SmartRank® Inc. Privacy Policy

Date of last revision: January 24, 2024

I. Who We Are 

The name of our company is SmartRank® Inc., and we’re a company located and incorporated in Colorado, in the United States. Our company provides tools that enable hiring organizations to find the best-matched applicants for their job postings. 

II. What Is This 

This is a privacy policy and the reason we have it is to tell you how we collect, manage, store, and use your information. If you entered into a separate written Master Service Agreement with us, you also agree to be bound by those terms in conjunction with our Terms of Use and Privacy Policy. In the case of a conflict between this Privacy Policy and the Master Service Agreement, the Master Service Agreement is controlling.

Just so we’re clear, whenever we say “we,” “us,” “our,” or “ourselves”, we’re talking about SmartRank®, Inc. and whenever we say “you” or “your,” we’re talking about the person or business who has decided to use our services. When we talk about our services, we mean any of our platforms, websites, or apps; or any features, products, graphics, text, images, photos, audio, video, or similar things we use (collectively, “Services”). 

III. Why Are We Showing You This 

We value and respect your privacy. That is why we strive to only use your information when we think that doing so improves your experience in using our services. If you feel that we could improve in this mission in any way, or if you have a complaint or concern, please let us know by sending us your feedback to the following email address:

Our goal is to be as transparent and open about our use of information and data as possible, so that our users can benefit from both the way they provide information and how we use it. 

This privacy policy should be read along with our Terms of Use. That’s another big part of what we do, so please review it and follow its process for questions or concerns about what it says there.

IV. Information Collection and Use

In using the services, you may be asked to provide us a variety of information– some of which can personally identify you and some that cannot. We may collect, store, and share this personal information with third parties, but only in the ways we explain in this policy. Here’s how we do it and why we do it:

A. Personally Identifiable Information: How we collect it.

Personally identifiable information is data that can be used to contact or identify a single person. Examples include your name, your phone number, your email, your address, and your IP address. We collect this kind of information in the following ways:

  • Information you provide when you are added as a New User:
    • Your first name
    • Your last name
    • Your department
    • Your manager
    • Your job title
    • Your email address which is required to log into our Services
    • Your role in the hiring organization (e.g., “Recruiter” or “Hiring Manager”)
  • Information we obtain from analytics tools we have. We may utilize cookies through Google Analytics. 

B. Personally Identifiable Information: How we use it.

We use your personal information in the following ways: 

  • To provide you our services
  • To contact you via email to inform you of service issues, new features, updates, offers, and billing issues
  • To improve our website performance
  • Tailor our services to your needs and the way you use our services
  • We store a token that allows us to identify the user once they have logged in. 

C. Who We Share Your Information With and Why

We only share your information with third parties in the following ways and for the following purposes:

  • With job applicants to whom you have chosen to communicate with through our Services.
  • With a communication platform (currently Sendgrid), we share your email to communicate with you concerning our Services or to provide those Services.
  • We share your email with Amazon Web Services for the sole purpose of storing your email for use by the application 
  • We will share all collected information to the extent necessary and as required by law or to comply with any legal obligations, including defense of our company.

D. Your Choices in What Information You Share

Upon registering for an account, we require you to provide your name and email address. We will request your consent to use your data at that time. We require your personal data as part of your contract with us so we can provide you with those services.

E. Non-Personally Identifiable Information

Non-personally identifiable information includes general details about your device and connection (including the type of computer/mobile device, operating system, web-browser or other software, language preference, and hardware); general information from the app store or referring website; the date and time of visit or use; and, internet content provider information. We will collect and use non-personally identifiable information from web-browsers, mobile devices, and similar for the purpose of identifying and addressing any issues and generally improving our services and the user experience.

F. How Long We Keep Your Information

We will retain your personally identifiable information for as long as you have an account with our Services.

  1. Where We Keep and Transfer Your Information

Our business is operated in the United States. Our servers are located in the United States and this is where your data and information will be stored. Due to the nature of internet communications, however, such data could pass through other countries as part of the transmission process; this is also true for our clients outside the United States.

Please be aware if you are a citizen of another country, and if you live in Europe in particular, that your information will be transferred out of your home country and into the United States. The United States might not have the same level of data protection as your country provides.

Our processing of personal data from individuals is not targeted to reveal race; ethnicity; political, religious, or philosophical beliefs; trade union memberships; health; sexual activity; or, sexual orientation.

If you would like more information about this, please email us at

H. EU Rights to Information

According to the laws of the European Union (except for limited exceptions, where applicable)–including the General Data Protection Regulation (“GDPR”)–anyone in those countries has the right to:

  • Be informed about their data and its processing
  • Have access to their data
  • Correct any errors in their data
  • Erase data from our records
  • Data portability
  • Object to the use of their data, including for the purpose of automated profiling and direct marketing
  • Make decisions about automated decision making and profiling 

Notwithstanding the above, for paid customers, we will retain certain information in the normal course of business, including the Master Service Agreement for that customer for purposes of legal enforcement, if necessary; payment history for tax and record purposes; and, communication history for legal or service purposes.

We respect each of these rights for all of our users, regardless of citizenship. If you have any questions or concerns about any of these rights, or if you would like to assert any of these rights at any time, please contact Before we use your information in any way not authorized in this privacy policy, we will contact you to request your informed consent.

I. California Residents

The California Consumer Privacy Act (“CCPA”) provides California residents specific rights to restrict, access, and delete their collected information. All requests under this section should be provided to Subject to the requirements and limitations under the CCPA, these rights include:

  • Upon your written request, up to 2 times during a 12 month period, we will provide you a summary of the personal information we have for you for your review.
  • We do not sell your personal information to other persons or entities.
  • Upon your written request, and absent a statutorily-recognized need under the CPAA to retain such information, we will delete your personal information we have collected. 

We may be required to make further inquiry to verify the identity of the individual requesting any action above to confirm that person’s identity prior to processing that request.

V. Protecting Your Information

A. Keeping it Safe

We make reasonable and commercially feasible efforts to keep your information safe. Though we are a small business, we have appropriate security measures in place to prevent your information from being accidentally lost, used, or accessed in an unauthorized way. We restrict access to your personal information to those who need to know it, are subject to contractual confidentiality obligations in the case of internal personnel and third-party providers, and may be disciplined or terminated if they fail to meet these obligations in terms of contractors and internal personnel. Those processing your information are tasked to do so in an authorized manner and are subject to a duty of confidentiality.

Additionally, we provide the following protections:

  • All data is stored on Amazon Web Services, which requires two-factor authentication. 
  • All client-server communications are encrypted via SSL or TLS.
  • All data is secured through our industry-standard (https://) site.
  • All passwords are encrypted and are not stored as plain text.
  • We use OpenSSL to issue certificates, as managed by our servicer hosting provider.
  • We regularly review our processes to consider if there are any additional improvements we can make to our systems. 

That said, no organization or business can guarantee 100% data protection. With that in mind, we also have procedures in place to deal with any suspected data security breach. We will inform both you and any applicable authorities of a suspected data security breach, as and when required by law.

B. Third-Party Providers

As articulated in this privacy policy, our services utilize third-party providers, as well as providing integration with Amazon Web Services. These third parties have their own privacy policies and other terms of use.

We do not control those policies and terms. You should visit those providers to acquaint yourself with their policies and terms. If you have any issue or concern with those terms or policies, you should address those concerns with that third-party provider.

C. Posting Content

If you share content with another party, including messaging recruiters or hiring organizations, that information may become public through your actions or the actions of the other party. Additionally, if you post any information or content on social media, you are making that information public. You can always ask us to delete information in our possession, but we cannot force anyone else to erase your information. Please be aware that you publish such information at your own risk.

D. Do Not Track Signals/Cookies

Some technologies, such as web browsers or mobile devices, provide a setting that when turned on sends a Do Not Track (DNT) signal when browsing a website or app. There is currently no common standard for responding to DNT Signals or even in the DNT signal itself. While we do not recognize or utilize DNT signals, we also do not track browsing activity in ways DNT signals would disable. We may utilize cookies through Google Analytics.

E. No Use by Minors

This website, its content, and our services are not intended for anyone under the age of 18. We do not knowingly collect information from those under the age of 18. If we learn we have accidentally collected such information, it will be deleted.

If you are a parent and your minor child has provided us personal information, you have the right to contact us and require that we: (a) permit you to review the personal information provided, and (b) remove and delete the personal information provided. To do so, upon you contacting us, we must take reasonable steps to confirm you are the parent. You may contact us for such a request at any time at

F. Compliance with Regulators

We regularly review our privacy policy to do our best to ensure it complies with any applicable laws. When we receive formal written complaints, we will contact the person who made the complaint to follow up as soon as practicable. We will work with relevant regulatory authorities to resolve any complaints or concerns that we cannot resolve with our users directly.

You also have the right to file a complaint with the supervisory authority of your home country, where available, relating to the processing of any personal data you feel may have violated local regulations. 

VI. General Information

A. No Unsolicited Personal Information Requests

We will never ask you for your personal information in an unsolicited letter, call, or email. If you contact us, we will only use your personal information if necessary to fulfill your request.

B. Changes

Our business and the services we provide are constantly evolving. We may change our privacy policy at any time. If we change our policy, we will affirmatively request that you consent to the new policy or email you for consent at that time. We will not reduce your rights under this policy without your consent.

C. Complaints

We respect the rights of all of our users, regardless of location or citizenship. If you have any questions or concerns about any of these rights, or if you would like to assert any of these rights at any time, please contact

D. Questions about Policy

If you have any questions about this privacy policy, contact us at: By accessing any of our services or content, you are affirming that you understand and agree with the terms of our privacy policy.