Last Updated: April 16, 2026
Privacy Policy for ApplyAssists
ApplyAssists is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the “Service”) that help you create, optimize, and tailor your curriculum vitae (CV) and cover letters using artificial intelligence (AI).
Please read this policy carefully. By using the Service, you consent to the practices described. If you do not agree, please do not access or use the Service.
1. Information We Collect
A. Information You Provide Directly:
ApplyAssists is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and services (collectively, the “Service”) that help you create, optimize, and tailor your curriculum vitae (CV) and cover letters using artificial intelligence (AI).
Please read this policy carefully. By using the Service, you consent to the practices described. If you do not agree, please do not access or use the Service.
B. Information Collected Automatically:
Usage Data: We collect data about your interaction with the Service, such as pages viewed, features used, time spent, and the dates/times of your visits.
Device and Log Information: IP address, browser type, operating system, device identifiers, and crash data. This helps us with diagnostics and security.
C. Information from Third Parties:
Authentication Data: If you log in via a third-party service (e.g., Google, LinkedIn), we receive certain profile information from that service (e.g., name, email) as authorized by you.
Analytics Providers: We use tools like Google Analytics to understand aggregate usage patterns.
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, maintain, and improve the Service.
- Generate and Tailor Documents: To use AI models to create, format, and tailor your CVs and cover letters based on your inputs and specified job descriptions.
- Personalize your experience, including suggesting templates or improvements.
- Communicate with you, including sending service-related announcements, security alerts, and support messages.
- Synchronize your data across your devices for a seamless experience.
- Ensure the security of our Service and prevent fraud.
- Comply with legal obligations and enforce our Terms of Service.
3. Legal Basis for Processing (For GDPR/UK GDPR Compliance)
We process your personal data on the following legal bases:
- Performance of a Contract: To provide the Service you have requested.
- Legitimate Interests: For operations, security, and improvement of our Service, where our interests are not overridden by your data protection rights.
- Consent: Where required by law (e.g., for certain cookies or marketing communications), we will rely on your explicit consent. You can withdraw consent at any time.
- Legal Obligation: To comply with applicable laws and regulations.
4. How We Share Your Information
We do not and will not sell your personal data. We share information only in the following circumstances:
- With AI Service Providers: To generate your documents, we share the necessary content (your CV data, job description, and instructions) with our third-party AI provider, OpenAI, Inc. and Google Gemeni, via their API. Their use of your data is governed by their privacy policy. If you choose to use the “Bring Your Own API Key” feature, your data will be sent directly to OpenAI or Google Gemeni under your own account and agreement with them, and will not be processed through our systems.
- With Service Providers: We engage vendors for hosting, data storage, analytics, and customer support. They are contractually bound to protect your data.
- For Legal Reasons: If required by law, regulation, legal process, or governmental request, or to protect the rights, property, and safety of ourselves or others.
- Business Transfers: In connection with a merger, sale, or acquisition of all or part of our business.
5. Data Security
We implement administrative, technical, and physical security measures designed to protect your data. This includes encryption of data in transit (TLS) and at rest, hashing of passwords using bcrypt, and secure session management using JWT tokens. However, no electronic transmission or storage method is 100% secure. We cannot guarantee absolute security.
6. Data Retention
Your data is retained under your direct control. You may access, download, or delete your personal data at any time through your account settings. Upon deletion by you, your data will be removed from our active production systems. We may retain certain anonymized or aggregated data for analysis and legal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal data, which may include:
- Access, Update, or Delete: You can access, update, or delete your data at any time via your account settings.
- Data Portability: You can download your CV data directly from the Service.
- Objection/Restriction: You may object to or request restriction of certain processing.
- Marketing Opt-Out: You can unsubscribe from promotional emails via the link in the email.
To exercise rights not available through your account settings, contact us at privacy@applyassists.com. We will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your own, including the United States, where our servers are located and where our AI providers operate. These countries may have data protection laws that differ from your jurisdiction. We rely on legally approved mechanisms, such as Standard Contractual Clauses, for such transfers where required.
9. Children's Privacy
Our Service is not intended for individuals under the age of 16 (or the higher age of digital consent in your country). We do not knowingly collect personal information from children. If we become aware of such collection, we will take steps to delete it.
10. Changes to This Privacy Policy
We may update this policy periodically. The “Last Updated” date at the top will reflect changes. We will notify you of material changes via email or a prominent notice in the Service. Your continued use after such notice constitutes acceptance of the updated policy.
11. Chrome Extension Disclosures
This section applies specifically to users of the ApplyAssists Chrome Extension. To provide our core service of job data extraction, the Extension requires specific browser permissions.
A. Information Accessed via Permissions:
LinkedIn Data (Host Permissions): When you use the Extension on LinkedIn, we access and extract job-related information including job titles, company names, location, job descriptions, and salary information. This data is only accessed when you explicitly interact with the Extension.
Active Tab & Scripting: We use these permissions to read the content of the specific job posting you are viewing so that it can be imported into your ApplyAssists account.
Storage: We use local browser storage to temporarily save your session preferences and cached job data to ensure a smooth user experience.
B. How We Use Extension Data: The data collected via the Extension is used exclusively to:
Populate your ApplyAssists dashboard with job application details.
Provide context to our AI models for tailoring your CV and cover letters.
Identify the URL of the job post to allow you to return to the listing later.
C. AI Data Handling (OpenAI): Data extracted via the Extension (such as job descriptions) is shared with OpenAI, Inc. via their API to generate your tailored documents.
Privacy Guard: We do not use your LinkedIn data for training AI models unless you explicitly opt-in or use your own API key.
Data Minimization: We only send the minimum amount of text required to perform the requested AI task.
D. Limited Use Disclosure: The ApplyAssists Extension complies with the Google Chrome Web Store User Data Policy, including the Limited Use requirements:
We do not allow any third-party advertising in the Extension.
We do not sell or rent user data to third parties.
We do not use or transfer user data for purposes unrelated to the Extension’s single purpose (job application management).
Human employees do not read your extracted LinkedIn data unless necessary for security or troubleshooting.
12. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Data Controller: SC ApplyAssists SRL
Email: privacy@applyassists.com
For EU/UK Residents: You have the right to lodge a complaint with your local supervisory authority.