Privacy Policy

This Privacy Policy describes how Scout, a product of Rootspace LLC ("Scout," "we," "us," or "our"), collects, uses, and shares information about you when you use our website, applications, and related products and services (collectively, the "Service"), or when you otherwise interact with us.

By using the Service, you agree to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree with our policies and practices, do not use the Service.

1. Information we collect

We collect information you provide directly, information we collect automatically, and information from third-party sources.

Information you provide to us

• Account information. When you create an account, we collect your name, email address, and password. You may also add optional details such as a phone number and location.
• Mobile phone number. You provide this in account settings only if you choose to receive text notifications.
• Career content. The content you create, upload, or input, including resumes, work history, skills, job descriptions, applications and their status, interview notes and preparation materials, networking contacts, and career goals.
• Forwarded email content. If you forward job-related emails to your personal Scout address, we process those messages to update your tracker.
• Payment information. If you purchase a paid plan, our payment processor (Stripe) collects your payment card details. We receive only limited information such as the last four digits, card type, and billing address.
• Communications. When you contact us for support, we collect the content of those communications.

Information we collect automatically

• Usage information. Your interactions with the Service, such as features you use, actions you take, and the timing and frequency of your activity.
• Device and connection information. Device type, operating system, browser type, IP address, and similar identifiers.
• Cookies and similar technologies. See the "Cookies and tracking technologies" section below.

Information from third parties

• LinkedIn data. If you choose to import your LinkedIn profile or contacts, we receive that information based on the permissions you grant.
• Job listing data. When you use our job search features, we may receive listings from third-party job boards and aggregators.

2. How we use your information

• To create and maintain your account and provide the Service, including organizing your applications and generating suggestions.
• To process payments for paid plans.
• To send transactional text notifications about your job search if you have opted in, and to verify your phone number with a one-time code before any further messages are sent.
• To respond to your requests, send administrative messages, and provide support.
• To analyze usage and improve the Service, and to detect, investigate, and prevent fraud or unauthorized activity.
• To comply with legal obligations and protect the rights and safety of Scout and our users.

3. AI-powered features

Scout uses artificial intelligence and machine learning to power certain features, including parsing forwarded job emails, generating outreach and application materials, building action plans, and providing interview preparation and analysis.

When you use these features, your content (such as resume text, job descriptions, and forwarded emails) is processed by our AI systems. We use third-party AI service providers, such as Anthropic and OpenAI, to power these features, and your content is sent to those providers for processing. We require our AI providers to maintain appropriate security measures and to use your data only to provide services to us.

We do not use your identifiable career documents to train general-purpose AI models used for other customers. We may use aggregated, de-identified usage patterns to improve our features.

4. Text messaging and your mobile information

Text notifications are optional. You opt in inside the Scout application, in account settings, by entering your mobile phone number, checking a box (unchecked by default) to agree to receive recurring transactional text messages about your job application tracking, and verifying the number with a one-time code before any further messages are sent. These messages confirm when a job application email you forward has been logged to your tracker, at a frequency of up to once daily on weekdays. You can opt out at any time by replying STOP, and you can text HELP for assistance. Message and data rates may apply.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties.

5. How we share your information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers. With vendors who perform services on our behalf, including cloud hosting and infrastructure, database storage, our SMS provider (used only to deliver texts you have requested), our email provider, our AI providers, analytics, and payment processing (Stripe). They may access information only to the extent needed to perform those services.
• Legal requirements. When required by law or in response to valid requests by public authorities.
• Business transfers. In connection with a merger, acquisition, or sale of assets, in which case we will continue to protect your information.
• With your consent. When you direct us to share it.

6. Cookies and tracking technologies

We use essential cookies that are required for the Service to function, such as authentication and security cookies, and analytics cookies that help us understand how the Service is used. You can manage cookie preferences through your browser settings, though blocking certain cookies may affect functionality. We do not use cookies to sell your information.

7. Data retention

We retain your information for as long as your account is active or as needed to provide the Service. When you delete your account, we delete or anonymize your personal information within 30 days, except where we are required to retain it for legal or legitimate business purposes.

8. Data security

We implement appropriate technical and organizational measures to protect your information, including encryption of data in transit and at rest, access controls limiting employee access to personal data, and secure cloud infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. International data transfers

Scout is based in the United States, and we process and store information in the United States. If you are located outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

10. Your rights and choices

• Account information. Update or correct your details at any time in account settings.
• Data export and deletion. Request a copy of your data, or deletion of your account and personal data, by contacting us at support@scout.careers.
• Text notifications. Opt out at any time by replying STOP or by removing your number in account settings.
• Marketing emails. Opt out using the unsubscribe link in any marketing email.

11. Additional rights for California residents

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you the right to know the categories and specific pieces of personal information we have collected, the right to request deletion of your personal information (subject to certain exceptions), the right to opt out of the sale of personal information (we do not sell it), and the right not to be discriminated against for exercising these rights. To exercise these rights, contact us at support@scout.careers. We will verify your identity before processing your request.

12. Additional rights for EEA and UK residents

If you are located in the European Economic Area or the United Kingdom, you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectify, erase, restrict, or port your data, and to object to certain processing. We process your personal data based on your consent, the performance of our contract with you, our legitimate interests, and our legal obligations. To exercise these rights, contact us at support@scout.careers. You also have the right to lodge a complaint with your local data protection authority.

13. Children's privacy

Scout is not directed to children under 18, and we do not knowingly collect information from them.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date above, and if the changes are material, we will provide notice through the Service or by other means.

15. Contact us

If you have questions about this Privacy Policy or our privacy practices, contact us at:

Rootspace LLC
Email: support@scout.careers