What we hold about you, and why

Who this is about

Three kinds of people appear in RolePass, and the answers differ.

• Candidates. You make a record, you apply for jobs, and you decide what is published. Most of this page is about you.
• Hiring teams. You work for a company that uses RolePass. We hold your account and a log of the actions you take inside it.
• Referees. Somebody named you. You have no account, you were emailed a link, and you can confirm a claim, correct it, or decline. You can also withdraw a confirmation afterwards.

What we collect

Your account

Your name, your email address, and a password that is stored only as a hash, so nobody here can read it. When you sign in we record the time and the address you came from, and the same when a password reset is requested. That record is how an account takeover is noticed, and it is the reason those two events are logged and ordinary page views are not.

You can sign in with LinkedIn instead. If you do, LinkedIn tells us your name and email address so an account can be made. We do not post anything, and we do not read your connections.

Your CV and your record

A CV you upload is stored privately. It is never public: every time it is opened, a one time link is issued for that view, so the file has no address that keeps working. The document is read automatically to pull out your roles, dates, education and skills, so you can correct them once rather than typing them in again.

CVs often carry things that have no business in a hiring decision. Ours picks out date of birth, gender and marital status specifically, and removes them before the document goes to any automated analysis. That is a deliberate step in the code, not a side effect: the aim is that a system scoring your application has never been shown them.

Applying, and being assessed

An application carries your answers to the questions that job asks, and the results of any assessment it includes. Some assessments are recorded. When one is, your camera, microphone and, for a screen recorded exercise, your screen are captured, and the recording is stored privately in the same way as your CV. The browser asks your permission before any of it starts, and declining ends the assessment rather than starting it silently.

Confirmations

When you ask somebody to confirm a claim, we hold their name and email address so we can write to them, and we hold what they said: confirmed, corrected, or declined. A correction is kept as a correction. We do not quietly replace your version with theirs, and we do not hide that the two differ.

If you are the referee: your email address is used to send you that one request and to let you withdraw later. It is not added to any list, and it is not shown to other companies.

What it is used for

Running the thing you asked for. Making your record, showing your application to the company you applied to, asking the people you named whether the claims hold, and telling you what happened.

Some of that is automated. Your CV is read by machine, applications are scored against a job, and assessments are marked. Two things constrain it. The protected fields above are removed first. And a final decision on an application has to record a person or a rule that a person reviewed: the system refuses to save a terminal outcome that nobody stands behind. If an automated step went against you, you can ask for it to be looked at by a person, and you can ask us what it was given to work from.

We do not sell your data, we do not use it for advertising, and we do not build a profile of you for anybody other than the companies you chose to apply to.

Who sees it

• The company you applied to. Your application, your record as you published it, your assessment results, and the confirmations attached to the claims. This is the point of applying.
• Nobody else on the platform. Companies do not browse each other's candidates, and a recruiting agency's end client is never named to you, so a company cannot learn who else you are talking to through us.
• A referee. Sees the single claim they were asked about, and who is asking. Not your CV, not your application, and not any other confirmation.
• The public. Only if you publish your record, and only what you left switched on. Publishing and being findable in a search engine are two separate decisions, and the second one is off until you turn it on, because a link you can send an employer and a permanent entry under your name are not the same thing to agree to.

Behind the product sit a small number of suppliers who process data on our instructions and nothing else: cloud hosting and file storage, an email delivery service, a speech service for spoken interviews, an automated analysis service for reading CVs and scoring, and a bot check on public forms. They are bound to use it only to provide that service.

Where it is held

In the Asia Pacific (Mumbai) region, on infrastructure we control. Some of the suppliers above operate outside that region, so some data reaches them elsewhere, under terms that require them to protect it to the same standard.

How long we keep it

Your record and your account stay while your account does. Delete your account and they go with it.

An application stays with the company you sent it to while they are considering it and for their own record of the decision afterwards, because a company has to be able to say why it hired or did not hire somebody. If you want an application removed, write to us and we will take it up with them and tell you the outcome.

Sign in and password reset records are kept as a security trail. Recordings from an assessment are kept with the application they belong to.

Your rights

These are rights, not features. They are the same whoever you are and whatever anybody has paid us, and we will not charge for exercising them.

• Ask what we hold about you, and get a copy of it.
• Correct anything that is wrong.
• Have it deleted.
• Take it elsewhere in a form a machine can read.
• Object to a use of it, or ask us to restrict one.
• Ask for a human to look at an automated decision, and to be told what it was based on.
• Withdraw a consent you gave, without it counting against you.

Write to privacy@getrolepass.com. We will answer within one month. If we cannot do what you asked, we will say why rather than letting it go quiet, and you can complain to your data protection authority.

Keeping it safe

Traffic is encrypted in transit. Files are stored privately and reached only through short lived links issued for one view. Passwords are hashed. Every write inside a company account is logged with who did it, and those logs deliberately do not record what was in the request, so the audit trail is not itself a copy of everybody's data. Access is limited by role, and checked on the server rather than hidden in the interface.

No one can promise a breach will never happen. If one does and it puts you at risk, we will tell you and the regulator rather than wait to be asked.

Cookies

We use what is needed to keep you signed in and to keep forms from being abused by bots. There is no advertising or tracking network on this site, so there is no banner asking you to accept one.

Children

RolePass is for people old enough to work. It is not for children, and we do not knowingly hold data about them. If you think we have, tell us and it will be removed.

Changes to this policy

When this changes, the date at the top changes with it. If a change affects what we do with data you have already given us, we will tell you directly rather than only editing this page.

Contact

privacy@getrolepass.com reaches the people who can act on any of the above.

RolePass is a Thinkscoop product. Our registered company details and postal address are available on request at the address above while this page is being completed. We would rather tell you that than print an address we have not checked, which is what this page used to do.