Privacy Policy

1. Information we collect

We collect what we need to run the service and nothing we have no use for. That falls into a few groups:

• Account details you give us: your name, email address, password and the preferences that shape your matches, such as target role, locations, remote options, job types and salary range.
• Content you upload: your CV, cover letters, portfolio links, answers to the guided profile questions and anything else you add to your profile.
• Application records: the jobs you apply to through Apply Engine, the documents sent with each one, and the replies and status updates that come back.
• Payment information: handled by our payment processor. We receive the plan, the billing status and the last four digits of the card, never the full card number.
• Usage data: pages viewed, features used, device and browser type, approximate location from your IP address, and diagnostic logs when something goes wrong.
• Communications: the messages you send our support team and your replies to our emails.

2. How we use your information

Your information is used to provide the service you signed up for and to keep it working properly.

• Matching roles to your profile and scoring how closely each posting fits your experience.
• Writing the tailored CVs and cover letters you ask for, and filling in application forms on your instruction.
• Sending applications when you approve them, and logging what happens to each one afterwards.
• Reading the recruiter replies and status updates that arrive in the inbox connected to your account, so they can be filed against the right job.
• Sending service emails about your account, your applications and changes to the product. Marketing emails are separate and you can unsubscribe from them at any time.
• Measuring how the product is used so we can improve it, and detecting fraud, abuse and security incidents.
• Meeting our legal and regulatory obligations.

3. AI processing of your content

Apply Engine uses AI models to score job matches and to draft CVs, cover letters and form answers. To do that, the relevant parts of your profile and the job posting are sent to the model providers we work with, under contracts that prohibit them from using your content to train their own models.

Every document is yours to read, edit and approve before it is sent. We do not submit an application on your behalf without your confirmation.

4. Information sharing and disclosure

We do not sell your personal information. We share it only in these situations:

• With employers and job platforms, when you approve an application. What you send is what they receive.
• With service providers who run parts of the platform for us — hosting, storage, email delivery, payment processing, analytics and error monitoring — under contracts limiting them to that work.
• With services you connect yourself, such as an email account or a calendar, and only to the extent the connection you authorised requires.
• In a merger, acquisition or sale of assets, in which case we will tell you before your information becomes subject to a different policy.
• Where we are required to by law, or where disclosure is necessary to protect our rights, our users or the public.

5. Cookies and tracking technologies

We use cookies and similar technologies to keep you signed in, remember your preferences, understand how the product is used and diagnose errors. Essential cookies are required for the service to work; the rest you can decline without losing access to your account.

Most browsers let you block or delete cookies. Doing so may mean you have to sign in more often or that some features behave unpredictably.

6. Data retention

We keep your account information and the content you upload for as long as your account is open. Delete your account and we delete your profile, documents and application history within 30 days, other than anything we are required to keep for longer — billing records, for example, or information held for fraud prevention or legal claims.

Backups are kept on a rolling schedule and are overwritten in the ordinary course. Anonymised and aggregated statistics, which cannot be traced back to you, may be kept indefinitely.

7. Data security

Your information is encrypted in transit and at rest. Access inside our team is limited to the people who need it to do their job, is logged, and requires multi-factor authentication. We review our security regularly and run an incident response process for anything that goes wrong.

No system is perfectly secure. If a breach affects your personal information, we will notify you and the relevant authorities where the law requires it.

8. International data transfers

We and our service providers may process your information in countries other than the one you live in, including the United States. Where information leaves the UK or the European Economic Area, we rely on approved safeguards such as Standard Contractual Clauses or an adequacy decision covering the destination country.

9. Your rights and choices

Depending on where you live, you may have some or all of the following rights over your personal information. You can exercise any of them by emailing us, and we will respond within the period the applicable law allows.

• Access a copy of the information we hold about you.
• Correct information that is inaccurate or incomplete — most of it you can edit yourself in your profile.
• Delete your account and the information attached to it.
• Restrict or object to certain processing, including profiling used to rank job matches.
• Withdraw a consent you previously gave, without affecting processing already carried out.
• Export your information in a portable format.
• Complain to your local data protection authority if you think we have handled your information wrongly.

10. Children's privacy

Apply Engine is not intended for anyone under 16, and we do not knowingly collect information from children. If you believe a child has given us personal information, contact us and we will delete it.

11. Changes to this policy

We update this policy as the product and the law change. The effective date at the top always reflects the current version, and for material changes we will tell you by email or in the product before they take effect.

12. Contact us

Questions about this policy, or about the information we hold on you, go to privacy@applyengine.com and we will come back to you.