deletion or to stop being considered for similar roles.
What changed in v0.2.0
Candidate data is now kept for 12 months after a vacancy is closed, rather than 14 days; on a vacancy that stays open, each candidate's data goes 24 months after it was received, replacing the 60-day limit from upload. A candidate can ask for their CV to be kept for other roles for 24 months.
What changed in v0.1.1
The retention rule now states 14 days after a mandate is closed rather than "at the close of the mandate". The product shows the scheduled deletion date and lets you reopen a closed mandate to cancel it, and this wording says what the product actually does. The 60-day limit from upload is unchanged.
1. Who is responsible
ShortlistWise is operated under Caliberly Recruitment Services LLC, Dubai, United Arab Emirates. For personal data processed in the service, we act as described below; where you upload candidate data, you are responsible for having a lawful basis to share it with us for processing.
2. What we collect
About you (the account holder): email address, password (stored hashed, never readable by us), plan and usage records, and the technical logs any web service keeps (timestamps, errors, request records).
About candidates (uploaded by you): CVs and the information they contain, job descriptions, and the assessments generated from them. CVs routinely contain names, contact details, employment history and sometimes further personal information, upload only what you are entitled to process.
About candidates who apply through a link: your first and last name, email address and CV; for a role that is part of a statutory workforce programme, your optional answer to whether you are a national of that country; the date and time you agreed to this notice; and a one-way hash of your network address, used only to stop the link being abused. Your CV is assessed by the recruiter's workspace for the role you applied to and for similar roles the same workspace recruits for.
3. What we use it for
- Providing the service: parsing documents, generating assessments and briefs, showing you your work.
- Operating your account: sign-in, allowances, and (when launched) billing.
- Keeping the service reliable and secure: logs and diagnostics.
We do not sell personal data. We do not use candidate data to build products for anyone else. Assessments are produced for you and shown to you.
4. AI processing, honestly stated
Assessments and briefs are generated using large language models. Documents you upload are sent to our AI provider for processing under contractual terms that do not permit the provider to use them to train models. Outputs are decision support: they organise evidence and flag what needs verifying, and they must always be reviewed by a human before any hiring decision.
5. Where data lives
Data is stored with our cloud database and hosting providers. Access is restricted to what the service needs to function; database access rules limit each user to their own workspace data.
6. How long we keep it
How long candidate data is kept: an application is kept for the role it was made to and deleted 12 months after that role is closed. Because you agreed to be considered for similar roles, your CV is also kept for those for 24 months from your application, whether or not the first role is still open, and then deleted. On a role that stays open, each candidate's data is deleted 24 months after it was received. The recruiter may delete it earlier. You can see the scheduled deletion date on the role, and reopening a closed role cancels it. Account data is kept while your account exists. Technical logs are kept for a short operational period.
7. Your choices and rights
You can view and delete candidates, batches and requirements inside the product. You can ask us to delete your account and its data entirely. Where applicable law gives you or candidates rights of access, correction or deletion, we will honour them; requests can be made through the contact below.
8. Candidates' position
If you are a candidate whose CV was uploaded by a recruiter using ShortlistWise: the recruiter is your first point of contact, but you may also contact us directly and we will assist, including deleting your data on a verified request.
If you applied through a link, you can ask the recruiter or us to delete your application at any time, and to stop considering you for similar roles, without affecting the role you applied to.
9. Security
Passwords are hashed. Access to production systems is restricted. No system is perfectly secure; we will inform affected users of any breach as applicable law requires.
10. Changes
We will post updated versions here with a new version number and effective date. The version you consented to is recorded with your consent.
11. Contact
Privacy questions or requests: contact the ShortlistWise team through the address given in the product, or Caliberly Recruitment Services LLC, Dubai, UAE.