Effective Date: 2025-08-09
Last Updated: 2025-08-09
The AI Apply web application and Chrome extension may collect:
This data may be processed (sometimes through automated decision-making) to perform tasks such as recommending jobs, assessing skills, and drafting application materials. Processing is based on contractual necessity (GDPR Art. 6(1)(b)) and our legitimate interest in improving and securing the service (GDPR Art. 6(1)(f)).
By default, most processing in the Chrome extension occurs locally on your device, so resumes and job description data remain in your browser. If you choose cloud features (e.g., multi-device sync), only the data needed for that feature will be transferred to AI Apply’s secure servers.
When you request AI-generated text (e.g., a cover letter), the minimum required prompt data is sent to the OpenAI API. AI Apply instructs OpenAI not to use prompts or outputs for model training. Returned text is stored in your account only for as long as necessary to deliver the feature or as you choose to retain it.
(Applicable to AI Apply iOS App)
Contractual necessity (Art. 6(1)(b)) and legitimate interest (Art. 6(1)(f)).
Audio is captured on the device and transmitted directly to Deepgram for speech-to-text conversion. AI Apply only receives the transcript. Audio files are not retained by AI Apply. Transcripts remain in your account until you delete them, close your account, or request earlier deletion.
Deepgram, Inc., acting solely as a subprocessor under GDPR-compliant agreements, is contractually prohibited from using your data for other purposes.
If transcription traffic leaves the UK/EEA, it is protected by Standard Contractual Clauses or other lawful mechanisms (GDPR Chapter V).
By starting an interview, you confirm that all participants consent to recording and transcription as required by applicable law. AI Apply is not responsible for recordings made without proper notice.
Deleting a session or closing your account removes associated records from active systems within 30 days (backups are cleared within another 30 days). You may request immediate deletion via email.
To assist in filling out application forms, the extension may temporarily scrape job posting text displayed in your browser. This content is processed locally or (if cloud features are enabled) stored securely on AI Apply servers for as long as needed to provide the functionality.
Like most online services, we retain server logs (IP address, browser type, ISP, date/time stamps, referring/exit pages, click data). Logs are used for security, analytics, and troubleshooting and are generally not linked to your identity.
AI Apply does not sell or rent your personal data. We only share it with:
Closing your AI Apply account triggers the deletion of personal data no longer needed for legal or operational reasons. Backups are cleared within the time specified in Section 4.7.
You may email us to request access, correction, deletion, restriction, or portability of your personal data, or to object to certain processing. We will respond within the legally required timeframe.
We may update this policy periodically. Any changes will be posted here with a new “Last Updated” date. Where required by law, we will notify you separately or seek consent for significant changes.
Keep your login credentials confidential, use strong unique passwords, and promptly notify us of any unauthorized use.
We review this policy at least annually to ensure compliance with evolving laws, regulations, and industry standards.
While we implement industry-standard security measures, no system can guarantee absolute security. AI Apply’s liability is limited to the maximum extent permitted by law.
Our services may contain links to external websites not controlled by AI Apply. We are not responsible for their content or privacy practices.
Questions about this Privacy Policy?
Email: [[email protected]]
We implement reasonable technical and organizational measures (e.g., access controls, network-level protections, and encryption where appropriate) to protect personal data. No security measure is infallible; therefore, we cannot guarantee absolute security.
Some features (e.g., skill scoring or job match ranking) rely on algorithmic processing. Outputs are for reference only and are not used to make decisions with legal or similarly significant effects on you. You may contact us to challenge any automated output or request human review.
Our services are not directed to individuals under 16, and we do not knowingly collect their personal data. If you believe a child has provided personal data to us, please email us for prompt deletion.
AI Apply’s main servers are located in [America]. If service providers or subprocessors are located in jurisdictions without adequacy recognition, data transfers will be conducted under Standard Contractual Clauses or other lawful mechanisms recognized in [America].
You have the right to lodge a complaint with your local data protection authority. We recommend contacting us first so we can try to resolve your concern.
