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ApplyOS Legal Center

Privacy Policy

How ApplyOS collects, uses, stores, and protects information when you use the service.

Last updated October 13, 2026 · Version 2026-10-13

Your workspace is associated with your account and is not published to other users. ApplyOS processes workspace content, uses service providers, and records account activity. The operator can access information through privileged systems to operate and support the service.

1. Who this policy covers

This policy applies to the ApplyOS website, account services, job-search workspace, and optional AI features. ApplyOS is operated by the ApplyOS operator. References to “ApplyOS,” “we,” “us,” and “our” refer to that operator.

Employer websites and other services you visit through links have their own privacy practices. ApplyOS does not control those websites.

2. Information we collect

  • Account information: your email address, name, account identifier, authentication information, sign-in records, and profile preferences. Authentication is handled by Supabase.
  • Workspace content: applications, company and contact information, outreach records, interviews, notes, follow-up dates, resume files and metadata, job descriptions, and any optional education, graduation, work authorization, or immigration timeline information you enter.
  • AI processing records: submitted job descriptions, source URLs, target-role preferences, extracted results, cached results, request timestamps, model identifiers, status, token usage, latency, and estimated processing costs. Input and results may be stored even if you do not save an application or a parse fails.
  • Activity and connection information: account and tab identifiers, visited page sections, visit and action timestamps, tab visibility and focus, recent interaction time, estimated foreground time, and download/export activity, including file names. Where supplied by the hosting service, we also receive IP addresses, approximate IP-based location, and browser/device information.
  • Support and security information: requests you send us, account access restrictions, and records of administrative actions.

Interaction tracking records timing and page sections; the heartbeat feature does not capture the characters you type or create screen recordings. Approximate location is derived from network information, not your device’s precise location permission. Activity records indicate use of an account or connection, not proof of a particular person’s identity.

3. How we use information

We use information to authenticate users, maintain accounts, store and display workspace records, provide requested uploads and downloads, generate exports, extract job details, organize follow-ups, deliver support, investigate service issues, measure service use, enforce limits, protect accounts, prevent abuse, and comply with applicable obligations.

Where data protection law requires a lawful basis, processing needed to provide requested account features is based on performance of our agreement with you. Security, abuse prevention, and service administration may rely on legitimate interests, subject to applicable rights. Legal requirements may provide a separate basis. Where a feature requires consent under applicable law, we must obtain it separately; acknowledging this policy is not blanket consent to unrelated processing.

4. Access and sharing

Other ordinary users cannot browse your workspace through their accounts. The operator and authorized service personnel can access account information, activity records, workspace content, parser records, and stored files through privileged systems for service operation, support, security, and handling your requests. This is an account-based service; it does not provide end-to-end encryption that prevents operator access.

We use providers to deliver the service:

  • Supabase: account authentication and database storage.
  • Backblaze B2: uploaded resume file storage and file delivery.
  • Vercel: website hosting, request delivery, and hosting-related connection or diagnostic information.
  • OpenAI: job description processing when you choose the optional AI parser. See the AI Disclosure.

These providers process information under their applicable service arrangements. We may disclose information when legally required, to investigate misuse or protect rights and safety, or as part of a lawful service transfer subject to applicable notice and safeguards. ApplyOS does not currently sell personal information or use workspace content for targeted advertising.

Adding an application or setting its status to “Applied” does not transmit it to an employer. You control files and exports you download and any information you share outside ApplyOS.

5. Storage, retention, and deletion

Workspace records and resume files are retained while associated with your account unless you delete them or your account is removed. Archiving a record, signing out, or closing a tab does not delete stored information. Deleting an application does not automatically delete a separately uploaded resume or its earlier AI processing records.

The current service has no automatic age-based deletion schedule for parser inputs, results, caches, usage records, activity history, or tab-state records. These remain until account deletion or applicable manual removal. An offline indicator is not a deletion event. You can request removal or further retention information through Contact & Data Requests.

Account deletion removes the account and associated application records from active systems and includes stored-file cleanup. Limited administrative audit records may survive account deletion, and copies in provider backups or logs follow the relevant provider’s retention process. Information subject to a legal preservation requirement may be retained for that requirement. We do not promise immediate erasure from every backup or external system.

6. Your choices and rights

You can edit profile and workspace records, export supported workspace tables to CSV or Excel, download your uploaded resumes, and delete records or files using available controls. Workspace exports are not a complete personal-data access report: security logs, activity history, and some parser records are not included in those exports.

Accounts placed in download-only access can sign in to a restricted screen and download an archive of their own account and workspace records, including stored activity and parser records and original completed resume uploads. Failed or unfinished uploads are identified in the archive manifest. This archive does not include authentication secrets, internal administrative audit records, provider logs, or retired shared-message content.

You may request access, correction, account deletion, or information about processing through Contact & Data Requests. Depending on your location and applicable law, you may also have rights to portability, restriction, objection, withdrawal of consent where used, or a complaint to a data protection authority. We will verify requests using information proportionate to the request and respond within applicable legal requirements. Some rights have lawful exceptions; we will explain relevant limitations.

Account deletion is handled by the operator; there is currently no self-service account deletion button. You can choose manual job entry instead of the optional AI parser. Browser storage choices are described in the Cookie & Storage Notice.

7. Security and international processing

ApplyOS uses account authentication, database access controls, server-side ownership checks, and short-lived file access links to protect information. No online service can guarantee complete security. Keep your password and downloaded files secure, and do not share signed file links.

Providers may process information outside your country. The applicable protections and transfer requirements depend on your location and the provider arrangement. Contact us for information about the arrangements relevant to your account; this policy does not assert a particular data residency, certification, or international transfer mechanism.

8. Age requirements

ApplyOS is intended for people aged 18 or older. Do not create an account or submit personal information if you are under 18. If you believe a minor has provided information, contact us so we can investigate and handle removal as required.

9. Updates and contact

We may revise this policy as the service or its processing changes. The date and version identify the current text. Material changes will be communicated through an appropriate service notice or account communication before they take effect where required. For questions and requests, use Contact & Data Requests.