Privacy Policy

What we collect

You give us most of this directly when you apply.

• Who you are. Your name, email address, phone number, and country.
• Your application. Your work history, education, skills, software you use, and the references you provide for a past role.
• Media you record or upload. A profile photo, a video introduction, two voice recordings, and a screenshot of your computer specifications.
• Your links. Your LinkedIn profile, or another public profile if you have no LinkedIn, and a portfolio link if you share one.
• Assessment results. Your answers and scores from the typing, proofreading, email triage, fact check, English, and AI prompt exercises.
• Test integrity signals. While the timed assessment is open we count how many times the page loses focus and how many times text is pasted. We record counts only, never the content of another tab or your clipboard.
• Your consent record. Which terms you accepted, when, the version you were shown, your IP address, and your browser's user agent. We keep this so we can both show what was agreed.
• Account and device basics. A login session cookie, plus standard server logs.

Why we collect it

• To assess your application and decide which roles to put you forward for.
• To present you to clients who are considering hiring you.
• To contact you about your application, interviews, and roles that fit your profile.
• To verify that what you told us is accurate.
• To keep the assessment fair for everyone taking it.
• To meet our legal and record-keeping obligations.

Automated processing

We use AI to help review applications. It scores written exercises, summarizes your recordings, assesses spoken English, and drafts summaries for recruiters.

A person makes the hiring decision. Some applications are declined automatically against fixed rules you can see while applying, such as not having a working webcam and microphone, or not having backup internet. If that happens we tell you the reason and when you can apply again.

You can ask a human to look at your application by emailing us.

Who we share it with

We do not sell your information. We share it only in these cases.

• Clients. Clients considering you for a role see your profile, which includes your resume, photo, video introduction, voice recordings, scores, profile links, and application answers.
• Stellar Staff staff. Recruiters and managers working on your application.
• Service providers. Companies that run parts of our service on our behalf, listed in the next section.
• Where the law requires it. If we are legally obliged to disclose something.

Service providers we use

These companies process some of your information so our service can work.

• Vercel. Hosts the site and stores the files you upload, and provides basic traffic analytics.
• Neon. Hosts the database your application is stored in.
• Resend. Sends and receives our email, including messages to your references.
• GoHighLevel. Our recruiting CRM, which holds your contact details and application history.
• Anthropic and Google. Provide the AI models used for scoring, summaries, and photo touch-ups.
• Microsoft Azure. Assesses pronunciation in your voice recordings.
• Meta. Receives page view and application completion events through the Facebook pixel described below.

Cookies and tracking

We set a session cookie when you sign in. Without it you cannot stay logged in.

We run the Facebook pixel and Vercel Analytics on our public pages to understand how people find us and how many applications get completed. The pixel reports a page view and a completed application to Meta, which may link that to your Facebook account if you have one.

You can block these with your browser settings or an ad blocker. Blocking them does not affect your application.

How long we keep it

We keep your application while you are an active candidate and afterwards so we can consider you for future roles, recognize you if you apply again, and apply the waiting period that follows a declined application.

If you want your information deleted sooner, email us and we will do it, unless we are required to keep something.

Your choices

• Unsubscribe. Every job opportunity email has an unsubscribe link. We will still email you about an application you have open.
• See your information. Sign in to the portal to view what you submitted, or email us for a copy.
• Correct it. Update your application in the portal, or email us.
• Delete it. Email us and we will remove your information.
• Withdraw consent. Email us. Withdrawing consent for verification or for sharing your profile with clients means we cannot continue with your application, because those are how the service works.

Security

Your information travels over an encrypted connection and is stored with the providers listed above. Access is limited to Stellar Staff staff who need it for recruitment.

We will never ask you for your password to any other service, including the profile you share with us. We only read what is already public on it.

Children

Our roles are for adults. Do not apply if you are under 18, and do not send us information about anyone under 18.

Changes to this policy

If we change how we handle your information we will update this page and change the date at the top.

The consent you accept when you submit is versioned separately, so we can always tell which wording you were shown.

Contact us

Email careers@stellarstaff.com with any question about your information, or to make any of the requests above.