Privacy Policy

This policy explains what information Gratitude ("we", "us") collects when you use our service for writing post-interview thank-you emails, how we use it, and the choices you have. By using the service you agree to this policy and our Terms of Service.

Who this policy applies to

The service is built for recruiters and recruiting agencies ("customers"). When a customer enters information about a job candidate or interviewer, the customer is responsible for having the right to share that information with us, and we process it on the customer's behalf to provide the service.

Information we collect

• Account information: your name, email address, sign-in method, and organization membership, collected through our authentication provider.
• Content you enter: interview details (candidate name, interviewer name and title, company, role, interview date and stage), discussion notes, answers to follow-up questions, candidate drafts, and instructions you give when regenerating an email.
• Generated content: the emails we produce, your edits to them, and review notes.
• Settings: default tone, signature, and words or phrases to avoid.
• Usage information: when emails are generated, how long generation took, and how many AI tokens it used, along with optional feedback such as minutes saved.
• Billing information: your plan and subscription status. Card details are collected and stored by our payment processor; we never see or store full card numbers.

How we use information

• To generate, review, and store emails you request.
• To run your account, enforce plan limits, and process subscriptions.
• To keep the service secure, fix problems, and measure quality and cost.
• To contact you about your account or changes to the service.

We do not sell personal information, and we do not use your content to train AI models. Our AI provider does not use content sent through its commercial API to train its models.

Service providers

We share information only with providers that help us run the service:

• Clerk: sign-in, accounts, organizations, and subscription management.
• Stripe: payment processing.
• Anthropic: the AI models that draft and review emails.
• Neon: database hosting.
• Vercel: application hosting.

We may also disclose information if required by law, to protect our rights or users' safety, or as part of a merger or sale of the business, in which case this policy will continue to apply.

Retention and deletion

• On the Free plan, emails and the details entered for them are deleted automatically after 30 days.
• On paid plans, emails are kept until you delete them or close your account.
• You can delete any email from its page at any time. Deletion is permanent. On agency accounts, any member can delete emails in the agency's shared history.
• We keep basic usage records (counts and timing, without email content) to enforce plan limits and for accounting, even after an email is deleted.

Security

Data is encrypted in transit, access is limited to your own account or organization, and we rely on providers with established security programs. No system is perfectly secure, so please avoid entering information that the email doesn't need, such as government ID numbers or health details.

Your choices and rights

You can view, edit, and delete your emails in the app, and update account details in account settings. To request a copy of your information, ask us to delete your account, or exercise any other privacy right available where you live, contact us at privacy@gratitude.example. Candidates whose information was entered by a recruiter may contact us the same way, and we will work with the relevant customer to respond.

Children

The service is for people who are 18 or older. We do not knowingly collect information from anyone under 18.

Changes to this policy

We will post any changes on this page and update the effective date. If changes are significant, we will notify you by email or in the app.

Contact

Questions about this policy: privacy@gratitude.example.