ShadowPilot Privacy Policy
support@shadowpilot.co
This Privacy Policy explains how ShadowPilot collects, uses, shares, secures, and retains personal information when you use ShadowPilot, including the ShadowPilot website, the desktop application for Windows and macOS, the browser version, and related services. ShadowPilot is a product of ShadowPilot. Because ShadowPilot processes live audio and, when you enable it, screen content, this policy explains that handling in detail.
Contents
- Who we are and scope
- Information we collect
- Session audio, transcripts and screen data
- How we use information
- AI processing and model training
- Legal bases for processing
- How we share information
- Recording consent is your responsibility
- Data retention and deletion
- Security
- Your privacy rights
- California privacy rights
- International data transfers
- Cookies and analytics
- Children
- Third-party links and services
- Changes to this policy
- Contact us
1Who we are and scope
ShadowPilot is operated by RoboApply LLC, a Texas limited liability company. In this policy, “ShadowPilot,” “we,” “us,” and “our” mean that company, which is the controller of the personal information described in this policy.
This policy applies to shadowpilot.co, the ShadowPilot desktop and browser applications, and the ShadowPilot features accessed through your account at app.roboapply.jobs, the shared platform we also operate. It does not apply to third-party meeting platforms, job boards, employers, or websites you interact with, each of which has its own privacy practices.
2Information we collect
| Category | What it includes |
|---|---|
| Account information | Name, email address, password credentials, authentication identifiers if you sign in with Google, plan and subscription status. |
| Career documents | Resumes, CVs, employment history, education, projects, supporting documents, and any context or instructions you add to a session. |
| Session data | Captured system audio, real-time transcripts, detected questions, generated answers, session language, session start and end times, and duration. |
| Screen Analyze data | Screen captures or captures of a selected region, taken only when you activate the feature, together with text extracted from them. |
| Device and application data | Operating system and version, application version, device identifiers, IP address, crash reports, performance diagnostics, and feature usage events. |
| Payment information | Billing status, plan, transaction records, and the last four digits and card brand supplied by our payment processor. We do not store full card numbers. |
| Support communications | Messages, attachments, and records of your correspondence with our support team. |
| Website data | Pages viewed, referring URLs, approximate location derived from IP address, and cookie or similar identifiers. |
3Session audio, transcripts and screen data
When capture happens
ShadowPilot captures audio only while a session you started is active. Audio capture begins when you start a session and stops when you end it or close the application. ShadowPilot does not join meetings as a participant and does not capture audio in the background outside an active session.
What is captured
How it is processed
What is stored
Your controls
4How we use information
- To provide the Service, including transcription, question detection, answer generation, and screen analysis.
- To personalize answers using your resume, documents, and session context.
- To create, authenticate, and secure your account.
- To process payments, manage subscriptions, apply credits, and administer the interview guarantee.
- To provide customer support and respond to your requests.
- To monitor performance, diagnose faults, and improve accuracy, latency, and reliability of the Service.
- To detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms of Service.
- To send transactional and service messages, and, where you have opted in or where permitted by law, marketing messages you can unsubscribe from at any time.
- To comply with legal obligations and enforce our agreements.
5AI processing and model training
ShadowPilot relies on third-party speech recognition and large language model providers to transcribe audio and generate answers. Your content is transmitted to those providers as needed to deliver the Service, under contracts that restrict their use of it to providing services to us.
We do not sell your personal information. We do not permit our AI providers to use your interview transcripts, resumes, or screen captures to train their general-purpose foundation models. We may use aggregated or de-identified data, which cannot reasonably be used to identify you, to measure and improve accuracy, latency, and product performance.
6Legal bases for processing
If you are in the European Economic Area, the United Kingdom, or Switzerland, we process personal information on the following legal bases:
- Performance of a contract: to deliver the Service you signed up for.
- Legitimate interests: to secure the Service, prevent fraud, improve performance, and communicate with you about your account.
- Consent: for optional cookies, marketing communications, and any processing of special category data you choose to include in your documents or session context. You may withdraw consent at any time.
- Legal obligation: to meet tax, accounting, and other legal requirements.
7How we share information
We share personal information only as described below. We do not sell personal information and we do not share it for cross-context behavioral advertising.
- Service providers: hosting and cloud infrastructure, speech recognition and AI model providers, payment processors such as Stripe, email delivery, error monitoring, analytics, and customer support tooling. Each is bound by contract to process data only on our instructions.
- Affiliated products: other products operated by the same company, where necessary to run your account, subscription, and support across our shared platform.
- Legal and safety: where required by law, subpoena, or court order, or where necessary to protect our rights, users, or the public.
- Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply to the transferred information.
- With your direction: where you ask us to share information with a third party.
8Recording consent is your responsibility
You are solely responsible for obtaining any consent required by law before capturing, transcribing, or processing a conversation with ShadowPilot.
Laws on recording and transcribing conversations vary widely. Some jurisdictions require the consent of every party. Employers, schools, testing providers, and proctoring platforms may also prohibit outside assistance regardless of what the law allows. ShadowPilot does not provide legal advice and cannot determine what applies in your situation. See Section 7 of our Terms of Service for the full allocation of responsibility.
9Data retention and deletion
- Account information: retained while your account is active and for a reasonable period after closure to meet legal, tax, and dispute resolution obligations.
- Resumes, documents and session context: retained until you delete them or close your account.
- Transcripts, generated answers and session metadata: retained in your account until you delete them or close your account.
- Raw session audio: processed in real time and not retained as a stored recording after the session ends.
- Screen Analyze captures: retained only as long as needed to produce and display the answer, and to show the session history you can delete.
- Billing records: retained as long as required by tax and accounting law.
- Security and abuse logs: retained for a limited period necessary for fraud prevention and incident investigation.
To delete your data or close your account, use your account settings or email support@shadowpilot.co. Backups are purged on a rolling schedule after deletion.
10Security
We use technical and organizational measures designed to protect your information, including encryption in transit and at rest, access controls and least-privilege permissions, per-user data isolation, secure authentication, and monitoring for unauthorized access.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, and you are responsible for keeping your credentials confidential and your devices secure. If we become aware of a breach affecting your personal information, we will notify you and any regulator as required by applicable law.
11Your privacy rights
Depending on where you live, you may have the right to:
- Access the personal information we hold about you and request a copy.
- Correct inaccurate or incomplete information.
- Delete your personal information.
- Receive your information in a portable, machine-readable format.
- Object to or restrict certain processing, including direct marketing.
- Withdraw consent where processing is based on consent.
- Not be discriminated against for exercising these rights.
To exercise any of these rights, email support@shadowpilot.co from the address on your account. We will verify your identity and respond within the time required by applicable law. You may use an authorized agent where the law allows. If you are in the EEA or UK, you also have the right to lodge a complaint with your local supervisory authority.
12California privacy rights
Under the California Consumer Privacy Act as amended by the CPRA, California residents have the rights to know, delete, correct, and to opt out of the sale or sharing of personal information, and to limit the use of sensitive personal information.
We do not sell personal information and we do not share it for cross-context behavioral advertising. Audio and transcript content you provide may constitute sensitive personal information. We use it only to provide the Service you requested and for the purposes permitted under the CCPA, and not to infer characteristics about you.
The categories of personal information collected, the purposes of collection, and the categories of recipients are described in Sections 2, 4, and 7 of this policy. To submit a request, email support@shadowpilot.co.
13International data transfers
14Cookies and analytics
Our website uses cookies and similar technologies for authentication, security, preferences, and analytics. Strictly necessary cookies are required for the site to function. Analytics and marketing cookies are used only where permitted or where you have consented, and you can control them through your browser settings or our cookie banner where one is presented.
The desktop application does not use advertising cookies. It collects diagnostic and usage telemetry as described in Section 2.
15Children
16Third-party links and services
17Changes to this policy
18Contact us
For privacy questions, requests, or complaints:
ShadowPilot
Email: support@shadowpilot.co
We operate remotely and handle all privacy matters by email. Send access, correction, deletion, and opt-out requests to the address above, using the email associated with your account so we can verify you.