Who is responsible
RoleMate Technologies Inc. ("RoleMate", "we") operates rolemate.ca and the RoleMate mobile apps. Our privacy officer is accountable for how we handle personal information and can be reached at privacy@rolemate.ca.
When a company uses RoleMate to hire, that company also decides how it uses the candidate information it receives and is responsible for its own hiring decisions.
Information we collect
- Account information: your email address, password (stored by our authentication provider in hashed form), name, photo and phone number if you add them, your role, and your company for hiring teams.
- Candidate profile: headline, location, years of experience, skills, salary expectations, summary, and the resume you upload, including the text we read from it.
- Applications and hiring activity: the jobs you apply to or pass on, application status, interview times, messages, documents shared in an application, and notes and decisions recorded by hiring teams.
- Consent and preference records: the privacy choices you make in Settings and your notification preferences.
- Billing information for hiring teams: plan, credit balances and invoices. Card details are collected and stored by Stripe, not by RoleMate.
- Technical and security information: sign-in events, device tokens for push notifications, and records of who viewed or changed candidate information.
How we use it
- To run your account and show you jobs, applications and candidates.
- To let hiring teams review applications, schedule interviews and make decisions.
- To show your profile to recruiters, but only if you turn on recruiter discovery.
- To send the emails and notifications you need, such as interview updates and decisions.
- To bill hiring teams, prevent fraud and abuse, keep RoleMate secure, and meet our legal obligations.
Your choices and consent
You can turn each of these on or off at any time in Settings: recruiter discovery, resume parsing, AI application scoring, and the AI chat assistant. Turning one off stops that use from then on.
Recruiters only find your profile in discovery if you opt in and are actively looking. When you apply to a job, the hiring team for that job can see your profile and application.
AI features and automated processing
RoleMate uses AI provided by Anthropic to read resumes, to score how well an application matches a role, and to answer questions in the optional chat assistant. Each of these runs only with your consent.
AI scores are advisory. People on the hiring team review applications and make every hiring decision; RoleMate does not reject or hire anyone automatically. You can ask us how a score was produced, correct the information it used, or ask for your application to be reviewed without an AI score by contacting privacy@rolemate.ca.
Who we share information with
We do not sell personal information. We share it only as described here:
- Hiring teams: the companies whose jobs you apply to, and companies that find you through discovery if you opt in.
- Service providers that process information for us: Supabase (database, sign-in and file storage), Anthropic (AI features), Stripe (payments), Resend (email), Expo (push notifications), a malware-scanning service that checks uploaded resumes, and Deel when a hiring team uses it to contract someone it hires.
- Others when the law requires it, or to protect the rights and safety of our users and RoleMate.
Where information is stored
Our service providers may store and process personal information outside your province and outside Canada, including in the United States. When that happens, the information may be accessible to courts and authorities there under local law. We require our providers to protect it.
How long we keep it
- Your account and profile: while your account is open.
- Account deletion: when you delete your account in Settings, you have 30 days to change your mind. After that, we remove your name, photo, phone number, profile details and the text read from your resume.
- Hiring records: 24 months after an application ends, we remove AI scores, AI reasoning, cover letters and hiring team notes, and keep only a minimal status record for reporting.
- Invoices and payment records: six years, to meet tax and accounting obligations.
Your rights
You can ask to access the personal information we hold about you, correct it, or delete your account. Use the privacy requests in Settings or email privacy@rolemate.ca. You can also withdraw your consent to any optional use at any time. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d’accès à l’information.
Security
We limit who can see personal information, store resumes privately, check uploaded files for malware, record access to candidate information, and require stronger sign-in for sensitive administrative actions. No system is perfectly secure, so please use a strong password and tell us about anything suspicious.
Children
RoleMate is a hiring service and is not intended for children.
Changes to this policy
We will post changes here and update the date above. If a change affects how we use information you have already given us, we will tell you in RoleMate or by email before it takes effect.