RoleTrellis Privacy Policy

RoleTrellis is an AI-assisted career and job-search platform operated by Afia Attafuah, based in Alberta, Canada ("RoleTrellis," "we," "us," or "our").

The purpose of this Policy is to explain how and for what purpose we collect, use, share or otherwise process your personal information and how we safeguard the confidentiality of your personal information when you use our services.

This policy applies to the RoleTrellis website, accounts, and associated services. By using our services and providing your personal information you understand that your personal information will be processed in accordance with this Policy.

For privacy-related inquiries, contact support@roletrellis.com.

For the purposes of this Policy:

• “Information” means any facts, content, records, files, messages, or other material, in any form, that you provide to us, that is created through your use of RoleTrellis, or that we receive from a third party at your direction.
• “Data” means information that is recorded, stored, or transmitted in electronic form, including account records, uploaded files, usage logs, and other technical records.
• “Personal information” means information about an identifiable individual, or information that can reasonably be used to identify an individual, alone or when combined with other information. In RoleTrellis, this includes, for example, your name, contact details, resume and employment history, career preferences, account identifiers, and IP address.

Information that has been anonymized or aggregated so that it can no longer reasonably identify you is not personal information. When this Policy refers to “your information” or “your data,” it means personal information about you.

We collect information that you provide directly, information created through your use of RoleTrellis, and limited technical information needed to operate the service.

3.1 Account information

This may include:

• Your name, email address, and account identifiers.
• Authentication and session information.
• Account settings, preferences, and subscription status.
• Information received from Google LLC (“Google”) when you choose Google Sign-In, as described in Section 3.2 below.

3.2 Google Sign-In information

If you choose to sign in with Google, we may receive and process the following information, as permitted by the permissions you approve:

• Google account information, such as your name, email address, and profile picture.

Signing in with Google is optional, and our access is limited to the permissions you approve through Google’s authorization screen.

3.3 Career and resume information

This may include:

• Resumes and other career materials you upload.
• Employment history, professional qualifications, education, skills, certifications, and achievements.
• Career Truth facts and supporting evidence.
• Career preferences, target roles, industries, and preferred work locations.
• Information you choose to add, review, approve, correct, or save.

Resumes may contain sensitive personal information, such as compensation history, immigration or work authorization details, or information about accommodation needs.

Please provide only information relevant to your intended use of RoleTrellis. We encourage you to avoid including unnecessary sensitive details or other individuals' personal information, such as references' contact information.

3.4 Job-search and application information

This may include:

• Job postings you add or discover.
• Saved jobs, application statuses, and job-search preferences.
• Career Truth Fit analyses and job suitability information.
• Tailored resumes, cover letters, and drafted application answers.
• Company research, Truth Check results, and related application materials.
• Your edits, feedback, and decisions within the platform.

3.5 Billing and subscription information

When you use a paid plan, we may collect or receive:

• Your selected subscription plan.
• Stripe Payments Canada, Ltd. (“Stripe”) customer and subscription identifiers.
• Subscription status and billing periods.
• Payment confirmation, cancellation status, and related transaction information.

Stripe processes payment credentials through its payment systems. RoleTrellis does not ordinarily receive or store your complete payment-card number. Your payment information is processed by Stripe and is subject to Stripe’s Privacy Policy.

3.6 Technical, security, and analytics information

We may collect limited information such as:

• Browser and device information.
• IP addresses and request metadata.
• Account access and security events.
• Feature usage and product interaction events.
• Error reports and diagnostic information.
• Cookies and browser-storage identifiers.
• Feedback or support messages you choose to submit.

We use this information to provide, secure, troubleshoot, and improve the service.

We use personal information for the purposes described below.

Providing the service: Creating and maintaining accounts, storing career information, discovering job opportunities, analyzing job fit, generating career materials, and managing application workflows.

AI-powered assistance: Processing relevant career facts, job information, and application materials to deliver features you request.

Account and subscription administration: Managing authentication, billing, paid-plan access, usage limits, cancellations, and account deletion.

Security and reliability: Detecting misuse, protecting accounts, investigating errors, troubleshooting technical issues, and maintaining the service.

Product improvement: Using limited operational information, product analytics, and voluntarily submitted feedback to evaluate and improve RoleTrellis.

Legal compliance: Meeting applicable legal, financial, regulatory, and recordkeeping obligations.

We use personal information for other purposes only where permitted by applicable law or with any additional consent required by law.

RoleTrellis uses artificial intelligence to support job discovery, career analysis, resume tailoring, cover-letter preparation, application-answer drafting, and review of career-related claims.

5.1 Information sent for AI processing

When you use an AI-powered feature, information relevant to that feature may be transmitted to our AI provider, Google LLC, through the Gemini API. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Depending on the feature, this may include:

• Job descriptions and employer information.
• Career preferences and approved Career Truth facts.
• Relevant employment history, skills, achievements, and qualifications.
• Draft resumes, cover letters, or application-answer content.
• Information needed to assess whether generated statements are supported by your career records.

During initial resume extraction and skills reprocessing, RoleTrellis uses measures designed to remove common direct contact identifiers, including recognizable names, email addresses, telephone numbers, and street addresses, from the text submitted for processing.

These measures reduce unnecessary disclosure but do not guarantee that all personal information will be removed. Professional experience and employment history may themselves identify an individual.

5.2 AI model training

RoleTrellis does not use your resumes, Career Truth facts, or application materials to train its own AI models.

RoleTrellis uses Google's Gemini API under its paid-service arrangements. Under Google's published terms for paid Gemini API services, Google states that it does not use submitted prompts or generated responses to improve its products.

Google may process or retain limited information for security, abuse monitoring, legal compliance, and other purposes described in its applicable service terms.

5.3 Accuracy and user control

AI-generated information may be inaccurate, incomplete, or unsuitable for a specific employment opportunity.

RoleTrellis is designed to ground candidate-facing claims in career information you have approved. However, automated analysis and verification cannot guarantee complete accuracy.

You remain responsible for reviewing, correcting, and deciding whether to use generated material.

RoleTrellis does not automatically submit job applications on your behalf.

RoleTrellis uses cookies, local browser storage, and similar technologies to operate the service and understand limited product usage.

These technologies may serve the following purposes.

Authentication and account functionality: Maintaining your signed-in session, recognizing your account, and supporting secure access to the platform.

Preferences: Remembering certain settings, including display-theme preferences and other interface settings.

Analytics: When enabled, PostHog, Inc. (“PostHog”) uses browser storage and first-party cookies to maintain analytics identifiers and measure product interaction events.

Our PostHog implementation is configured to limit automatic collection. Automatic element capture, session recordings, heatmaps, surveys, and several automatic monitoring features are disabled. We intentionally collect selected product events instead.

Our current implementation is not designed to use cookies for third-party behavioral advertising.

You can manage or block cookies and local storage through your browser settings. Blocking storage necessary for authentication or account functionality may prevent some features from working correctly.

We may update our use of these technologies as the service develops and will provide any additional notices or choices required by applicable law.

RoleTrellis uses PostHog, when configured, to understand how the service is used and identify opportunities for improvement.

Our normal product analytics are designed to exclude resume text, Career Truth content, AI prompts, and generated application documents.

Analytics may include account-related identifiers and selected events, such as completion of onboarding or use of particular features.

If you voluntarily submit written feedback, the text you provide may be stored and processed for support and product improvement.

We do not sell personal information.

We use selected third-party service providers to operate RoleTrellis.

These currently include:

We disclose information to these providers as reasonably necessary for their respective services.

We may also disclose information:

• Where required by applicable law, a valid legal order, or regulatory obligation.
• To investigate fraud, security incidents, or misuse.
• To protect the rights, safety, and legitimate interests of RoleTrellis, its users, or others, where permitted by law.
• In connection with a business sale, merger, restructuring, or transfer, subject to applicable privacy requirements and appropriate protections.

RoleTrellis does not sell your personal information, including your resumes and career information.

Your private career workspace is not made publicly available by RoleTrellis.

RoleTrellis is operated from Alberta, Canada, but some service providers operate infrastructure outside Canada.

Our Supabase production database is hosted in the United States. Cloudflare, Google, Stripe, Resend, and PostHog may process or store information in other jurisdictions according to their services and infrastructure.

Information processed outside your jurisdiction may be subject to the laws of the country in which it is stored or processed, including lawful access requests by public authorities.

We use service-provider arrangements, access controls, private storage, and other appropriate safeguards to help protect personal information.

Where required by applicable law, we will take additional steps relating to international transfers of personal information.

RoleTrellis uses reasonable technical and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration, and loss.

These measures include, as applicable:

• Authentication and account-based access controls.
• Private resume and career-information storage.
• Database access restrictions and user-specific authorization policies.
• Operational monitoring and error reporting.
• Backup and recovery arrangements.

No internet-based service can guarantee complete security.

You are responsible for keeping your account credentials secure and notifying us if you suspect unauthorized access.

We retain personal information for as long as reasonably necessary to provide RoleTrellis, maintain the security and reliability of the service, resolve disputes, comply with legal requirements, or fulfill other purposes described in this policy.

11.1 Active account information

Account records, career information, uploaded materials, and saved application data are generally retained while your account remains active, unless you remove specific information sooner.

11.2 Weekly database backups

RoleTrellis maintains weekly database backups in private Cloudflare R2 storage for service recovery and reliability.

These backup objects are subject to an enabled lifecycle rule that schedules their automatic deletion 90 days after creation.

A backup created before an account deletion may therefore continue to contain information that has already been removed from active systems until that backup expires.

Lifecycle processing may involve a short operational delay. Backup information is not intended for routine access or active product use.

Where backups are restored, we will take appropriate steps to respect previously completed deletion requests.

11.3 Other records

Certain payment, transaction, security, operational, diagnostic, and legal records may need to be retained beyond account deletion where permitted or required by applicable law.

Third-party providers may also retain information under their own applicable retention, security, and legal requirements.

You can initiate permanent account deletion through Settings → Account → Delete account, or contact us at support@roletrellis.com for assistance.

When you initiate deletion, RoleTrellis begins a process designed to:

• Restrict access to the account.
• Cancel associated active subscriptions.
• Remove private uploaded files and other account-associated materials.
• Delete the account identity and associated records from active systems.

The automated process ordinarily includes a short waiting period for existing upload links to expire. If the process is interrupted or cannot be completed, additional action or support may be required.

Our service standard is to complete deletion of associated personal information from active RoleTrellis systems within 30 calendar days after a confirmed self-service request or verified support request, subject to information we must or may retain under applicable law.

Deletion from active systems does not mean that historical information is immediately removed from all backups, payment records, analytics records, or third-party operational systems.

Our weekly Cloudflare R2 database backups are subject to the separate 90-day retention period described above.

We may need to verify your identity before processing deletion or other privacy requests.

Depending on the laws applicable to you, you may have rights to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information, subject to applicable exceptions.
• Withdraw consent where processing depends on consent, subject to legal or contractual limitations.
• Ask questions about how your information is collected, used, stored, or disclosed.
• Request information about relevant service providers and international processing.
• Lodge a complaint with the relevant privacy or data protection authority if you are dissatisfied with our processing of your personal information.

To exercise your rights, email support@roletrellis.com.

We may request information reasonably necessary to verify your identity before disclosing or changing personal information.

We will respond within the time required by applicable privacy law. Certain requests may be subject to permitted exceptions or extensions.

RoleTrellis may display or link to employment opportunities, company websites, applicant tracking systems, job boards, and other third-party resources.

RoleTrellis may collect and process publicly available job-related information to provide discovery, comparison, and research features.

We do not control third-party websites or their privacy practices.

If you visit an external website, submit a job application, or provide information to an employer, that third party's policies and practices will generally govern its handling of that information.

RoleTrellis is intended for individuals 18 years of age or older who are legally permitted to use the service.

We do not knowingly provide accounts to individuals under 18.

If we learn that we have collected personal information from an individual who does not meet our age requirements, we will take appropriate steps to address the account and information in accordance with applicable law.

We may revise this Privacy Policy to reflect changes in the service, our technology, our practices, or applicable legal requirements.

We will update the effective date when changes are published.

For material changes, we will provide additional notice where appropriate or legally required, including by email or within RoleTrellis.

Where applicable law requires consent for a new use of personal information, we will seek that consent.

For access requests, corrections, deletion requests, privacy complaints, or questions about this policy, including our policies and practices relating to service providers outside Canada, please contact Afia Attafuah, the person responsible for privacy at RoleTrellis, at support@roletrellis.com.