Privacy Policy

Trustbase LLC ("TrustBase," "we," "us," or "our") operates trustbase.llc, apply.trustbase.llc (home of TrustBase Apply Copilot), and related websites, forms, and applications (together, the "Services"). We provide custom software development, IT staffing, and related professional services from our office in Alamo, Texas, and we serve clients across the United States and internationally.

TrustBase Apply Copilot is our job-application assistant (Chrome extension and portals). When users connect Google, TrustBase Apply Copilot may access Gmail and Google Calendar to support interview-related email and scheduling. Those practices are described in the Optional account connections section below and on the TrustBase Apply Copilot homepage.

We respect the trust you place in us—whether you are a prospective client, hiring partner, candidate, contractor, employee, or authorized portal user. This Privacy Policy describes what we collect, why we collect it, how long we keep it, and how you can reach us with questions or requests.

By using the Services, you acknowledge this policy. If you do not agree, please discontinue use and contact us before sharing additional personal information.

This policy applies to personal information about:

• Website visitors and people who browse marketing pages, FAQs, or case studies
• People who submit contact, consultation, or career inquiry forms
• Clients, prospects, and business contacts we work with under MSAs, SOWs, or informal engagement discussions
• Candidates and professionals who share résumés, portfolios, or interview availability
• Authorized users of TrustBase portals used for applications, interviews, scheduling, bidding, or administration
• People whose information appears in messages or calendars that an authorized user connects for business workflows

It does not control how our clients use their own systems, or how independent platforms (for example LinkedIn, job boards, or Google) process data under their own policies.

Information you provide

• Identity and contact details: name, email, phone, company, role, and mailing address
• Project or staffing needs: timelines, tech stack, budget ranges, and messages you send us
• Career materials: résumé/CV, work history, skills, portfolio links, compensation expectations, and interview notes you share
• Account credentials and profile settings for portal users (for example display name, preferences, and role assignments)
• Support requests, feedback, and correspondence with our team

Information collected automatically

• Device and browser information, approximate location derived from IP address, and pages or features you use
• Log data such as timestamps, referral URLs, and diagnostic events that help us keep the Services reliable and secure
• Cookie and similar technology signals described in the Cookies section below

Information from others

• Referrals from clients, partners, or colleagues
• Public professional profiles or job-board applications when you apply or are introduced for a role
• Service providers that help us host, secure, communicate, or analyze the Services
• Content an authorized teammate brings into a connected inbox or calendar for legitimate business workflows

We use personal information to:

• Respond to inquiries and schedule consultations about software delivery or staffing
• Provide, operate, personalize, and improve the Services and our internal tools
• Evaluate candidates, coordinate interviews, and support client hiring or engagement decisions
• Deliver client work under contracts, including collaboration, reporting, and support
• Send service-related notices (security alerts, account changes, scheduling updates)
• Send marketing or recruiting messages when permitted by law and your preferences
• Detect, investigate, and prevent fraud, abuse, or security incidents
• Comply with legal obligations, enforce agreements, and protect TrustBase, our users, and the public

We do not sell your personal information. We do not rent contact lists to unrelated advertisers. When we use analytics or AI-assisted tooling inside our products, we do so to operate features you or your organization enabled—not to build unrelated advertising profiles.

Most information comes directly from you or your organization. Additional information may come from public sources, introductions, or systems your organization authorizes (for example shared calendars or email used in staffing operations). If someone else provides your information to us, we expect them to have a lawful basis to do so.

We may share personal information with:

• Service providers who process data for us (hosting, email delivery, SMS, analytics, customer support tooling, payment processors where applicable)—under contractual confidentiality and purpose limits
• Clients or hiring partners, when you are a candidate or contractor being considered or engaged for a role and sharing is part of that process
• Professional advisors (legal, accounting, insurance) under confidentiality obligations
• Authorities or other parties when required by law, subpoena, or to protect rights, safety, and security
• A successor entity if TrustBase is involved in a merger, acquisition, or asset transfer, subject to appropriate protections

Within client organizations, portal access is role-based. Authorized teammates may see information needed for their job (for example interview scheduling or application status). We do not publicly post your personal contact details without a clear business reason and appropriate context.

We and our providers may use cookies, local storage, and similar technologies to keep you signed in, remember preferences, measure site performance, and understand which pages are useful. You can control cookies through your browser settings. Blocking some cookies may limit features (for example staying logged into a portal).

Where required by law, we will present additional consent choices for non-essential cookies or similar tracking.

If you contact us or opt in to updates, we may email or text you about your request, interviews, project updates, or TrustBase services. Message frequency varies. Standard carrier rates may apply for SMS.

• Email: use unsubscribe links where provided, or write to hr@trustbase.llc
• SMS: reply STOP to opt out of marketing or non-essential texts (transactional messages about an active engagement may still be necessary)
• Portal users can often adjust notification preferences inside account or settings screens

Some TrustBase portals let authorized users connect third-party accounts so the product can help with day-to-day work (for example reading an interview inbox or placing a meeting on a calendar). These connections are optional and only available to users whose organization enables them.

When Google connections are enabled, TrustBase requests access to Gmail and Google Calendar only—not Google Drive or unrelated Google products. Depending on the feature set, that may include reading and sending email, updating message state (such as read/unread), limited Gmail settings needed for mail workflows, reading calendar data, and creating or updating calendar events for scheduling.

Connected data is used to operate the features you turn on (inbox triage, interview coordination, scheduling). You can disconnect inside the product and/or revoke access at Google Account permissions. Other third-party tools your organization connects are governed by those providers' terms and our agreements with your organization.

We use administrative, technical, and organizational safeguards designed to protect personal information (access controls, encrypted transport where appropriate, least-privilege practices, and monitoring). No online service is perfectly secure; please use strong unique passwords and protect devices used to access portals.

We retain information for as long as needed to provide the Services, meet contractual and legal obligations, resolve disputes, and maintain business records (for example invoices, engagement history, or hiring documentation). Retention periods vary by record type. When information is no longer needed, we delete or de-identify it according to our practices.

Depending on where you live and your relationship with us, you may have rights to:

• Access the personal information we hold about you
• Correct inaccurate information
• Request deletion or restriction of processing, subject to legal exceptions
• Object to certain processing, including some marketing
• Receive a portable copy of information you provided, where applicable
• Withdraw consent where processing is based on consent

To exercise these rights, email hr@trustbase.llc. We may need to verify your identity before fulfilling a request. If you use a portal through a client organization, some requests may need to go through that organization as the business customer of record.

Residents of certain U.S. states (including California and others with comprehensive privacy laws) may have additional rights. We will not discriminate against you for exercising privacy rights. If we deny a request, we will explain why and how you may appeal where required by law.

The Services are intended for adults in a business or professional context. They are not directed to children under 13 (or under 16 where a higher age is required by law). We do not knowingly collect personal information from children. If you believe a child provided information to us, contact us and we will take appropriate steps to delete it.

We are based in the United States. If you access the Services from another country, your information may be processed in the United States or other locations where we or our providers operate. Those locations may have different data-protection rules than your home country. Where required, we use appropriate contractual or other safeguards for cross-border transfers.

We may update this Privacy Policy to reflect product, legal, or operational changes. When we do, we will revise the effective or updated date at the top of this page. For material changes, we may provide additional notice (for example email or an in-product message). Continued use of the Services after an update means you accept the revised policy.