Privacy Policy

The following ApplyPilot Privacy Policy ("Privacy Policy") is designed to inform you, as a user of the Sites, about the types of personal information that ApplyPilot may gather about or collect from you in connection with your use of the Sites. It also is intended to explain the conditions under which ApplyPilot uses and discloses that personal information, and your rights in relation to that personal information.

The Sites are hosted in the United States and are subject to U.S. state and federal law. If you are accessing our Sites from other jurisdictions, please be advised that you are transferring your personal information to us in the United States, and by using our Sites, you are agreeing to that transfer and use of your personal information in accordance with this Privacy Policy.

You also agree to abide by the applicable laws of the United States and U.S. federal law concerning your use of the Sites and your agreements with us. If your use of the Sites would be unlawful in your jurisdiction, please do not use the Sites.

ApplyPilot gathers personal information from users of the Sites. When you browse our Sites, subscribe to our services, or contact us through various forms, you are voluntarily sharing personal information with us. We collect the following types of information:

Account Information:

• Full name and email address
• Password (stored securely via our authentication provider)
• Profile information you provide during registration

User Content:

• Resume details, work history, education, and skills
• Cover letters and other documents you create or upload
• Job descriptions and applications you track
• Any other information you provide to generate documents

Usage Data:

• Interactions with our Services and features used
• Pages visited, frequency and duration of use
• Search queries and actions taken

Device and Technical Information:

• Internet Protocol (IP) address
• Browser type and operating system
• Device identifiers and hardware model
• Referring URLs and exit pages

You can choose not to provide certain information, but you may not be able to take advantage of all features of the Services. We do not intentionally collect sensitive information such as financial data, sexual orientation, religious beliefs, or health information unless specifically required for job applications you choose to submit.

The information we collect is used to:

• Provide, maintain, and improve our Services
• Generate tailored resumes, cover letters, and other documents
• Analyze ATS compatibility and provide optimization suggestions
• Track your job applications and provide status updates
• Communicate with you for support, updates, and alerts
• Ensure the safety and security of our Services
• Analyze usage patterns to improve user experience
• Comply with legal obligations

Important: We do NOT use your personal resume content, work history, or career information to train our AI models. Your data is used solely to provide services to you.

Occasionally, we may use your contact information to notify you about changes to the Site, new features, or promotional offers. You can opt out of marketing communications at any time.

In our dedication to offering advanced AI-powered services, we may disclose certain user data to reputable third-party AI tools and service providers. This collaboration is critical for providing our core services. Here are the essential details:

Types of Data Shared:

• Resume content and work history (to generate tailored documents)
• Job descriptions (to analyze and optimize applications)
• Cover letter content (to generate personalized letters)

Purpose of Data Sharing:

• To power our AI features for resume generation, cover letter creation, and ATS analysis
• To provide personalized and relevant outputs
• To improve the accuracy and quality of generated content

User Consent: By using ApplyPilot's services, you acknowledge and consent to your data being processed by third-party AI tools in connection with the services described herein.

Data Security: The third-party AI tools we use are carefully selected based on their adherence to our standards of data security and privacy. We continuously monitor these providers to ensure compliance.

A "Cookie" is a string of information which assigns you a unique identification that a website stores on your computer, and that your browser provides to the website each time you submit a query. We use cookies on the Sites to:

• Keep track of services you have used
• Record your login credentials (securely)
• Remember your user preferences
• Keep you logged into the Sites
• Track pages visited to improve user experience
• Analyze how the Sites are being used

USERS WHO DO NOT WISH TO HAVE COOKIES PLACED ON THEIR COMPUTERS SHOULD SET THEIR BROWSERS TO REFUSE COOKIES BEFORE ACCESSING THE SITES. Please understand that certain features of the Sites may not function properly without the aid of cookies. Users who refuse cookies assume all responsibility for any resulting loss of functionality.

See our Cookie Policy for more details.

General Provisions:

ApplyPilot prohibits contractors, affiliates, vendors, and suppliers from disclosing any personal information received from ApplyPilot, other than in accordance with this Privacy Policy. We do not sell your personal data to third parties.

We may share your information with:

• Service Providers: Third parties who help us operate the Services (cloud hosting, payment processing, authentication, analytics)
• AI Providers: To power our document generation features (as described in Section 4)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

Analytics: We may use third-party analytics services (such as Google Analytics) to understand how our Sites are used. These services may collect information about your use of the Sites. You can opt out of Google Analytics by installing the Google Analytics opt-out browser add-on.

Mobile: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

We take the security of your personal information seriously and use reasonable electronic, personnel, and physical measures to protect it from loss, theft, alteration, or misuse. Our security measures include:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication through Clerk
• Regular security reviews and vulnerability assessments
• Access controls limiting employee access to user data
• Trusted cloud infrastructure providers (with SOC 2 compliance)

However, please be advised that even the best security measures cannot fully eliminate all risks. We cannot guarantee that only authorized persons will view your personal information. We are not responsible for third-party circumvention of any privacy settings or security measures.

You are responsible for maintaining the confidentiality of your account by keeping your password and device access secure. If you believe someone has gained unauthorized access to your account, please change your password immediately and contact us.

We retain your information as follows:

• Active accounts: We retain your data while your account is active
• Deleted accounts: When you delete your account, we remove your personal data within 30 days, except where retention is required by law
• Backups: Data may persist in encrypted backups for up to 90 days
• Generated documents: Retained for up to 12 months for your access

All Users:

You can access, edit, export, or delete your information stored on the Sites at any time by logging into your account. You can also:

• Request a copy of your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to certain processing of your data
• Opt out of marketing communications

EU/UK Users (GDPR):

If you reside in the European Union, United Kingdom, Switzerland, Norway, Liechtenstein, or Iceland, you have additional data protection rights under your local laws, including the right to data portability and the right to withdraw consent. If you wish to exercise these rights, contact us at support@applypilotai.com. We have 30 days to respond to your request.

California Users (CCPA):

ApplyPilot has not sold any personal information to third parties for business or commercial purposes in the preceding twelve (12) months. ApplyPilot will not sell personal information belonging to users in the future.

California residents have the right to request disclosure of personal information collected and to request deletion of personal information. To make such a request, contact us using the information below.

The Services are not intended for use by children under the age of 16. Users must be at least 16 years of age to use the Services. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us immediately.

Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. Because there is not yet a common understanding of how to interpret the DNT signal, the Sites currently do not respond to DNT browser signals or mechanisms.

Your information may be processed in countries other than your own (primarily the United States). We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses where required by applicable law.

Disputes over privacy issues contained in this Privacy Policy will be governed by the laws of the State of California, without regard to its conflict of laws principles. You also agree to abide by any limitation on damages contained in our Terms of Service.

ApplyPilot may, in its sole discretion, change this Privacy Policy from time to time. Any changes will be reflected on this page, and the date of the new version will be stated at the top of this Privacy Policy. We may also notify users of significant changes via email or through the Services.

Your continued use of the Sites after changes constitutes acceptance of the updated Privacy Policy. Users should regularly check this page for any changes.

If you have any questions regarding this Privacy Policy, please contact us at: