Privacy Policy
How Send Scout collects, uses, keeps and deletes personal data
1. Who we are
Scout is operated by Send Scout, Inc., 55 Market St Ste 1940 PMB 205448, San Francisco, CA 94105-2448, US ("Send Scout", "we", "us"). This policy explains how we handle personal data when you visit sendscout.ai, use Scout (including the Scout app for Slack), or are a candidate that a Scout customer contacts or interviews through Scout.
For privacy questions or requests, or for help using Scout, email support@sendscout.ai or visit our support page.
2. Our role
For the accounts of our customers and for visitors to our website, we are the controller of personal data. Our customers (companies using Scout to hire) decide which candidates to contact and what to do with candidate data; for that data, each customer and Send Scout act as independent controllers under our Data Sharing Agreement and Platform Terms.
3. What we collect
3.1 Account information
Your name, work email, company, password (stored hashed), team members you invite, your roles and interview settings, and billing status. Payments are handled by Stripe; we never receive or store your full card number.
3.2 The Scout app for Slack
When your workspace installs Scout, we receive and store:
- Workspace details: the workspace ID and name, Scout's bot user ID and access token, and the channel you choose for Scout's updates.
- The installer's name and email address, read once from Slack so we can create or match your Scout account. We do not look up any other member's email.
- Linked teammates: the Slack user ID of each person who links their Slack account to Scout with
/scout link. - Your conversations with Scout: messages you send Scout in a direct message, messages that @mention Scout, and replies in threads Scout started, together with Scout's replies. We keep this history so Scout can follow the conversation.
- Files you share with Scout (for example a job description PDF): we download the file, extract its text and add that text to the conversation. We do not keep the file itself.
- Answers to candidate questions: when Scout asks your team a candidate's question in Slack and someone replies in that thread, we store the question and answer and add the answer to your outreach agent's knowledge so it can answer similar questions later.
Scout only acts on direct messages to it, messages that mention it, and replies in its own threads. It cannot see channels it has not been added to, and it ignores other messages in channels it is in.
3.3 Your connected LinkedIn account
If you connect LinkedIn, Scout searches for and contacts candidates as you, on your instruction. We store every connection request and message sent from your account, the replies received, and opt-out requests, so you can review them and so opted-out people are never contacted again.
3.4 Candidates
If a Scout customer contacts or interviews you, we process: your name, contact details, LinkedIn profile and professional history; your CV if you or the customer provide one; the transcript of any screening interview you take (with your consent, given before the interview starts); the AI-generated scorecard and match assessment for the role; and the messages exchanged with you. This data is shared with the customer who is hiring for the role.
3.5 Website visitors, cookies and analytics
We use first-party analytics cookies (scout_vid, scout_sid) to understand how visitors move through our site and product. That data is stored by us and is not sold.
Our marketing pages also carry advertising tags from Google Ads and Meta. They set their own cookies and report conversions (such as a signup or a Slack install) back to those platforms. For Meta, we also send the conversion from our server with a hashed (not readable) copy of your email address, your IP address and browser details, so the conversion can be matched. We share that a conversion happened, not the contents of your account.
We also use RB2B on our marketing pages. It tries to identify individual visitors - by name, LinkedIn profile and employer - from device and IP data, mostly for visitors in the United States. We use the result for our own sales follow-up and do not sell it.
We use Contentsquare on our marketing pages to record how visitors move through the site - clicks, scrolling and page navigation - so we can find and fix confusing pages. It does not see data you enter into Scout itself (your Slack workspace, candidates or interviews).
You can opt out of all of the above at any time by visiting any page with ?_notrack=1 at the end of the address. That choice is remembered for later visits.
4. How we use personal data
- To provide Scout: create roles, source and contact candidates, run screening interviews, and post results to your Slack.
- To respond to you in Slack and remember the context of your conversation with Scout.
- To create and secure your account, and to send service emails such as sign-in and link codes.
- To bill you, provide support, and prevent abuse.
- To understand and improve how our website and product are used, and to measure our advertising.
Our legal bases are performing our contract with you, our and our customers' legitimate interests in recruiting, your consent where we ask for it (for example the screening interview), and compliance with law. We do not sell personal data.
5. How Scout uses AI
Scout uses large language models to understand your messages, draft replies and outreach, read CVs and job descriptions, and grade screening interviews. Your content is sent to these providers only to produce a response for you:
- Google (Gemini API) - our primary model.
- Microsoft (Azure OpenAI Service) and Anthropic - backup models if the primary is unavailable.
- ElevenLabs - runs the voice of the screening interview; the candidate's audio is streamed to it during the interview.
We use these services under business terms that do not allow the provider to train its models on your data. We do not use your data, your candidates' data or your Slack conversations to train AI models. Providers may keep requests for a limited period for abuse and security monitoring, as set out in their terms.
AI output can be wrong. Scout's replies, screening verdicts, scorecards and summaries are generated by AI and may occasionally be inaccurate. Review them before making a hiring decision - a person on your team always decides who moves forward.
6. Who we share data with (sub-processors)
We share personal data only with the service providers we need to run Scout, under contract:
- Supabase (database and file storage) and Vercel (hosting)
- Google, Microsoft, Anthropic and ElevenLabs (AI, as described above)
- Unipile (connecting your LinkedIn account and sending messages as you)
- A provider that hosts our AI outreach agents
- Resend and SendGrid (email delivery)
- Stripe (payments)
- Slack (to deliver Scout's messages in your workspace)
- Google Ads, Meta, RB2B and Contentsquare (website analytics and advertising, see 3.5)
Candidate data is shared with the customer hiring for the role. We may also disclose data if required by law, or as part of a merger or acquisition, in which case this policy continues to apply.
7. How long we keep data
- Slack data (workspace connection, linked teammates, your conversation history with Scout) is kept while Scout is connected to your workspace. Disconnecting Slack in your Scout dashboard (Connections, then Slack) deletes it immediately. If you remove Scout from Slack's side instead, Scout stops working in your workspace; to delete the stored data, also disconnect in the dashboard or email support@sendscout.ai.
- Account, role and candidate data is kept for as long as your account is active. You can delete candidates and roles at any time. When your subscription ends, you can export your data for 30 days; after that we delete it, unless the law requires us to keep it.
- Answers to candidate questions are kept with your account's candidate records and agent knowledge until you delete them or your account ends.
- Website analytics: anonymous browsing data is deleted after 180 days, and analytics tied to an account after 730 days.
- Files shared with Scout in Slack are not stored; only the extracted text is kept, as part of the conversation history above.
8. Your rights and how to use them
Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict how we use it, and to withdraw consent. You can use these rights whether you are a Scout customer, a candidate a Scout customer contacted, or a website visitor.
To make a request, email support@sendscout.ai from the email address the request is about (or tell us your LinkedIn profile if we contacted you there), and say what you would like us to do. We may ask you to confirm your identity. We respond within 30 days, and there is no charge.
Candidates: you can also reply to any Scout message asking not to be contacted again, and that request is honored for every future message. If you ask us to delete your data, we delete it from our systems and tell the customer who holds your record.
Customers can delete candidates and roles themselves from the dashboard or by asking Scout in Slack, and disconnect Slack or LinkedIn at any time.
If you are in the EU or UK and are not satisfied with our response, you may complain to your local data protection authority.
9. Security
Data is encrypted in transit (HTTPS) and stored with our hosting providers, who encrypt it at rest. Candidate CVs are kept in private storage that is not publicly accessible. Access to customer data within Send Scout is limited to people who need it to run and support the service.
10. International transfers
Send Scout is based in the United States, and our providers may process data in the United States and other countries. Where the law requires it, we use appropriate safeguards such as the EU Standard Contractual Clauses and the UK Addendum.
11. Children
Scout is a business service and is not directed at anyone under 16. We do not knowingly collect their data.
12. Changes to this policy
We will post any update here with a new "Last Updated" date, and tell customers by email before a material change takes effect.
Contact
Send Scout, Inc.
55 Market St Ste 1940 PMB 205448, San Francisco, CA 94105-2448, US
Support, privacy and data requests: support@sendscout.ai
© 2026 Send Scout, Inc. All rights reserved.