Privacy Policy

Sortiva is operated by Katie Haakonson under the name Sortiva.

This policy covers employers, applicants, employees and people providing references. Employers are trade businesses and small healthcare and care facilities that hold an account with us. Candidates and employees are the people those employers hire or consider hiring. We handle candidate and employee information on behalf of the employer, who decides what to collect and how long to keep it.

For candidate and employee information, the employer generally chooses the purposes and means of processing, and Sortiva generally processes that information on the employer's instructions. Sortiva handles employer account, billing, security and product-usage data for our own service operations.

When someone applies through a public Sortiva job link, the application form collects their name, phone number, optional email address, city and ZIP code, their answers to the employer's questions (such as level, years of experience and certifications they say they hold), optional references, an optional free-text note, and an optional resume file. If the employer turns it on, the form also asks a yes/no "Are you at least 18?" question. The ZIP code is used to work out the applicant's time zone so calls and texts arrive at a reasonable local time. We also record which channel the application came from so employers can see what is working, the consent wording the applicant saw (with its version), and whether they accepted the Applicant Terms.

Information we do not request and redaction safeguards. Sortiva does not ask for a date of birth, Social Security number, payment-card number, full street address or driver's-license number on the initial application form. Automated checks are designed to block recognizable Social Security numbers, dates of birth and payment-card numbers in free-text and reference fields. Applicants may nevertheless put sensitive information in free text, uploads or calls, and automated safeguards may not detect every instance.

Resume redaction. Sortiva is designed to scan readable PDF, Word and text resumes for recognizable Social Security numbers, dates of birth and payment-card numbers. When detected text is processed successfully, Sortiva stores the resulting redacted copy (for PDFs, a text-only copy rebuilt without the detected details), does not keep the uploaded original in Sortiva storage, flags the record and tells the applicant what was removed. Photo resumes and files that cannot be read are stored privately as-is and marked "not scanned." Automated detection is best-effort and cannot guarantee that every sensitive value will be found. AI features read the processed resume text, not an unscanned image. Resume files are stored in private cloud storage that the employer who posted the job can access through short-lived, signed links.

Not for patient records. Sortiva is for workforce recruiting and employee scheduling, not patient records or clinical data. Users must not upload or share identifiable patient or resident information in forms, documents, calls or messages. The safeguards above target certain sensitive identifiers; they are not comprehensive detection for patient information and may not find every disclosure.

Inbound-first screening and callback backup. A private invitation connects applicants to their screening request and lets them choose a callback time or human review. When inbound calling is enabled, the invitation also provides a call-in number and request-specific code. Inbound calling is shown only when that provider path is enabled. Under the current written agreement, a backup callback is booked at least 24 hours after a new application, within the applicant-local calling window, and its time is shown after applying. Applicants can change that time or choose human review. Applicants who do not respond to an invitation may still receive that permitted, booked callback. Silence, an unanswered text or a missed call is not consent. Older permissions are not silently expanded to authorize this new fallback.

Reference invitations and identity. Where the invitation workflow is available, an applicant can personally forward a private reference invitation and request-specific code. The reference gives their own written AI-call and recording agreement, states their relationship and chooses a callback, or requests human contact. Call authorization also checks that the invitation is valid and permission has not been withdrawn. A code connects a conversation to a request; it does not verify the speaker's identity. Phone or email matches with the applicant or reuse under other reference names are neutral prompts for employer review. Forwarding the invitation is expected and is not itself a conflict. These checks are not proof of impersonation, do not use voice identity detection, and do not automatically reject an applicant. Invitation and calling availability depend on the required service setup; a policy description does not confirm a live provider connection.

The application collects optional reference names, contact numbers and relationships in writing. A separate unchecked choice records the applicant's permission to contact those listed references, including the wording version and time. This permission is separate from applicant screening consent and does not grant automated-call, text or recording permission on a reference's behalf. Do not list a current employer or another person you do not want contacted yet. Reference work summaries are presented for employer review; they do not independently change screening percentages or hiring recommendations.

Written application answers, including start preference and general work availability, may be supplied to the voice provider to reduce repeated questions and focus the conversation on job-related examples. These are applicant-reported preferences, not verified facts or a final schedule. Employer-supplied questions are subject to screening restrictions. Automated safeguards can miss inappropriate content; contact us to report a concern or request correction.

Employers can ask Sortiva to place an automated outbound screening call to a candidate. These calls are placed through our voice provider, Bland AI. Sortiva places an AI screening call only when the applicant gave written permission on the application for an AI voice call that may be recorded; applications submitted under older wording without written recording permission are not called by the AI until fresh written permission is given, and a decline or withdrawal on a call blocks further AI calls. Bland controls the call media path and may temporarily process or capture call data before the person answers the spoken recording question at the start of the call. Sortiva accepts and persistently stores call audio and transcripts only after explicit spoken consent is also logged. If consent is declined or unclear, Sortiva does not retain the audio or transcript. The same core job questions are available in writing directly on the application without agreeing to an AI call or explaining the choice. Both formats reach employer review. AI reference calls require the reference's own current written authorization and requested callback, and are placed only at a due booked time within the reference-local calling window. If permission or the invitation cannot be verified, Sortiva does not call. Employers can arrange human reference contact instead. Before a screening or reference transcript is saved, automated safeguards are designed to detect and replace recognizable Social Security numbers, dates of birth, payment-card numbers and driver's-license numbers with labels such as "[SSN removed]." When detected transcript text is processed successfully, Sortiva stores and scores the processed text rather than a separate unredacted transcript. Detection is best-effort and may miss a value. It does not alter the call audio, which may contain information the caller chose to disclose. Our voice provider does not currently offer a way for us to delete its own copy of a call transcript. Applicants who prefer not to take the AI call can apply without it and are marked for human review; no AI screening or AI reference calls are placed for them.

Transcripts are analyzed by an AI model to extract the facts the applicant stated — things like years of experience, licenses mentioned, availability, employment confirmation and rehire status — and to calculate how those stated answers compare to the requirements the employer set, including scores, structured comparisons, assessment fields and recommended next steps for review. Employer-configured age and required-credential rules can flag an application and prevent automatic phone screening. These outputs and gates are not independently verified facts or final employment decisions. The employer remains responsible for lawful configuration, required notices, bias audits, accommodations or alternative processes, and human review before treating an adverse result as final where required. Sortiva does not itself make the employer's final hire or no-hire decision. Sortiva records what the person was told, when, and how they answered. Sortiva keeps both the audio and the transcript after consent so that anything the transcription got wrong can be checked against what was actually said. Sortiva does not analyze or report how a person sounded — no tone, sentiment, confidence or similar assessment is produced.

Application-update email permission is a separate optional choice, with its wording, version and acceptance time stored with the application. It covers application arrangements, status and decision messages, including messages prepared with AI or sent automatically on the employer's behalf; it does not include marketing. Employer-reviewed closure messages may include a job-related excerpt from the applicant's own answer. We keep a delivery record to prevent duplicate closure sends. Declining email permission does not authorize a phone call or text and does not prevent submitting an application.

Texting is currently unavailable, including employee text-in scheduling requests and applicant interview scheduling by SMS. The program descriptions in the SMS Terms describe intended use if messaging is enabled; recording optional consent or listing a text allowance does not mean a program is available. When messaging is used, message content, phone numbers and timestamps are stored so the employer has a record and Sortiva and its service providers can operate, support and secure the program. Standard carrier message and data rates may apply, and carriers are not liable for delayed or undelivered messages. Do not send sensitive personal or patient information by text; automated safeguards may not detect every instance. Reply STOP to request opt-out and see our SMS Terms & Conditions for full details.

We store the account and operational data employers enter, including:

• Account details: name, work email, password credentials, and company profile.
• Company setup: trade type, employee count, and hiring cost settings.
• Job postings, requirements, and public application links.
• Employee records and certification or license documents uploaded for renewal tracking, stored in private, owner-scoped cloud storage with expiration dates used to send reminder emails.

Support requests are stored in our existing cloud database, including the email address, issue details, optional screenshot, conversation and status history. Authorized support staff can access the queue. A private receipt key lets the requester return without signing in; anyone with that receipt can access its conversation, so keep it private. We store a hash of the key and hashed abuse-prevention identifiers, not the raw key or caller IP in support records. Do not send passwords, payment details or sensitive candidate information. Screenshots are not automatically redacted. Support records remain available for follow-up and security review; privacy or deletion requests require review.

Optional product analytics uses PostHog only after you allow analytics through Cookie Preferences. Until then, optional analytics is off. You can reopen the controls using the footer's Cookie Preferences or Your Privacy Choices link and withdraw permission for future collection. Essential storage used for authentication, security and your saved privacy preference remains available so the service can work.

When enabled, PostHog may receive a random per-browser identifier, page views, deliberately instrumented product events, browser/device details, referrer information and approximate location derived from IP address. Session replay and automatic click/form capture are disabled. Sensitive application, participant, candidate, team and support routes have additional telemetry restrictions. Sortiva does not call PostHog identify() or intentionally include names, emails, phone numbers or company names in custom analytics events.

We do not sell personal information or share it for cross-context behavioral advertising. Recognized Global Privacy Control and Do Not Track signals also keep optional analytics off. Browser preference changes apply to this browser; clearing storage or using a different browser may require setting a preference again. Withdrawing analytics permission does not itself delete previously collected records; use Your Privacy Choices to request access or deletion.

We do not sell personal information and we do not share it for advertising. We share it only with the service providers below, and only with the specific data each one needs to do its job:

• Lovable Cloud — our database, login system and file storage. It holds essentially all app data: employer accounts, authentication credentials and account identifiers, company profiles, job postings, candidate and employee records, call transcripts, recordings and comparison results, messages, scheduling requests, and uploaded resume and certification files. Files are kept in private storage and access is restricted so an employer can only reach their own company's records.
• Bland AI — our outbound automated voice/call provider. It receives the phone number of the candidate or reference being called, plus limited company and job context needed for the conversation script, and produces the call audio and written transcript, which are returned to Sortiva as applicable.
• Twilio — the SMS delivery and routing provider configured for Sortiva. When a messaging program is enabled, its processing includes sender and recipient phone numbers, message content, and delivery/routing metadata. Texting is currently unavailable; this provider description does not mean a messaging program is active.
• Google (Gemini models, accessed through the Lovable AI gateway) — our AI analysis provider. It receives call and reference transcripts, inbound scheduling text content, and the relevant job requirements, in order to produce the structured summaries, scores and extracted scheduling details you see in the app. Names and phone numbers may appear inside a transcript that is sent for analysis.
• Google Calendar (optional) — If a company owner clicks "Connect Google Calendar" in Settings, Sortiva uses Google's Calendar API for authorized Sortiva events on that owner's connected calendar. This includes interview events and, when the owner uses the separate "Email calendar invites" schedule action, employee-shift events containing the shift time, role, note as sent, and the employee's email as an attendee. The connection is off by default. Employees do not authorize Sortiva to access their Google accounts, and this does not automatically synchronize a schedule into every employee's calendar.
• Jobber (shelved, not offered) — Sortiva is not affiliated with Jobber, has no Jobber Marketplace listing, and does not offer a Jobber connection today. It cannot be started from anywhere in the product, and no data is sent to or read from Jobber. If it is ever offered again, it will require an explicit authorization by a company owner and this policy will be updated first.
• Resend — our email delivery provider. It receives the recipient email address and the content of the message: certification expiration reminders sent to employers, and messages an employer sends to a candidate through Sortiva.
• PostHog — our product analytics provider. It receives the analytics data described in the Site analytics section above so we can understand usage, troubleshoot issues, and improve the product.
• Stripe — our payment processor. It receives payment method details, billing name and address, and the transaction and subscription history needed to process payments, prevent fraud, and manage subscriptions and credit purchases. Sortiva never sees or stores your full card number. Stripe's handling of that data is governed by the Stripe Privacy Policy.

Starting a free trial requires providing payment information at signup. That information is collected and stored by Stripe, not by Sortiva directly — we receive only the subscription status and billing identifiers needed to run your account.

We use each provider for the service function described above. We may also disclose information if required by law, or as part of a business transfer, in which case this policy continues to apply to the transferred data.

Sortiva’s use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Sortiva requests Google Calendar permission only for Calendar functionality implemented and authorized by the signed-in owner: creating, updating and cancelling Sortiva interview events, and creating employee-shift invitations when the owner separately uses the "Email calendar invites" action. Sortiva does not read or use unrelated Calendar events, even where the granted OAuth scope would technically permit broader access; use is limited to those authorized Sortiva functions.

Tokens and event identifiers. When a user connects Google Calendar, Sortiva stores the Google access and refresh tokens plus the identifiers of the calendar events Sortiva created. Tokens are needed to keep the authorized connection working without asking the user to sign in repeatedly, and event identifiers are needed to update or cancel the correct event later. Both are held server-side only and are never exposed to the browser or to another company. Access and refresh tokens are stored only while the connection is active and are deleted when the connection is disconnected or the account is deleted. Identifiers of Sortiva-created events may remain in the related Sortiva interview or technical records after a disconnect so Sortiva can keep its own history of what it scheduled; those identifiers are removed together with those records, or on account deletion, under the retention controls described in this policy.

Your controls. Disconnecting Google Calendar in Sortiva's Settings deletes the stored access and refresh tokens and stops all Calendar access; you can also revoke access directly in your Google Account settings. Deleting a Sortiva account removes the stored tokens and the Sortiva records that hold Sortiva-created event identifiers. Google Calendar events Sortiva previously created may remain in your Google Calendar after a disconnect, since Sortiva can no longer reach them, and you can delete them yourself in Google Calendar. You can also email us to request deletion.

The protected schedule-publication workflow does not directly deliver shifts through the Google API. Employees instead receive private schedule links and standards-based calendar files, and may use a private subscribable feed that contains only their published shifts. Calendar subscriptions refresh according to the employee's calendar provider; a downloaded or imported file is a static copy. The private feed token should be kept confidential and can be revoked. Sortiva does not offer employee Google Calendar authorization. Calendar events, invitations or imported copies already held by Google or another calendar provider may remain after a Sortiva connection or feed token is revoked and may need to be removed in that provider.

Sortiva does not use, transfer, sell, or allow raw or derived Google Workspace API user data to be used to create, train, or improve generalized, non-personalized, foundational, or cross-user artificial intelligence or machine learning models. This restriction also applies to Google Workspace data that has been aggregated, anonymized, or otherwise derived. Google Workspace API data is never sent to our AI analysis provider.

Sortiva does not use Google Workspace API data for advertising, marketing profiles, data brokerage, creditworthiness, or lending decisions. Access is limited to providing the user-facing Calendar functionality the user authorized, and Google Workspace API data is not transferred to any other service provider.

Sortiva does not share mobile information or SMS opt-in data with third parties or affiliates for marketing or promotional purposes. Text-message opt-in and consent data is shared only with messaging service providers and aggregators, such as Twilio, as necessary to operate the SMS program; they may not use it for their own marketing.

An employer can send their own Sortiva data to an address they control, or read it with a read-only API key they create in Settings. Those feeds carry a limited summary only — for example a name, role, job title, credential expiration date or approved shift count. They never carry resumes, uploaded documents, call recordings, transcripts or draft schedules. Nothing is sent anywhere until an employer sets up a destination themselves, and they can pause or delete it at any time.

Sortiva has no official app, partnership, certification or approved listing with any other software vendor. Any connection an employer builds with these tools is their own integration, and the receiving system's handling of that data is governed by that system's terms and privacy policy, not ours.

Sortiva does not run background checks. It does not order a check, contact a screening provider, receive a report, or store any result. Employers use their own provider and remain responsible for FCRA disclosure, authorization and adverse-action obligations. Sortiva stores only a workflow marker showing where the employer left off.

We use the information above to run the service: to deliver applications to the right employer, to screen applications, calculate requirement comparisons, recommend next steps for employer review, to schedule interviews, to track certification expirations and send reminders, to calculate dashboard metrics, and to support, secure and improve the product.

Candidate, employee and company data is retained while the employer's account is active unless it is deleted earlier through product controls or a verified request. Self-service deletion removes the listed data from active Sortiva application systems and removes the login account, subject to technical failures. Limited copies may remain temporarily in backups, security and audit logs, payment or provider records, or where required by law; those copies are isolated or expire under the relevant provider's retention practices. Stripe billing records and subscription cancellation are handled through Stripe and applicable legal retention. Access is restricted so an employer can only see their own company's records. Files are held in private storage and served only through expiring signed links. No system is perfectly secure, but we take reasonable technical and organizational measures to protect the data we hold.

Use the footer's Your Privacy Choices link to control optional analytics and find how to request access, correction, deletion, portability, an applicable opt-out or an appeal. You may also email connect@sortiva.studio. Please identify your relationship to Sortiva and the relevant employer, and avoid sending unnecessary sensitive records. We verify requests proportionately and do not require you to consent to an AI call to make a privacy request.

Applicant screening messages and employee scheduling messages serve separate purposes. Permission for one does not authorize the other. Employee availability contributes to a proposed schedule that the employer reviews and approves. Declining optional AI calls, recording, application emails or texts does not itself withdraw an application or establish an adverse hiring fact.

Where applicable, candidates and employees may have rights to access, correct, delete, or receive a portable copy of their information; appeal a decision; use an authorized agent; or opt out of certain processing. We may need to verify identity before acting on a request. Because employers generally decide how candidate and employee data is used, we may direct a request to the employer or work with the employer to respond. Employers can request deletion or correction, subject to applicable retention duties and legal holds.

Employers can start deletion of their account and active Sortiva application data from Settings — open the Security section and use "Delete Account & All Data" in the Danger Zone.

Self-service deletion stops when applicant or employee records are present so that retention obligations can be reviewed before removing data. For eligible accounts, this action removes your company profile and settings, job postings and application links, candidate records along with screenings, transcripts and messages, employee records and certifications, uploaded resumes and certification documents, and your login account from active Sortiva application systems, subject to technical failures. It does not guarantee immediate deletion from backups, security or audit logs, Stripe records, other provider records, or records we must retain by law. Export anything you need before using this action; self-service deletion is intended to be irreversible in the active product.

If you would rather not do it yourself, email connect@sortiva.studio to request account closure or exercise privacy rights. We will review the request with applicable retention duties and legal holds; submitting a request does not guarantee immediate deletion of records that must be preserved.

Sortiva is not intended for anyone under 16, and we do not knowingly collect information from children.

We may update this policy as the product evolves. The effective date above will show when the current version applies. If we make material changes, we will provide notice in a way that is reasonable for the change before or when the updated policy takes effect.

For privacy questions or requests, email connect@sortiva.studio.