Privacy Policy

1. Information we collect

• Account & profile: name, email, password (stored by our auth provider), phone, gender, base country, portfolio links (e.g. GitHub, LinkedIn, blog), and similar details you provide.
• Resume & career data: files and text you upload, parsed resume fields, job matches, applications, and verification progress (including Domain Signal score components).
• Interview data: Domain Talent Interview transcripts, eye-open / attention events used for integrity checks, reviewer notes/reports, and screen + face video recordings when you take an interview.
• Company / hiring inquiries: contact details and role requirements you submit when requesting talent or contacting us.
• Communications: emails and messages you send us, and optional notification preferences (e.g. hiring interest, interview results).
• Technical & usage data: IP address, device/browser info, pages viewed, error logs, and similar data needed to run, secure, and debug the Service.

2. How we use information

We use personal data to:

• Create and secure accounts, and provide onboarding and profiles.
• Run Domain Talent Interviews, support human review, compute Domain Signal / verification progress, and match candidates to roles.
• Process resumes (including AI-assisted extraction) and power interview features such as speech synthesis where enabled.
• Send transactional messages and optional notifications you opt into.
• Monitor abuse, protect integrity controls, and improve reliability and product quality (including aggregated analytics).
• Comply with law and enforce our Terms of Service.

Where required, we rely on your consent (e.g. optional marketing or interview recording), performance of a contract (providing the Service you signed up for), and/or our legitimate interests in operating a secure hiring platform — balanced against your rights.

3. Interview recordings & integrity signals

Domain Talent Interviews may capture screen video and face video, plus eye-open / attention events. These are used so assigned reviewers and administrators can assess interview integrity and domain responses. By starting an interview, you agree to this capture for that purpose.

Recordings are stored in object storage and kept after a review decision unless an administrator deletes the session (which removes the recording and related session record). Unreviewed pending recordings may be automatically expired after a retention window (typically about 14 days, configurable by us). Transcripts and reviewer reports may be retained longer to support scoring, disputes, and product history.

4. AI processing

We use third-party AI providers (currently including OpenAI) to help parse resumes, power interview-related features (such as dialogue or text-to-speech where enabled), and improve matching quality. Content you submit for those features may be sent to those providers under their terms and our agreements with them. AI outputs can be wrong; they are aids, not guarantees of accuracy or hiring outcomes.

5. Sharing & processors

We do not sell personal data. We share information only as needed to run the Service:

• Companies / hiring partners: candidate details are shared only through TopSignal's hiring process when relevant — not as a public résumé dump.
• Reviewers & admins: staff or Domain Experts you interact with may see interview media, transcripts, and reports needed to verify Domain Talent.
• Service providers: including hosting and database (e.g. Supabase), interview video storage (e.g. Cloudflare R2), AI (e.g. OpenAI), email delivery (e.g. Resend), error monitoring (e.g. Sentry), and rate-limiting / caching (e.g. Upstash Redis), under contracts that limit their use of your data.
• Legal: when required by law, or to protect rights, safety, and the integrity of the Service.

6. Cookies & similar technologies

We use cookies and similar storage for authentication/session management, basic product preferences (such as onboarding state), and security. Essential cookies are required for login. Analytics or error tooling may collect limited technical data. You can control cookies in your browser; disabling essential cookies may break the Service.

7. Retention

We keep account and profile data while your account is active. Interview videos follow the retention rules above. Resumes, transcripts, matches, applications, and usage/LLM operational logs are kept as long as needed for the purposes described, then deleted or anonymized when no longer required, unless a longer period is needed for legal, security, or dispute reasons.

8. International transfers

We and our processors may process data in countries other than where you live (for example, the United States or other regions where our vendors operate). Where we do so, we take steps appropriate to the context to protect the data.

9. Security

We use industry-standard measures such as encrypted transport (HTTPS), access controls, and role-based staff access for sensitive review media. No method of transmission or storage is 100% secure; please use a strong unique password and keep your login private.

10. Your choices & rights

Depending on where you live, you may have rights to access, correct, delete, or export personal data, or to object to / restrict certain processing, and to withdraw consent where processing is consent-based. In-product you can update much of your profile and notification preferences. To request account deletion or exercise other rights, email us at the address below. We may need to verify your identity before responding.

11. Children

The Service is directed to adults seeking professional opportunities. We do not knowingly collect personal data from children under 16 (or the higher age required in your region). If you believe a child has provided data, contact us and we will take appropriate steps.

12. Changes

We may update this policy as the product evolves. We will change the "Last updated" date above and, when changes are material, provide additional notice where appropriate.

13. Contact

Privacy questions or requests: contact@topsignal.app.