Privacy Policy

Effective September 30, 2026

PhoneScreenAI LLC (“PhoneScreen.AI,” “we,” “us,” or “our”) runs automated recruiting phone screens and employment reference checks for employers. This policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices you have. It covers our website (phonescreen.ai), our app (app.phonescreen.ai), the calls and text messages we handle for employers, and AI assistants that customers connect to their accounts.

The short version

Employers use PhoneScreen.AI to screen job applicants and check references. For applicants and references, we act for the employer, and the employer decides how the information is used.
Our phone screens and reference calls are conducted by an AI voice assistant and are recorded. The assistant says the call is recorded, and it tells you it is an AI if you ask.
AI summarizes and scores answers to help the employer review them. People at the employer make the hiring decisions.
We do not sell personal information or use it for advertising.
You can reply STOP to any text, and you can ask to see, correct, or delete your information.

Who is responsible for your information

If you use PhoneScreen.AI for your organization (a “customer”), we are responsible for your account information.

If you applied for a job or were named as a reference, the employer or staffing firm using PhoneScreen.AI (the “hiring organization”) decides why and how your information is used. We process it on the hiring organization’s behalf, as its service provider. Questions about a job or a hiring decision should go to the hiring organization. We help it respond to privacy requests.

Information we collect

From customers

Name, work email, password (stored only as a hash), organization details, team members, the roles you create with their screening questions and settings, billing details (card numbers are handled by Stripe, not stored by us), API keys and integration settings (keys are stored only as hashes), and messages you send us.

About job applicants

From the applicant, the hiring organization, or the hiring organization’s applicant tracking system or job board: name, email, phone number, resume (we keep the text we extract from it, not the file), LinkedIn URL, and application ID. From the phone screen: the call recording; the transcript, plus an English translation if the call was in another language; the answers; and the scores, reasons, summary, and flags our AI produces. We also keep call details such as time, length, and phone numbers, the text messages we exchange, and decisions the hiring organization records, such as accepting or rejecting an applicant.

About references

Name, phone number, email, and relationship to the applicant (provided by the applicant or the hiring organization), our text conversations, and the call recording, transcript, answers, rating, and summary.

Website and app visitors

Pages viewed and actions taken, browser and device information, IP address, and approximate location, collected by our analytics tools and in our logs; error reports; and what you give us through forms, such as a sample phone screen (name, work email, and phone number) or the free resume screener (the resumes you upload).

How we use information

To run the service: place and answer calls, conduct phone screens and reference checks, transcribe, translate, summarize, and score answers, and deliver results to the hiring organization in the app, by email, and through the integrations, webhooks, and AI assistants it turns on.
To send the texts and emails people asked for or that the service needs, such as screen invitations, scheduling messages, and receipts.
To secure the service, prevent abuse and fraud, fix problems, provide support, process payments, and meet legal obligations.
To understand how the service is used so we can improve it.

We do not sell personal information, and we do not share it for targeted advertising.

AI, call recordings, and hiring decisions

Phone screens and reference calls are conducted by an AI voice assistant. It speaks naturally, never claims to be a person, and tells you it is an AI if you ask.
Calls are recorded so the hiring organization can review them, and the assistant says so at the start of the call. If you do not want to be recorded, you can end the call and contact the hiring organization.
Our AI turns the conversation into a transcript, a summary, and a score for each answer. These help the hiring organization review applicants; they do not decide anything. PhoneScreen.AI does not accept or reject anyone. People at the hiring organization make hiring decisions and can listen to the recording and read the transcript.
Screening questions are written by the hiring organization. Our tools steer them toward questions about the job.
The AI providers that process calls and text for us (listed below) do so under terms that do not allow them to use that information to train their models.

SMS and mobile information

Mobile information and messaging consent are not shared with third parties or affiliates for marketing or promotional purposes.

We use mobile numbers only for recruiting, interview, scheduling, reminder, and support communications the recipient has requested and affirmatively agreed to receive. Message frequency varies. Message and data rates may apply. Consent to receive text messages is not a condition of purchase or use of our service. Recipients may reply STOP to opt out and HELP for help.

How we share information

With the hiring organization that requested the phone screen or reference check, and its authorized team members.
With tools the hiring organization connects, such as its applicant tracking system, job boards, Zapier, webhooks, and AI assistants.
With service providers that run parts of the service for us under contracts that limit how they use the information: hosting and databases (Vercel, Railway, Neon, Cloudflare); calls, text messages, and call recordings (Twilio); AI processing (OpenAI for the voice conversation, Anthropic for analysis, and Vercel’s AI Gateway for resume scoring); email (Resend); payments (Stripe); product analytics (PostHog); and error monitoring (Sentry).
When the person concerned directs us to; in connection with a merger, sale, or similar transaction; or when needed to comply with law or protect rights and safety.

We do not sell personal information.

All categories above exclude text-messaging originator opt-in data and consent; that information will not be shared with any third parties, excluding aggregators and providers of the text-message service.

AI assistants you connect

You can connect PhoneScreen.AI to a third-party AI assistant, such as ChatGPT or Claude, to work in your account from that assistant. When you connect one, you sign in to PhoneScreen.AI and choose what it may do. It can then read and act on the information you allowed, which may include roles and screening questions; candidate names and contact details; phone screen scores, answers, summaries, and transcripts; resume scores; and reference-check results. It can also add or update records and, if you allowed it, place calls and send emails or text messages for you.

Information the assistant receives from us is then handled by the assistant’s provider under its own terms and privacy policy, not ours. We share only what the assistant requests within the permissions you granted, plus basic account details (your name and email address) when the assistant asks who is connected. We record which assistant made each request, and we store connection tokens only in hashed form. We do not sell this information or use it for advertising.

You can disconnect an assistant at any time under Settings → Developers in PhoneScreen.AI. Disconnecting stops further access; it does not delete information the assistant’s provider already received.

How long we keep information

Applicant and reference information, including recordings, transcripts, and scores: while the hiring organization’s account is active, so it can keep its hiring records. The hiring organization can ask us to delete specific people at any time, and we do so within 30 days. When an account closes, we delete its applicant and reference information within 90 days.
Customer account information: while the account is active and for 90 days after it closes. Billing and tax records are kept as long as the law requires, generally seven years.
Text message consent and opt-outs: as long as needed to honor them, and at least four years so we can show we did.
Sample phone screens taken on our website: 12 months.
Free resume screener: resumes in runs that are not saved to an account are deleted after 7 days.
AI assistant connections: access tokens expire after one hour and refresh tokens after 60 days, and expired tokens are deleted a week later. Disconnecting ends a connection immediately.
Analytics: up to 24 months. System logs and error reports: up to 90 days.
Backups: deleted information can remain in encrypted backups for up to 30 days until they are overwritten.

Security

We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit and storing passwords, API keys, and access tokens only as hashes. No system is completely secure. If a security incident affects your information, we will notify you and the hiring organization as the law requires.

Your choices and rights

Texts: You may decline SMS enrollment and still complete your interview. If enrolled, you may opt out at any time by replying STOP. Reply HELP for help.
Calls: you can decline or end a call at any time.
Access, correction, and deletion: customers can update most account information in the app, or email us. Applicants and references can ask the hiring organization or email us; for information we hold on an organization’s behalf, we pass the request to it and help it respond. We may need to verify your identity, and we respond within 45 days.
State and national privacy laws: depending on where you live, for example California, another US state with a consumer privacy law, or Canada, you may have the right to know what personal information we hold about you, get a copy, correct it, delete it, and opt out of its sale or use for targeted advertising (we do neither). You can use an authorized agent, and we will not treat you differently for using these rights. In Canada, you may also complain to the Office of the Privacy Commissioner of Canada.

To make a request, email [email protected].

Where we process information

We and our service providers store and process information in the United States. If you are outside the US, including in Canada, your information is transferred to the US, where courts and authorities may be able to access it under US law.

Children

The service is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

Changes and contact

We may update this policy from time to time and will post the revised policy here with a new effective date. If a change is material, we will also tell customers by email or in the app. Questions may be sent to [email protected].