Privacy Policy

1. Introduction

AutoApply AI ("we", "us", or "our") is committed to protecting your personal information. This Privacy Policy explains what data we collect, how we use it, who we share it with, and what rights you have over your data when you use our website and services (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information you provide directly

• Account information: Name, email address, and password when you register.
• CV / résumé: The CV or résumé document you upload, along with the structured profile data we extract from it using AI (e.g. work history, skills, education).
• Job preferences: Target locations, job titles, work mode preferences, salary expectations, and any other preferences you configure.
• Profile answers: Any additional information you provide in response to prompts (e.g. visa status, right to work).
• Payment information: Billing details entered during checkout. We do not store card numbers; payment processing is handled entirely by Stripe.

2.2 Information collected automatically

• Usage data: Pages visited, features used, actions taken within the Service, and timestamps.
• Device and browser data: IP address, browser type, operating system, and referrer URL.
• Cookies and similar technologies: We use session cookies required for authentication. We do not use advertising or tracking cookies.

2.3 Information from third parties

• Firebase Authentication: If you sign in with Google, we receive your name and email address from Google.
• Stripe: We receive confirmation of payment status and a customer identifier from Stripe after a transaction.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account and authenticate your identity.
• Process your CV using generative AI (GenAI) to extract a structured profile used to match and tailor application documents. Your CV content is sent to our AI provider for this purpose — see Section 5.
• Discover and rank relevant job opportunities based on your profile and preferences.
• Generate tailored application documents (CV drafts, cover letters, interview preparation materials) on your request.
• Process payments and manage your subscription or daily pass entitlement.
• Send transactional emails (account confirmation, payment receipts, job match digests).
• Improve and troubleshoot the Service using aggregated, anonymised usage data.
• Comply with legal obligations.

We do not use your personal data for advertising, sell it to data brokers, or use it to train AI models beyond what is necessary to provide the Service.

4. Legal Basis for Processing (GDPR)

Where the General Data Protection Regulation (GDPR) or similar legislation applies, we process your personal data on the following legal bases:

• Contractual necessity: Processing required to provide the Service you have signed up for.
• Legitimate interests: Improving the Service, fraud prevention, and security.
• Legal obligation: Complying with applicable law.
• Consent: Where we rely on consent (e.g. marketing emails), you may withdraw it at any time.

5. Third-Party Service Providers

We share your data with the following third-party providers solely to operate the Service. Each provider acts as a data processor under a data processing agreement where required by law:

We do not share your personal data with employers, recruiters, or any other third parties without your explicit action (e.g. you choosing to download and submit your documents).

6. AI Processing and Your CV

When you upload a CV, we send its content to a third-party GenAI provider to extract a structured profile. This profile is stored in our database and reused across your job matches to avoid repeated processing. The AI is given instructions to base its outputs on the content you provide; however, AI outputs may not always be accurate or complete. You are responsible for reviewing all AI-generated content before using it.

We do not use your CV data or AI-generated outputs to train AI models. Our AI provider's usage policies govern how they handle API inputs and outputs — please review their terms for details.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Specifically:

• Account and profile data is retained until you delete your account.
• Uploaded CV files and generated documents are retained for the duration of your account and deleted within 90 days of account closure.
• Payment records are retained for 7 years as required by applicable financial regulations.
• Application logs and usage data are retained for up to 12 months.

You may request deletion of your data at any time by emailing privacy@autoapply.ai. Some data may be retained in anonymised or aggregated form.

8. Data Security

We implement industry-standard security measures including encryption in transit (HTTPS/TLS), encryption at rest (Google Cloud default encryption), access controls, and authentication through Firebase. However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security and encourage you to use a strong, unique password for your account.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data ("right to be forgotten").
• Portability: Request your data in a machine-readable format.
• Restriction: Request that we restrict processing of your data in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdrawal of consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, email us at privacy@autoapply.ai. We will respond within 30 days. If you are in the EU or UK and believe we have not adequately addressed your request, you have the right to lodge a complaint with your local data protection authority.

10. Cookies

We use only essential cookies necessary for authentication and session management. We do not use advertising cookies, tracking pixels, or third-party analytics cookies. You can disable cookies in your browser settings, but doing so may prevent you from logging in to the Service.

11. Children's Privacy

The Service is not directed at individuals under 18 years of age. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, please contact us at privacy@autoapply.ai and we will delete it promptly.

12. International Transfers

Your data may be processed on servers located outside your country of residence, including in the United States (Google Cloud, Stripe) and Canada. Where data is transferred outside the European Economic Area (EEA), we rely on appropriate safeguards such as standard contractual clauses. By using the Service, you consent to such transfers.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice within the Service. The "Effective date" at the top of this page reflects when the most recent version was published.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact our privacy team at: